Crew statuses

There's a difference between what a crew member has done and what you've decided about them, and 1pm keeps the two apart. Requests track what they sent you: the insurance certificate, the RSA number, the signed waiver. A crew status tracks the call you made after looking at it. Inducted. Verified. Cleared for site. On hold.

That distinction matters most on the events where compliance is real. A supplier can have uploaded every document you asked for and still not be someone you've signed off to walk into the building, and until you have somewhere to record that, the only place it lives is your head.

This article covers building your list of statuses, setting one on a crew member, the email that goes with it, and where to see the whole roster at once.

Statuses are yours, and they're per event

Two things shape how this works.

Nothing sets a status automatically. No amount of uploading, answering or approving moves anyone along. A status changes when you change it, which is the whole point: it's your assessment on the record, not a side effect of somebody else's action.

A status belongs to a crew member on one event, not to the contact. The same AV supplier can be Cleared on the gala in March and sitting at Inducted on the corporate day in May. That's usually what you want, because sign-off is a per-booking judgment. It also means a status you set doesn't follow them to next year's event, which occasionally surprises people.

Building your list

Open Contacts, then Crew statuses in the sidebar, or go straight to 1pm.app/Contacts/CrewStatuses. The page and the sidebar row both take your own crew wording, so an account that renamed crew to suppliers reads "Supplier statuses" throughout. See renaming crew on an event for where that wording comes from.

It's one list, shared by every event on the account. Adding a status takes two fields:

• Status name. Up to 100 characters, though short is much better: it renders as a badge beside the crew member's name, and a long one wraps awkwardly. "Inducted", "Docs verified", "Cleared for site".
• Status update email body. Up to 3,000 characters, and optional. This is what the crew member reads when you move them to this status, so write only the part that's specific to it: "Your site induction is confirmed. Bring photo ID and hi-vis on the day." Leave it blank and the email still sends, carrying just the status and the event name.

Drag the rows to reorder them. That order is the order of the dropdown when you're setting a status, so it's worth arranging them as the sequence people actually move through rather than however you happened to type them.

Renaming and archiving

You can rename a status or rewrite its email whenever you like. Both take effect from that moment on, and neither rewrites the past: the history 1pm keeps stores the wording as it stood at the time, so a status renamed this week doesn't silently change what a crew member was told last year.

Archive takes a status out of the dropdown without destroying anything. Crew who already hold it keep it, their history stays intact, and the badge still shows. On a crew member sitting on an archived status, the dropdown surfaces it as an extra option marked "(archived)" so you can see where they are and move them off it.

Reach for archive rather than deletion when you retire a step in your process. Deleting would take the record with it, and the record is the reason you were tracking this in the first place.

Setting a crew member's status

Open the event, find the crew member in the crew list, and expand their row. Inside is an accordion headed with their name, "Crew member's Status" or whatever your wording is. It's always there; there's no per-event toggle to turn it on.

Inside are three things: a dropdown of your statuses, a checkbox for whether to email, and a button.

Nothing happens until you press the button. Choosing from the dropdown doesn't save, and it certainly doesn't email. That's deliberate. A status change that fired an email the moment you touched the select would be far too easy to trigger by accident while scanning a list, and the accident sends mail to a third party.

The button tells you which it's about to do. With the checkbox ticked it reads "Save and email the crew member"; unticked, "Save, do not email the crew member". Read the button rather than hunting for the checkbox state.

Once saved, the status appears as a badge in two places: on the status accordion itself, and on the crew member's row in the crew list, next to the RSVP badge. So the roster reads at a glance without opening anything.

The email

When you send one, the crew member gets it and you get a copy, so both sides hold the same record. It's suppressed in the one case where it would be silly, which is you setting a status on your own contact row.

The subject is "Status update for" plus the event name. The body carries a highlighted line naming the event and the new status, then your message underneath, then a note saying a copy went to the organizer.

It does not carry the event date. If the date matters to what you're telling them, put it in the status message yourself.

The private link is worth knowing about. On the event's Options tab there's a setting called "Include their private link". Turn it on and the status email also carries the crew member's own link as an Open button. That means a single status change can double as the invitation: move somebody to Accepted, and the email telling them so is also the one that gets them into the run of show. It reuses their existing link rather than issuing a second one, so nothing you've already sent stops working. See sharing the live link.

Two things stop the email, and both appear as a reason underneath the checkbox rather than failing silently:

• Your account email isn't verified. The checkbox is disabled until it is. See verifying your email address.
• The crew member has no email address on their contact record.

In both cases the status change itself still saves. You simply don't get to tell them about it, and the history records that no email went.

Each send draws on your allowance like any other email, so a status change can be refused on quota while the status still changes. See your monthly email allowance.

History, which is the actual point

Underneath the panel is the last ten changes for that crew member on that event. Each line shows what they moved from, what they moved to, when, and whether an email went out and to which addresses.

That record is written whether or not you emailed, and the labels in it are frozen at the time of the change. Rename a status later, archive it, or delete the crew member's email address, and the history still reads as it did on the day.

For a venue that has ever had to answer "who cleared this contractor, and when", that's the answer, and it's the reason to use statuses rather than a column in a spreadsheet.

Seeing the whole event at once

The Crew report groups an event's crew by status, with a bucket at the end headed "(No status set)". That last group is usually the list you actually want to work through the week before an event.

The report exports to CSV with every contact field alongside the status, so you can hand a compliance list to a venue manager or file it against the booking.

Statuses and RSVPs are different things

They sit next to each other on the crew row and get conflated, so it's worth being explicit.

An RSVP is the crew member's answer: can they work the event or not. They set it, from their own link. See collecting RSVPs from your crew.

A status is your assessment: where you've got them in your process. You set it, and they only find out if you send the email.

An event can use both, and on a large one you probably want to. Accepted and Cleared for site are different facts about the same person.