Crew portal one link for every event
A regular crew member working across a planner's events ends up with a phone full of share-link URLs. One for every event they're on. The link for last Saturday's gala is somewhere in their messages, the link for next Friday's conference is in their email, the link for the wedding next month hasn't landed yet. The crew portal solves this.
Every crew member in your library has one durable URL that always shows their current events. They tap it once, find it organically, save it to their home screen, and from then on it's their home base in 1pm. This article covers what the portal is, how crew discover it, what it looks like, how the planner manages it, and how the portal differs from the per-event share links.
What the crew portal is
A crew portal is a stable, per-crew-member web page at a URL of the form 1pm.app/c/{token}. It lists every event the crew member currently has an active share link for, grouped into Upcoming and Past, with a one-tap link into the run of show for each event.
There is exactly one portal per crew member. The URL doesn't change when you add or remove events from them — the same URL just shows a different list. It's the durable address. The per-event /v/ links you've been using are still there, and crew still go to those for the actual run of show; the portal is the lobby that lists all of them.
A portal exists from the moment a crew record exists. When you create a crew member, 1pm silently issues their portal token in the background. No email, no notification — the crew member discovers it themselves the first time they open any of your event links (described below). This is deliberate: the moment of discovery is the moment it's useful, not earlier.
How crew discover the portal
At the top of every event share link page (the /v/ URL), a small "Your portal" link sits in the header, just above the run of show. A house icon and the words "Your portal", nothing flashy.
One tap takes the crew member to their portal page. From there they see every event they're on, can tap any row to open the run of show, and can bookmark the portal URL or share it to their home screen.
The discovery happens organically — the crew member is already looking at an event, they notice the link, they tap it out of curiosity, and they find their durable home page waiting. The planner doesn't have to explain it or send it. Most crew settle into using the portal as their default entry point within a few events.
What the portal page shows
The portal page is mobile-first, branded with the planner's default branding theme. If you've set a logo and theme on /Branding, that's what crew see at the top. If you haven't, the page renders cleanly without one.
A greeting at the top: "Hi {first name}" if the crew member's first name is on their record, just "Hi" otherwise.
A subtitle naming you, the planner: "Your events with {your display name}." The display name comes from your /Account profile. If you haven't set a display name yet, the subtitle reads "Your events." instead. (Worth setting a display name from /Account so crew see a person rather than a generic label.)
Two sections of events:
Upcoming. Today and future events. Sorted by closest first.
Past. Past events. Sorted by most recent first.
Each row shows the event name, the date (Wed 3 Jun 2026 format), and a colored status badge: green for Confirmed, amber for Tentative, blue for Enquiry, grey for Completed, red for Cancelled. A crew member can scan the list and instantly see which events are locked in versus tentative versus completed.
Tapping anywhere on the row opens that event's live run of show. A small print icon next to the status badge opens the printable BEO/run sheet for that event in a new tab, useful for a chef who wants to print Friday's run sheet from their kitchen office.
If the crew member has no events yet, an empty-state card explains that the page will fill in automatically when you share an event with them. They can still bookmark the URL — the page will populate as soon as events land.
Bookmark and share
The bottom of the portal page has a card titled "Bookmark this page". It shows the portal URL in a copy-friendly input, a Copy link button, and on mobile devices that support it, a Share button that opens the OS's native share sheet.
The native Share sheet is the path most crew take on iPhone or Android. One tap, then Add to Home Screen, and the portal lives as an icon on their phone alongside their other apps. Opening the icon goes straight to their portal, no browser address bar, no chrome. On a phone, this is the closest 1pm gets to feeling like a native app for crew.
On desktop browsers without native share, the Copy link button is the fallback. Crew can paste the URL into their bookmarks bar, into a notes app, or into wherever they keep their day-to-day links.
How the planner manages the portal
Open a crew member in your Crew page (click their row to edit). A Crew portal section sits below the main fields, showing the portal URL with two buttons:
Copy link. Same icon-flip pattern as the per-event share-link copy buttons. Useful if a crew member loses their URL and asks for it back, or if you want to send it to a new crew member proactively rather than waiting for them to discover it.
Rotate. Issues a fresh token and breaks the current URL immediately. The button confirms before firing because rotation is destructive: anyone holding the old URL — including the crew member themselves — needs the new one before they can get back in.
You don't usually need to send the portal URL. The "Your portal" link inside every event share-link page handles discovery on its own. The planner-side surface is there for the cases where you do need it: a crew member who's lost their bookmarks, a leaked URL that needs invalidating, or a deliberate "here's your home base, save it" share for someone who'd otherwise be tracking event links manually.
What the portal does and doesn't include
The portal lists every event the crew member has a non-revoked share link for. Specifically:
It includes real events on every status (Enquiry through Completed). The status badge on each row tells the crew member where each event sits in your pipeline.
It excludes templates. Templates aren't real events with a date, so they don't belong on a crew member's home page. They're filtered out at the database layer.
It excludes any share link you've revoked. If you revoke a crew member's link to a specific event (from that event's Share links panel), the event drops off their portal immediately.
The portal shows events even after the event date has passed. The Past section is there deliberately — a crew member can scroll back to look at last month's run sheet for reference, find the printable BEO they need to re-print, or just check what the gig was called.
Rotating: when and why
Rotate the portal URL when:
The URL has been pasted into a public Slack channel by mistake. Rotation locks it down immediately; you then share the new URL with the legitimate crew member.
A crew member's phone has been lost or stolen and you don't want their portal exposed. Rotate, then send them the new URL when they're back up and running.
A crew member's relationship with you has ended (they no longer work for you) and you want to revoke their access to everything in one move. Rotate, and the old URL goes dead — no need to revoke each event share link individually. (Note: their per-event share links still exist; for a full lockout, also revoke each individual share link from the events themselves.)
Rotation issues a brand-new 48-character token. The old URL goes dead the moment you confirm the rotate. There's no undo: once rotated, the previous URL can't be brought back.
When a portal URL stops working
If a crew member opens their portal URL and sees a "Link not active" message, one of three things has happened:
You rotated their portal token. The current URL stops working immediately on rotate. Send them the new one.
The crew member's record was deleted from your /Crew page. Deleting a crew member removes their portal along with everything else.
The URL was mis-pasted or truncated. Tokens are 48 characters; a missing character at the end breaks the URL.
In all three cases the page renders the same friendly "Ask your event planner for a fresh one" message rather than a generic 404. Same shape as the equivalent message on the per-event /v/ side, so a crew member who's seen one already knows what to expect.
Portal vs per-event share link
Two different links, two different jobs.
The per-event share link (/v/) is the live run of show for one specific event. It's the working surface during the event: timeline, items, contacts, BEO, files. It updates in real time. It's the link a crew member opens on the day and keeps open on their phone while they work.
The crew portal (/c/) is the lobby. It lists all the events the crew member has /v/ links for, with a one-tap into each. It doesn't carry timeline content itself; tapping a row opens the relevant /v/ link.
A crew member working only one event might never need the portal — the /v/ link is enough. A crew member working a dozen events benefits enormously: one bookmark instead of twelve. Most planners' regular suppliers fall into the second category within a few months.
What crew see across multiple planners
A crew member who works for two different 1pm planners has two different portal URLs — one per planner. There is no cross-planner identity in 1pm (no crew login, no shared account), so each planner's portal lists only that planner's events.
This is intentional. Crew don't sign in to 1pm. The portal is identified entirely by the token in the URL, which is owned by a specific planner. Two planners working with the same caterer each maintain their own crew record for that caterer and each issue their own portal URL. The caterer ends up with two bookmarks; both work; neither sees the other.
Privacy
The portal URL is a secret in the URL itself. Anyone with the URL gets in; there is no second factor. Treat it the same way you'd treat the per-event /v/ links: shareable to one person, but a leak is recoverable via Rotate.
On the portal page itself, the only personal data shown is the crew member's first name (in the greeting) and the planner's display name (in the subtitle). Event rows show name, date, and status — no other crew members' details, no client info, no contact rows. The richer detail lives behind the /v/ link for each event, which carries its own access logic.
No caching
The portal link is designed so it never “leaks” anywhere. When someone opens it, the page tells the browser not to save it, not to cache it, and not to pass the link on if they click out to another site. It’s the same protection level we use for the per‑event /v/ link — locked down so the token stays private.
