Crew Overview

Crew management lets you add team members to your events with specific roles and permissions, enabling collaboration while maintaining control.

What is Event Crew?

Crew members are people who help manage and run your event. They can include:

• Coordinators - Help with event planning
• Staff - Handle day-of operations
• Volunteers - Assist with various tasks
• Speakers - Present at the event
• Check-in personnel - Handle attendance

Crew vs Organization Members

Benefits of Crew Management

For Event Organizers

• Delegate tasks without giving full access
• Control who can do what
• Track who made changes
• Scale event management

For Crew Members

• Clear role and responsibilities
• Access to needed tools
• Organized collaboration
• Event-specific dashboard

Crew Features

Role-Based Access

Assign roles that define what crew can do:

Permission Control

Fine-grained permissions for:

• Viewing participant data
• Managing registrations
• Performing check-ins
• Issuing certificates
• Sending communications

Crew Workflow

Setting Up Crew

1. Define roles needed
2. Send invitations
3. Crew accepts invite
4. Assign permissions
5. Crew accesses event

During the Event

Crew Member Actions:
├── Check in attendees
├── View participant lists
├── Handle inquiries
├── Monitor attendance
└── Report issues

Getting Started

Add Your First Crew Member

1. Go to event dashboard
2. Click Crew in sidebar
3. Click Invite Crew Member
4. Enter email and select role
5. Send invitation

What They Receive

• Email invitation
• Link to accept
• Role description
• Access instructions

Crew Dashboard

What Crew Members See

On event day, crew use the crew view of the GatherHub app on their phone. It shows:

• The events they help run, with live headcounts
• Scan for the gate, sessions, activities and kit
• Guests, Sessions and Live tabs
• A help desk for orders, discount codes and announcements, if their role allows

Crew switch to it with the Attendee | Crew button at the top of the app.

Event-Specific View

When viewing an event:

• Only permitted sections visible
• Actions limited to their permissions
• Clear indication of their role

Common Crew Setups

Small Workshop

Medium Conference

Large Event

Best Practices

Before the Event

• Identify all roles needed
• Invite crew early
• Brief on responsibilities
• Test access and tools

During the Event

• Clear communication channels
• Defined escalation paths
• Regular check-ins
• Support for issues

After the Event

• Thank crew members
• Gather feedback
• Review performance
• Update for next time

Next Steps

• Using the app as crew
• Learn about crew roles
• Invite crew members
• Configure permissions