Revise crew assignments without losing acceptance

Open Crew & inventory, then Open crew scheduling. Owners, administrators and staff with full private workspace access can manage the roster and assignments. A crew invitation gives access to one assignment; it does not grant workspace membership.

Check the person before offering the shift

Add the person’s name, contact details, eligible roles and hourly rate in USD. Add unavailable periods and any retained legacy expiry metadata. Open the person’s working availability and private documents to record positive working windows, upload originals and review individual document requirements. The service applies these studio records; it does not independently certify them. All form times use the workspace timezone shown on the page; ambiguous daylight-saving times need a different time selection.

Offer a wedding, person, role, reporting location, call time and end time. Set an invitation deadline within the next 90 days and no later than the shift ends. Overlapping active assignments for one person are blocked, including simultaneous saves. Adjacent assignments are allowed. The rate is saved with the assignment, so later edits to the person’s rate affect new assignments rather than rewriting existing work.

For example, offer Jordan a lighting shift from 2 pm to 8 pm, reporting at the loading entrance. Set the invitation deadline for the evening before the wedding. Copy the private link and share it yourself. Creating, revising or canceling an assignment sends no email or text automatically.

Keep acceptance tied to the current details

The recipient sees their name, wedding title, role, times, location and current assignment revision. They can accept or decline that revision. The link does not reveal the full crew roster, other weddings, contact details, pay rates or client financial records. Anyone holding it can respond for that assignment: this is operational acknowledgment, not identity verification, an employment contract or a legal signature.

If Jordan’s call changes to 1 pm, open Revise assignment or replace its link, explain the change and save. The service records the old assignment, rotates its link and requires fresh acceptance. Acceptance of revision 1 never confirms revision 2. Reassigning the work to another person checks both people’s reservations and uses the new person’s current rate. The original recipient’s link closes.

Copy the new link before leaving the page. Only its fingerprint is stored. If you lose it, save a revision with a replacement link and ask for acceptance again. If a save response is interrupted, choose Check original request. This repeats the same request identity rather than creating a second offer or revision.

Resolve holds, expiry and cancellation

Changing someone’s roles, unavailable periods, document expiry or archived status rechecks their future unworked assignments. A new eligibility problem puts affected assignments on hold. Clearing the problem moves them to reconfirmation; it never silently restores an earlier acceptance. Check the hold reason in the owner’s view and send the current or replacement link yourself.

Unconfirmed invitations close at their deadline. A background worker records expiry, but public access and conflict checks enforce the deadline immediately. A confirmed assignment remains reserved when its invitation deadline passes; its recipient view closes when the shift ends. Renew an expired assignment by reviewing its details and issuing a new revision. A new conflicting booking can prevent renewal.

Cancel an unworked assignment with a reason. The recipient then sees a closed notice, and the person’s reservation is released. The prior assignment remains in history. A canceled assignment cannot be reopened; create a separate offer if work is needed again. Contact the crew member yourself about the cancellation.

Review the private call sheet and worked time

Filter assignments by wedding or response. The list is paginated in groups of 100; filters apply to the current page. Select a wedding to open its complete private crew call sheet. The print view includes current assignment details, contact information, status and acceptance revision, with eligibility warnings. It requires private workspace access and contains no pay rates or client financial records. Printed copies are dated snapshots: refresh after changes.

Crew & inventory also provides worked-time and external payment records. Actual work cannot be recorded before the shift starts. Saving worked minutes locks those minutes; recording a later external payment must use exactly the saved time. Stale forms cannot replace the time record while marking it paid. Each save has a durable request receipt and audit event. A worked or paid assignment cannot be revised, reassigned or canceled. An audited worked-time correction workflow is not currently provided, so review minutes before saving.

These records do not transfer wages, run payroll or file taxes. They record the time and payment status you enter. Assignment history preserves saved revisions; the scheduling screen shows the latest 30 for each assignment. The workflow has been exercised with generated local fixtures and isolated database tests. No messaging provider or production payroll service is needed for the copy-link workflow.