# 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.

## 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.

Page: https://isodesk.io/guides/plan-crew-and-event-tasks. Updated 31/10/2026.