Crewing

Each operator’s shows, on their phone.

Assign crew to displays with their role and pay, ask them by email with one-tap Yes / No, and give each operator a focused portal showing just their own shows.

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Per-display assignments

Assign crew to displays from the back office

From a display record, pick the operators you want, set each person’s role and payment amount, and add any notes, and the assignment is saved against that display.

Then ask. Send an availability request to one person or the whole list. Each operator gets an email with Yes and No buttons that answer straight into the portal, and the display records who was asked, when, and how many times. Nothing goes out automatically on assignment; the send is yours.

Set a headcount target per show and the crew tab reads “confirmed of needed” with a Fully crewed, awaiting reply or short pill. The Crewing report shows the same across every upcoming show, so the gaps show up while there is still time to fill them.

  • Role and payment amount per operator, per display
  • Availability requests by email with one-tap Yes / No, asked-at recorded
  • Pending / confirmed / declined tracked per operator; answers in your notifications
  • Crew headcount target per show + Crewing report across the season
  • Linked to the display record, so there is no second system to keep in sync

Crew portal

Operators see only their own shows

Crew members get a dedicated portal that lists the displays they’ve been assigned to: date, venue, role and pay. Open a show and the whole job is there: schedule, venue with directions, the firing order and BoM, design notes. They confirm or decline in one tap from a phone, and the back office sees the answer immediately. When you mark the assignment paid, they see Paid and the amount.

Crew can also raise H&S issues from the field, check their own training record, and confirm they have read the documents you have marked as mandatory reading (the company risk assessment, a new site rule) with one button, recorded against that version of the document. Row-Level-Security at the database keeps it watertight: an operator only ever sees their own assignments, even if they work for several companies on the platform.

  • Focused list of only the operator’s own assigned displays
  • Show detail: schedule, venue, site plan and photos, firing order, BoM, notes, pay
  • One-tap confirm / decline on mobile; Paid / Unpaid visible
  • Crew-logged H&S issues and self-service training view
  • Mandatory-reading confirmations, per document version
  • Per-tenant data isolation enforced at the database

Crew PPE sign-off

Every crew member confirms their PPE, every show

Define the PPE your crew must have (helmet, ear defenders, steel toecap boots, whatever your risk assessment says), either for all crew or per crew role. On the day, each assigned operator ticks their items off from their phone, item by item.

The display lead sees the whole crew’s PPE state at a glance and can tick items on someone’s behalf, recorded in the lead’s name, so a lead-set tick is always distinguishable from a self-confirmation. The back office sees the same completion state on the display’s crew tab.

  • Per-company PPE catalogue: all-crew items or per-role requirements
  • Item-by-item confirmation per crew member, per show
  • Display lead and office can tick on behalf, attributed by name
  • Completion visible in the back office and the crew portal

Pre-show & post-show checklists

A signed record of how every show went

Build your own pre-show and post-show checklists, per display type, so a pyromusical can carry different checks to a traditional show. Mix question types: Yes/No, dropdowns, multi-select, free text and photo sections, with mandatory flags on the ones that matter.

Answers can trigger warnings: answer “No” to “Do all crew have the right PPE?” and the caution you wrote flashes up and must be explicitly acknowledged, by name, with a timestamp, before the checklist will complete. The display lead fills it in on their phone on site; the office sees the finished record, photos included, on the display forever. Once a show is reviewed the record locks. Optionally, each save can be GPS-stamped so the office can see checks happened at the venue.

  • Your own templates per stage and display type, built in settings
  • Text, dropdown, multi-select, Yes/No and photo questions with mandatory flags
  • Answer-triggered warnings that must be acknowledged, by name, to complete
  • Photos from the phone camera, stored against the show
  • One-tap hand-off into the H&S issue log when something needs chasing
  • Optional GPS stamp per save as evidence the checks happened on site

Training matrix

Every operator’s qualifications in one place

The training matrix shows which qualifications each operator holds and when they expire. Group qualifications into frameworks (BPA, DSEAR, first-aid, your internal sign-offs) and review competency per operator.

You can see the record before you assign someone to a role. Hard blocking of assignments based on lapsed qualifications is on the roadmap.

  • Per-operator qualification record with date + expiry
  • Group qualifications into matrix frameworks
  • Competency review per operator
  • Visible alongside the rest of the operator’s record

Common questions

How does the crew portal work?
Each operator signs in and sees only the displays they have been assigned to, with the schedule, the venue, the firing order and BoM for the show, design notes and their pay. They confirm or decline in one tap, and once you mark them paid they see Paid against the job. The portal installs to a phone home screen like an app.
What can crew do besides confirm shows?
Crew can raise their own health-and-safety issues from the field, confirm they have read the company documents you have marked as mandatory reading, and see their own training record and matrix, so an operator always knows what's current and what's lapsing, without ringing the office.
How do I find out who is free for a show?
Assign the people you want, then send an availability request, per person or for the whole crew list in one go. Each operator gets an email with Yes and No buttons that answer straight into the portal, and the display records who was asked, when, and how many times, so "not asked yet" never looks like "asked and ignored". Answers land in your in-app notifications. Nothing is emailed automatically when you assign someone; you decide when to ask.
Can I see whether the season is crewed?
Set a crew headcount target on each show and the crew tab reads "confirmed of needed", with a pill for Fully crewed, awaiting reply or short. The Crewing report lays that out across every upcoming show, so you can see the gaps in November before November.
Do operators see other companies' data?
No. Row-Level-Security at the database level guarantees that a crew member assigned to your displays sees only your displays and their own profile, even if they work for multiple companies on the platform.
How does PPE sign-off work?
You define the PPE your crew need: items for all crew, or per crew role (a van driver might not need what a firer does). On each show, every assigned crew member confirms item by item from their phone that they have their kit. The display lead and the back office see exactly who has confirmed what, and can tick items on someone's behalf, recorded in the ticker's name, so a lead-set tick never looks like a self-confirmation.
What are the pre-show and post-show checklists?
You build your own checklists in settings: different ones per display type if a pyromusical needs different checks to a traditional show. Questions can be text, dropdowns, multi-select, Yes/No or photo sections, each optionally mandatory. Any answer can carry a warning: pick "No" to "Do all crew have the right PPE?" and the warning flashes up and must be explicitly acknowledged (recorded by name) before the checklist can be completed. The display lead fills them in from their phone; the office sees the full record (who answered what, when, with photos) on the display for good. Optionally, PyroPortal can also record where each answer was saved, so you can see checks were done on site.
Are availability calendars and automatic call-sheets included?
Not today. You send availability requests deliberately, operators answer from the email or the portal, and you assign people from the back office. An availability calendar with blackout dates, automatic chase-ups for silent crew, and automatic email + SMS call-sheets are on the roadmap.
Are qualifications checked automatically when I assign someone?
Qualifications and competencies are tracked in the training matrix per operator. Hard enforcement at assignment time (blocking lapsed roles) is on the roadmap; today you can see each operator's record before you assign them.