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Plan the crew and event tasks

Each event has a crew plan and a task list. The plan shows which roles are empty. The tasks count from the event, so they move when the date moves.

Published 31/10/2026

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No card needed. Every feature during the trial.

Plan the crew for an event

  • Open a project and go to the Crew plan tab. Each event shows the roles it needs and who fills them.
  • Press Use this plan to start from your project type and quote, or press Add a role.
  • Tick Key role for the roles you cannot shoot without. An empty key role becomes the project's next step.
  • Press Find someone on an empty role. You see who is free on that date, best first, with the reasons.
  • Press Put on the crew for someone on your team, or Send a booking request. Nothing is sent until you press a button.

Keep your favourites and notes

  • Open Crew to see everyone you work with. Press the star to make someone a favourite, here or in Find photographers.
  • Open a person to add tags, languages, cities, gear and a rate for each role.
  • Owner, admin and manager see rates. Each person sees only their own.
  • The private note and rating stay inside your studio. They are never public and never shown as a review. Keep them factual.
  • Open Season on the Crew page to see the dates ahead, who is booked, and which dates still lack a key role.

See crew cost against the price

  • Owner, admin and manager see the cost beside the crew plan: people on the crew, plus empty roles at their budget, against the quote or agreed price.
  • It says who has no rate, so the figure is never quietly short.
  • Your clients never see this.

Give each event its tasks

  • Open the Tasks tab on a project and choose a template for the event, such as Haldi, Wedding or Single-day shoot.
  • Give each task a person or a role, and a time such as 3 days before the start.
  • Drag a task to change its order or group. By keyboard or on a phone, use the up and down buttons.
  • Change the event date and every due date moves with it.
  • Crew see their own tasks in My bookings, and tick them there.

Make templates your own

  • Open Templates to change any task list, or make a new one. Events that already used it keep their tasks.
  • On any event, you can keep its list as a new template.
  • Open Project path under Templates to turn off steps your studio never does, change their order within a stage, and add your own.

Use AI if you want it

  • Everything above works with AI off.
  • Draft with AI on the Tasks tab writes a list for you to accept, change or drop. Nothing is added until you agree.
  • Explain with AI on the crew card puts the top three people into words, from the same facts. You still choose, and it counts against your daily AI allowance.
  • Phone numbers, emails and private notes are never sent to AI.

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Updated 31/10/2026 · Markdown version