How CrewDay works

Getting started

CrewDay is built around events. Everything — tasks, teams, assets, and messages — lives inside one event. Start by creating an account, then create your first event from the dashboard.

1. 1Sign up and create your organization.
2. 2From the dashboard, click New Event.
3. 3Give it a name (e.g. "Summer Gala 2026") and an optional date, then click Create & Open.
4. 4You land directly on the coordinator dashboard for that event.

Need to change the name, date, or timezone later? On the dashboard, open the ⋯ menu on any event card and choose Edit details. The timezone defaults to your browser's zone when the event is created, and controls how due times are displayed and entered everywhere in the app — useful to set correctly if you're coordinating an event in a different timezone than your own.

Event lifecycle

Every event moves through three statuses. You control these from the dropdown on each event card on the dashboard.

Templates Pro

If you run the same show format again and again, save it once as a templateand reuse it in a click. A template stores an event's teams, venue locations, and full task list — but is hidden from your main events list and can never go live itself. Templates are a Pro feature.

1. 1Build an event the way you like it — teams, locations, and tasks.
2. 2On the dashboard, open the ⋯ menu on that event card and choose Save as template.
3. 3The template appears in a Templates section below your events.
4. 4When you need a new event, click Use template — you get a fresh draft with the same teams, locations, and tasks (reset to Pending, no due times), ready to schedule.

Need to tweak a template? Click Editon its card to open it like any event and adjust its teams or tasks. It stays a template until you delete it — taking it live isn't allowed; use it to create a real event first.

Volunteer teams

Teams are the link between your coordinator dashboard and your volunteers. Each team gets a unique URL that acts as their task list — no accounts, no app install.

Creating a team

1. 1Open your event on the coordinator dashboard.
2. 2In the Volunteer Links panel, click Manage Teams.
3. 3Click Add Team, enter a display name (e.g. "AV Crew" or "Registration"), and save.
4. 4The team appears in the panel with a Copy link button and a QR code button.

Sharing access

Two options to get the link to your team:

• →Copy link — paste into a group text, email, or chat. Anyone with the URL can open the task list.
• →QR code — display on a screen or print it out. Volunteers scan it with their phone camera.

Assigning people to a team

You can put names on a team yourself, ahead of the day — useful for planning who's where before anyone opens their link. In Manage Teams, type a person's name in the Add a person to this team box under any team and click Add; remove one with the ✕ on their name. These assigned names show under the team in the Volunteer Links panel.

You can also add an optional phone number for each person. Include the country code (e.g. +1 555 123 4567) — common formats like (555) 123-4567are accepted and tidied up automatically. Numbers are stored ready for upcoming SMS features; for now they're just a place to keep each person's contact on file.

Team presence

The dashboard shows each team as Online (green pulse), Xm ago (amber), or no signal. Presence updates every 30 seconds as long as a volunteer has the page open.

Volunteer roster

Expand a team to see its people. Names you assigned appear under Assigned; below them, under Checked in, is everyone who has entered their name on that team's link, independent of whether they've claimed a task yet. Each check-in row shows when they arrived, and a checked out tag once they've left (either by tapping Done for today themselves, or automatically when you mark the event Completed). Click a check-in row to correct its check-in or check-out time by hand.

Tasks

Tasks are the core unit of work. Each task has a title, a priority, a status, an optional due time, and is assigned to one volunteer team.

Creating a task

1. 1On the coordinator dashboard, click Add Task in the Task Board panel.
2. 2Enter the task title (e.g. "Set up main stage monitors").
3. 3Optionally add Instructions — step-by-step detail the volunteer sees on their task card.
4. 4Assign it to a volunteer team and choose a priority: Critical, High, Medium, or Low.
5. 5Optionally set a Due time — when the task should be done by (e.g. "soundcheck by 4:00"). Leave it blank for untimed tasks.
6. 6Click Add Task to save.

Priority levels

Task statuses

Tasks move through three states. Volunteers advance them; coordinators can edit them directly.

• –Pending — Not yet started.
• –In Progress — A volunteer has claimed the task and is working on it.
• –Completed — Done. Shown with a strikethrough and dimmed on the coordinator board.

Due times

A due time is optional. When set, the task shows a clock badge on both the coordinator board and the volunteer's card, color-coded by urgency:

• –Overdue — Past its due time and not yet completed. The row is accented red.
• –Due soon — Due within the next 30 minutes.
• –Scheduled — Due further out — shown as a neutral time badge.

Due times are shown in the event's timezone (set in Edit details), not the viewer's own device — so a coordinator and a volunteer in different timezones always see the same clock time.

Completed tasks are never marked overdue. Switch the task board to the By Time view (see below) to see everything laid out as a single-day timeline.

Flagged tasks

When a volunteer leaves a blocker note on a task, it gets highlighted in amber on the coordinator dashboard and appears under the Flagged filter. Click Ack to clear the note once you have addressed it.

Editing a task

Hover over any task row and click the pencil icon to edit its title, priority, due time, assigned team, or notes. You can also reassign a task to a different team mid-event.

Assets & locations

Assets are gear, equipment, or inventory items you need to track through check-in and placement. Locations are named venue zones (e.g. "Main Stage", "Catering Tent") that assets can be assigned to.

Adding locations

1. 1Click Locations in the Asset Intake header.
2. 2Add zone names for your venue — these are just labels to make asset placement readable.

Logging an asset

1. 1Click Log Asset in the Asset Intake header.
2. 2Enter the item name, quantity, an optional location, and any notes.
3. 3Save. The asset appears in the table with a status of Pending.

Advancing asset status

Click the status badge in the asset table to cycle it forward:

Broadcast messages

A broadcast message is a pinned alert that appears at the top of a volunteer's task list. Send one to all teams, or target a specific team— each team only ever sees the most recent message meant for them (their own team's, or the latest all-teams one, whichever is newer).

1. 1Pick a target in the dropdown next to the Broadcast bar: All teams, or a specific team.
2. 2Type your message and press Enter or click Send.
3. 3Volunteers see it within 15 seconds (their page polls every 15s).
4. 4Every currently active broadcast is listed on the dashboard, labeled by target. Click the ✕ on any one to clear just that message.

Volunteers can tap Got it on a broadcast to confirm they saw it. Under each active broadcast on the dashboard you'll see a running tally — "4/6 teams acknowledged" for an all-teams message (counting distinct teams), or a volunteer count for a message targeted at one team.

Monitoring progress

The coordinator dashboard is designed to give you a full picture at a glance. It auto-refreshes every 10 seconds — you never need to reload the page.

Stats bar

• –Overall Task Progress — Completed tasks vs total tasks, shown as a progress bar and percentage.
• –Assets Logged — How many assets have moved past Pending (Checked In or Placed).
• –Critical Pending — Number of Critical-priority tasks not yet completed. Turns red when non-zero.
• –Overdue — Tasks past their due time and not yet completed. Turns red when non-zero.
• –Flagged — Tasks with active volunteer blocker notes. Turns red when non-zero.

Task board views

Toggle between three groupings using the buttons above the task list:

• –By Priority — groups tasks into Critical, High, Medium, Low sections, each with its own mini progress bar.
• –By Team — groups tasks by which volunteer team they are assigned to.
• –By Time — lays tasks out as a timeline: Overdue, Due Soon, Scheduled, then No Time Set. Timed tasks are sorted by due time, soonest first.

Use the filter pills to show only Pending, In Progress, Completed, or Flagged tasks. The Hide done toggle removes completed tasks from view to keep the board focused on what's left. The search boxfilters the visible tasks by title, description, or the volunteer's name — handy once a board grows past a screenful.

Post-event recap

Once you set an event to Completed, CrewDay generates a recap from everything that happened on the day — no extra setup. Open it from the Recap button on a completed event's card on the dashboard, or the View recap link on the read-only coordinator board.

What's in it

• –Completion rate — Overall and per-team — how many tasks were finished out of the total.
• –Time to complete — Average and median time from when each task was created to when it was marked complete.
• –Blockers raised — Every task that carried a volunteer blocker note, split into resolved (the task was completed) and open.
• –Volunteers — The names of everyone who claimed at least one task.
• –Assets — How many items ended up Placed, Checked In, or still Pending.

Volunteer hours Pro

Pro orgs see an hours breakdown on the recap page — total hours worked, per team, and per volunteer — computed from each volunteer's check-in and check-out time on the roster. Anyone who never checked out (or checked in but hasn't left yet) is left out of the hours totals rather than counted with a guessed end time.

Export

Use Export CSV on the recap page to download a spreadsheet with the summary numbers, the per-team breakdown, and a row for every task (team, status, who claimed it, any blocker note, and its timestamps) — ready to drop into a report or share with your team. Pro orgs also get a volunteer-hours block (per-team and per-volunteer, with check-in/out timestamps) in the same file.

Volunteer experience

Volunteers access CrewDay through a magic-link URL. No account, no app download — just a URL on their phone.

What volunteers see

• →On first visit, a welcome screen shows the organization name, event name, and team name. They enter their first name — this is used to identify who claimed which task, and checks them in on the coordinator's volunteer roster.
• →Their task list is sorted by priority (Critical first). Tasks with a due time show a clock badge — red once overdue, amber when due soon. Completed tasks stay in place, dimmed with a strikethrough. A progress bar at the top tracks how many are done.
• →Any active broadcast message from the coordinator appears pinned at the top in amber, with a Got it button to confirm they saw it.

Claiming and completing tasks

1. 1Tap Start Task on a pending task to mark it In Progress — the volunteer's name is recorded as who claimed it.
2. 2Tap Mark Complete when the task is finished. A completed task can be reopened with Reopen.
3. 3If another volunteer already claimed an in-progress task, others see a Take over button to reassign it to themselves.
4. 4Tap Add note for coordinator on any task to flag a blocker — it surfaces in amber on the coordinator dashboard.

When leaving for the day, volunteers can tap Done for today near the bottom of their task list to check out. It asks for a quick confirmation first, since it's easy to tap by accident in a long task list. It's optional — anyone who forgets is checked out automatically when the coordinator marks the event Completed. Checked out too early, or by mistake? Tap Not done yet? Check back in to undo it — no need to ask the coordinator to fix it.

Custom branding Pro

By default, volunteer pages show the CrewDay mark and a "Powered by CrewDay" footer. Pro orgs can replace the mark with their own logo and drop the footer entirely — upload a logo from Settings, and it appears on every volunteer page across every event automatically.

Works offline

Venues lose signal — loading docks, basements, fields. The volunteer task list keeps working anyway. Once a volunteer has opened it, the page and their latest tasks stay available even with no connection.

• →Completing or reopening a task and leaving a note work offline — they save on the phone, and an amber You're offline banner shows how many changes are waiting.
• →The moment the connection returns, those changes sync automatically and the coordinator dashboard catches up — nothing is lost and nothing needs re-tapping.
• →Starting or taking over a task needs a connection — those claim a task, so they wait until you're back online to avoid two people grabbing the same one. The button shows Reconnect to start until then.
• →Volunteers can Add to Home Screen from their phone browser to open the task list like an app.