Your crew allowance and account usage

Your plan is a flat monthly price with an allowance of active crew built into it. Most accounts never think about it, because reusing the same trusted suppliers all season costs nothing extra and a quiet month costs nothing at all. This article explains what actually counts, so a big event is never a surprise on the bill, and shows you where to see your own numbers.

It covers the allowance, what makes a crew member active, how extra crew are charged, the Account Usage card, and how team seats differ from crew.

What is included

Both plans, Professional and Hospitality, include 25 active crew members. The allowance is the same on each: Hospitality adds the catering and back-of-house tools, not more crew.

Above 25, extra active crew are charged at 5 cents per person per day, which works out at roughly $1.50 a month each, and only for the days they are actually active. That shape is deliberate. A one-off spike for a marquee wedding or a busy gala week should cost a few dollars, not force you onto a bigger plan you do not need for the other eleven months.

What makes someone active

Crew is anyone you give access to: staff, contractors, suppliers, second shooters, or people you are onboarding. In 1pm they all live in the same place, so the counting rule is the same for all of them.

Someone is active while they hold a live share link on either:

• an event dated today or later that is confirmed or tentative, or
• an onboarding portal that is still open.

Three things follow from that, and they are the parts worth knowing.

They count once. A crew member on eleven events this month is one active crew member, not eleven. Your regular AV supplier costs the same whether you use them twice a year or every weekend.

Past events do not count. Once an event has happened, the people on it drop out of the count on their own. You do not have to tidy anything up.

Revoking a link ends it. If someone is finished early, or was added and never needed, revoking their share link makes them inactive from that point.

Contacts in your address book are not crew. Someone only starts counting when they have a live link on live work.

Seeing your own numbers

Open Billing from the account menu and scroll to the Account Usage card at the bottom. It shows two figures:

• Active events & portals. Confirmed or tentative events dated today or later, plus any open portals.
• Active crew. People with a live share link on one of those, counted once each. Where the same people are spread across several records, it also tells you the total across all their events and portals, so you can see the difference between fifteen people and fifteen people on forty events.

These are live counts of the account as it stands right now, not a bill. They go up when you add crew to an upcoming event and come down as events pass, portals close, or links are revoked.

Team seats are a different thing

It is easy to conflate the two, so worth being clear.

• Crew are the people you share links with. They do not log in, they do not have a password, and they see only their own filtered view. They come out of your 25.
• Team members are colleagues who sign in to your account and work in it: building events, editing the run of show, managing contacts and answering requests. They are a seat on your subscription at a flat $4 a month each, and they have nothing to do with the crew allowance.

A team member shares your plan, so on a Hospitality account they get the catering tools too. Seats can be added or removed at any time and the change is prorated.

Keeping the number where you want it

If you would rather stay inside the 25, the levers are all in your hands:

• Revoke links for crew who have finished, rather than leaving them live indefinitely.
• Close portals once an onboarding round is done. A closed portal stops counting, and the documents people submitted stay exactly where they are.
• Keep tentative events honest. A tentative event dated in the future counts as active, so an enquiry that quietly died is worth marking as such.

None of this is urgent housekeeping. It is simply where the number comes from if you want to move it.

Related articles

• How subscribing works covers the plans, the trial and your first charge.
• Managing your subscription covers changing plan, updating your card and cancelling.
• Working with a team covers inviting colleagues and what they can do.
• Your monthly email allowance covers the other limit on the account.
• Resending a crew link covers issuing and revoking the links that decide the count.