Briefing notes for individual crew members
There are things every crew member on an event needs to know, and there are things only one specific person needs to know. A briefing on the event page covers the first. Personal notes per crew member cover the second.
This article explains how to write personal notes for a single crew member, what they see, and a handful of ways planners typically use them.
Where to write a note
Open the event in the planner and expand the Crew accordion. Each crew member on the event has a row with their name, contact details, and a few collapsible sections.
Inside their row, expand the section labeled with their name. You'll see a textarea labeled "Crew member only brief". This is where you write notes that only that one crew member sees on their live link.
Type the note and click anywhere outside the textarea. The note saves automatically; you don't need to hit a Save button or refresh. A small confirmation underneath the box reads "Saved automatically when you click out."
Each crew member has their own brief. The note you write for the photographer isn't visible to the DJ, the catering lead, or anyone else. There's nothing shared about it: it's a private channel from you to one person.
What that crew member sees
When the crew member opens their live link, the note appears as a soft sky-blue accordion at the top of their run sheet, above the timeline, labeled "Your notes". It's open by default so they see it the moment they land on the page.
Line breaks are preserved exactly as you typed them, so a paragraph stays a paragraph and a list stays a list. There's no markup or formatting; what you type is what they read.
Other crew members on the same event never see this. Their own "Your notes" panel shows their own brief, or hides entirely if you haven't written one for them.
What planners typically write here
The notes field is small but useful. A few examples of what fits well:
Call time and where to meet. "Be at the loading dock entrance by 2:30pm. Ask for Sam on arrival."
Role specific instructions that sum up the brief e.g. for an event photographer “No socials. Just candid thanks”.
Parking instructions. "Park on Level 3 of the Wilson Street car park. Bring the ticket inside for validation."
Dress code or kit. "Black tie. Bring a backup XLR cable and a 25m extension lead."
Specific contact for their part of the day. "If the projector misbehaves, call Mike on 0412 345 678 — he's our AV contact, not on the run sheet."
Sensitive details you don't want everyone seeing. "The CEO is presenting in slot 3. Their mic check is at 4:15pm with the producer, please don't approach them before then."
Short reminders or thank-yous. "Thanks for stepping in at short notice. There's coffee and pastries in the green room."
Nothing is auto-formatted. If you want a heading, type a short line at the top. If you want a list, write one item per line.
Limits
The brief is up to 3,000 characters. That's roughly half an A4 page of plain text, which is more than enough for any briefing note. The textarea grows vertically as you type, so long briefs don't get squashed into a one-line slit.
If you hit the limit, the form will stop accepting characters and the count will let you know. Most planners use far less than the cap.
If you really need longer notes, consider creating a PDF and uploading that as a separate briefing document just for that crew member.
Editing notes during a live event
You can edit a note at any time, including while the event is running. The crew member's live link updates within a few seconds of you saving the change, the same way timeline updates push through. They don't need to refresh.
A common use during a live event: pushing a "head straight to the next room" instruction to one crew member without disturbing anyone else's run sheet.
Personal notes vs the event briefing
A quick recap so you can pick the right tool:
Event briefing (the PAX, Space, Client, Organizer card). Visible to every crew member on the event. Best for shared context: where the event is, how many guests, who the client is.
Crew member notes. Visible to one specific crew member. Best for personal instructions: their call time, their parking, their kit, their specific role.
Event attachments. Visible to every crew member. Links to documents everyone needs: floor plans, playlists, menus.
Timeline item attachments. Visible to crew assigned to that item. Documents tied to a single moment: a slide deck, a script, prep notes.
In practice you'll usually use several of these layers together. The briefing tells crew where they are; the notes tell each one what they specifically need; the timeline tells them when each thing happens.
Removing a note
Clear the textarea, click out, and the empty value saves. The "Your notes" panel on that crew member's live link will disappear within a few seconds. The note is not archived; once cleared, it's gone.
