Personal notes for each crew member — Help

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 venues 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 near 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.

Write it as prose rather than as a list. Every line break starts a new paragraph, with a clear gap between each one, so four short lines typed one under the other come out spread down the page instead of as the tight list you had in mind. There's no markup or formatting available either. Sentences work better here than bullets.

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 venues 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."
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, and as above, one item per line gives you spaced-out paragraphs rather than a list. For several short instructions, a single sentence with semicolons or commas reads better on their phone than four stacked lines.

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 box simply stops accepting more characters. Most venues use far less than the cap.

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.

On a Portal, it isn't live. The push above rides the same connection as the timeline, and a Portal has no timeline, so it doesn't hold that connection at all. A note you add to somebody on an onboarding Portal appears the next time they open or reload their link. Fine for "here's what we still need from you", not for anything time-sensitive.

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.