Fifty people are working the event tomorrow, and security wants names. One click gives you the list, with photos if you want them.
Summary
Once a job or order is filled, open Quick Access (the lightning icon) and choose a staff list under Reports: Staff List (PDF), Staff List (Excel), or on an order Staff List (Photo). Send it to the client, a security desk, or your lead Crew Member on site. It's a list of who is booked at that moment. What goes wrong: sending it too early, before last-minute changes.
How to do it
- Open the order (or one job) once it's filled.
- Click Quick Access, the lightning icon on the right.
- Under Reports, choose Staff List (PDF), Staff List (Excel) or, on an order, Staff List (Photo).
- Save the file and email it to the client, security, or your lead on site.
- If anyone changes before the event, run it again and resend.
That's the client knowing exactly who to expect. Below: which version to send, and keeping it current.
On this page
Which version to send
| Version | Send it when |
|---|---|
| Staff List (PDF) | The client wants a clean list to read or print. |
| Staff List (Excel) | The client or venue wants to sort it, or load it into their own check-in system. |
| Staff List (Photo) | Security, a hospital unit or your lead on site needs to recognize each person. It's on the order. |
Some clients don't want photos shared, and some Crew Members prefer not to be. That's why there's a version with photos and one without. Pick the one that fits the client.
Who it's for
- The client, so they know who is coming and can plan check-in.
- A security desk or venue, which often needs names before the day.
- Your lead Crew Member on site, so they can check everyone in. See Make a Crew Member the Supervisor on an Order.
Keep it current
The list shows who is booked when you run it. It doesn't update itself. If someone cancels or you add a backup, run it again and resend.
Clients who use the client portal can also see who is coming, and who has clocked in, for themselves. See See Who Is Coming and Who Is On Site and Let Clients See Who's On Site.
Why it's done this way
| Without NextCrew | In NextCrew |
|---|---|
| Copying names into a spreadsheet the night before | One click from the order |
| Finding and pasting 50 photos | Staff List (Photo) adds them for you |
| Different formats for different clients | PDF, Excel or with photos, from the same place |
If something isn't right
| What you see | Check this first | Who fixes it |
|---|---|---|
| Someone is missing from the list | Are they confirmed on the job? Run the list again after changes. | You |
| No Staff List (Photo) | It's on the order, not on a single job. Open the order. | You |
| A Crew Member has no photo | They haven't added a profile photo yet. | The Crew Member |
Questions people ask
Can I send the list without photos?
Yes. Use Staff List (PDF) or Staff List (Excel).
Does the list update when someone cancels?
No. Run it again and resend it.
Can the client see this themselves?
Clients on the client portal can see who's coming and who's on site.
Other ways people ask this
- How do I send a roster to the client?
- How do I print a list of who is working the event?
- Staff list with photos
- Security list for an event
- Who is working tomorrow?
- Export the list of confirmed Crew
Related guides
- Change the Rate or Dates for One Crew Member on a Job — quick changes to one booking
- Send a Client a Crew Member's Profile as One PDF — one person's full profile
- Let Clients See Who's On Site — live check-in for clients
- Fill and Schedule Jobs: Start Here — the whole area
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