SceneItAllDocs

Crew

Organize departments and positions

The Departments tab is where you structure your production into departments and the positions within them, then assign crew to those positions. Open it from Crew in the sidebar, then select Departments.

Prerequisites

  • A project is selected.
  • Viewing departments works for any project role. Adding, editing, deleting, and assigning need the admin role or higher.
  • Crew members come from your project’s pool — add them on the Crew List tab first.

The view

Departments appear as a flat list with one shared column header, like the other list views. Each row shows the department name, an optional description, its crew count, and shared Notes.

Select a department row or its chevron to show or hide its positions beneath the row. You can keep several departments open at once. Each fold-out shows:

  • The positions in that department, each with the crew assigned to it and its own shared Notes.
  • An Unassigned to position section listing crew who belong to the department but have no position yet.

On an admin’s screen, department rows include assign crew and Edit actions. Each position row has its own Edit and assign crew actions. Select any crew member to open their profile within Departments; closing it returns to your open departments. On a narrow screen, the crew profile fills the list area until you close it.

The page header’s Columns control lets you choose Departments or Positions, then show, hide, and reorder that list’s columns. Drag heading edges to resize them. Department rows and their positions share one horizontal scroll area; on a narrow screen, scroll to reach the remaining columns. Your account and project layouts sync across devices; Reset layout restores the selected list’s defaults. See Customize lists and record Notes.

Add a department

To add a department (admin only):

  1. Select Add Department in the top-right of the tab.
  2. Enter a Name (required) and optional Description and Notes.
  3. Select Create.

The new department appears as a row with a zero crew count.

How positions work

Positions — job titles such as “Gaffer” or “Script Supervisor” — are project-wide. They are not created inside the Departments tab; there is no “Add Position” button here. You create them while adding or editing a crew member:

  • In the Add Crew Member or Edit Crew Member dialog, the Position section lets you select existing positions or select + Add Position to create a new one.
  • A crew member can hold more than one position.

See View and manage the crew list for the crew add and edit flow.

Assign crew to a position

To assign crew, select the assign crew icon (person-plus) on a department row or on a specific position row:

  1. If you opened it from the department row, choose a Position from the dropdown. A position is required to assign through this dialog.
  2. Search and select one or more crew members.
  3. Select Add.

The crew members appear under that position in the department’s fold-out.

If no positions exist yet, the assign dialog shows “No positions yet” — create a position first through the crew add or edit dialog.

The Unassigned to position section

A crew member lands in a department’s Unassigned to position section when they have a department but no position. You set that state by choosing a department (and leaving the position blank) in the Edit Crew Member dialog, or through a spreadsheet import. The assign dialog on this tab always requires a position, so it never produces an unassigned entry.

Unassign a crew member

To remove someone from a position, select the × on their crew tag in the department’s fold-out. They stay in your project’s Crew List — only the position assignment is cleared.

Edit or delete a department

Select Edit on a department row to rename it or change its Description or Notes. The same dialog has a Delete button. Deleting a department removes its positions’ assignments and unassigns its crew, but because positions are project-wide, the positions themselves are not deleted.

To rename or delete a single position, select its Edit action. The Edit Position dialog changes its project-wide name and Notes, or deletes it. Reassign crew before deleting an assigned position.