Getting started as crew

Five steps take you from the invitation email to a paid invoice. Most steps link to a how-to with the details.

1. Sign in from your invitation

The producer's invitation arrives by email. Tap Sign in to view offer. On the installed app, enter the invited address on the sign-in screen, tap Send magic link and type the code from that email (Invited by a producer). Always sign in with the address the offer was sent to. Use a different one and CrewShift asks you for an access code instead.

The first time, you fill in Set up your crew profile: your Full name if it isn't filled in yet, and at least one specialisation (a department plus a job title), with an optional Daily rate and Active since year. Add skills if you like, accept the terms and tap Complete setup. You land in your Inbox, where the offer is waiting.

2. Complete your profile

Producers find you through your profile. Each specialisation has its own Daily rate (excl. VAT), shown next to your name when a producer searches for crew. Set your Location as well, since producers see how far you are from the set. You can pick it from suggestions.

You can't send an invoice until Business details (business address, plus a KVK number unless your VAT number is foreign) and Financial (VAT number, unless you're on the KOR, and IBAN) are filled in. Your deal memos show your company name, KVK number, VAT number and IBAN. The address on a memo is the city from your Location. Set up your crew profile has the checklist, and Your business details explains each field.

3. Accept and sign

When a producer wants to book you, the offer appears in your Inbox. It shows the rate (per day, per hour, per month or a project buyout), the working days, the work rules and any notes. The producer sets per diem per shoot day in the planning, so it isn't part of the offer.

Tap Accept, Counter with your own terms, or Decline. On a Rate request the producer wants your price first, so you tap Propose rate (Rate requests).

After you accept, the producer sends a deal memo, a short digital contract. Tap Review & sign deal memo, fill in anything missing and type your name to sign. You're confirmed. The full walk-through is in Accept a job and sign.

4. Work the shoot day

Open Today, tap Clock in when you arrive and Clock out at wrap (Clock in and out). On an office day you tap Check in. Log breaks and expenses as you go (Run a shoot day covers the whole day). CrewShift works out your pay from your times, so you never calculate anything yourself.

After you clock out, the day waits under To submit until you check it and tap Submit, which sends it for approval (Submitting a day). If you forgot to clock out, see Forgot to clock out, and a day you never logged goes through Missed days.

5. Get paid

Open Projects, pick the project and go to Hours & pay. Approved days sit under Ready to invoice, already ticked. Untick any you want to keep for a later invoice. Tap Generate invoice, check the draft and tap Submit invoice. Payment is due 30 days after you submit.

The producer approves the invoice, or sends it back with a note if something needs fixing (Corrections and resubmitting). After transferring the money, they mark it as paid. When it reaches your account, tap I received it (Confirming you were paid). Get paid walks through it step by step.

Your projects

My projects lists your Active projects and Past projects. A job you've accepted but haven't signed yet carries the Awaiting signature label: you get full access once the deal memo is signed. The dates on a project card are the dates you're booked for, not the whole production. My calendar at the top shows only your own days: booked days, outlined days for jobs still awaiting signature, and cancelled days, muted. Days you're off or released from stay on it with a striped mark. A day you're off or released from, or one that was cancelled, shows € Cancellation fee when a fee applies. Otherwise it says Paid or Not paid: paid when you logged hours on it anyway, or when your signed deal doesn't depend on the day, such as a buyout, or a monthly fee in a month you still work other days. Days you logged on a personal project show as grey marks. An orange warning marks a date where the hours of two of your bookings overlap, or where two jobs share a date while a call or wrap time is missing, so the hours can't be checked, and the day says which job it clashes with. Switch between Month, Week, Agenda and Slate at the top, and tap a project above the calendar to hide its days. Slate puts all your work side by side for the coming weeks, whichever producer it's for: one row per project, with your own status on each day (solid when booked, outlined while awaiting your signature, striped when you're off or released, muted when cancelled, € when a cancellation fee applies) and an orange outline where two of your jobs clash. A row's name opens the project, or your Inbox while the job awaits your signature, and a row whose next day is further out says when. When Agenda has nothing in its weeks, it offers a jump to your next working day. Tap a day in Week, Agenda or Slate for a card with its details: your call and wrap, the location, and whether it's awaiting your signature, off, released or cancelled, with the fee, Paid or Not paid. Open day opens it in its project and Open project opens the project on that date. A day still awaiting your signature has only Sign in Inbox, as the project opens once you've signed, and a personal day has Hours & pay in place of Open day. The project's Planning tab shows the same days, with your own call and wrap times, as Today does. Inside a project you'll find three tabs. Planning has the schedule, call times and info package, and the others are Crew and Hours & pay.

Busy days

Mark the dates you're not available, for work outside CrewShift or a holiday: tap the crossed-out calendar icon next to My calendar (Add busy days on a wider screen), pick the first and last date (at most 366 days at a time) and add a note if you like. Only you see the note. Busy days show as grey Busy marks in every view, and in Slate as their own row. To change the dates or remove them, tap a busy day in Week, Agenda or Slate, or in Month select the date and tap the busy days below the calendar. Removing asks you to confirm first.

Anyone who searches for crew on one of those dates (producers, and crew with Team forming rights) sees that date marked Busy: never your note or why. When all of their dates are busy days, your name gets the Busy badge, otherwise Partly booked. A booking whose hours overlap theirs shows Booked instead. Busy days aren't in your calendar subscription, as you made them yourself.

Subscribe in your calendar app

Tap the calendar icon to the right of My calendar (Subscribe in calendar app on a wider screen) to see your CrewShift days in Apple Calendar, Google Calendar or Outlook. Tap Create link. Add to Apple Calendar adds it straight away, and Copy link copies it for another app: in Google Calendar on a computer (calendar.google.com) choose Other calendars → From URL, in Outlook Add calendar → Subscribe from web, and paste the link. Google then shows it on your phone too. On an iPhone you can also paste it under Settings → Apps → Calendar → Calendar Accounts → Add Account → Other → Add Subscribed Calendar. Add the link to every app you want it in while CrewShift still shows it. Every day you work shows up as an event such as "ZW · Shooting day 3A · Zoutwater", from your call to your wrap, with the location, your department and role, the producer and a link to the day in CrewShift. A day still awaiting your signature starts with Unsigned ·, is marked tentative and links to your Inbox, where you sign. Days you're off or released from and cancelled days drop out of your calendar app: CrewShift and the email about the change keep the details. Personal projects and busy days aren't in it. A night shoot ends on the next morning, and a day without both a call and a wrap time is an all-day event. Calendar apps check for changes on their own schedule: Apple about every hour, Google and Outlook can take up to a day, so check CrewShift for last-minute changes. The events are in the language set in your Profile.

Anyone with the link sees every day you work or have been offered, for every production, up to a year ahead, so keep it to yourself. CrewShift shows the link only once: to add another app later, use the link you kept. If the link got out, tap Create new link. The old link then stops working in every app, and those calendars keep showing their last events without updating, so remove the old calendar from each app and add the new link. Turn off stops the link altogether. Remove the calendar from your calendar app as well, as most apps keep the last events they fetched.