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Availability is a planning signal
A crew member saying they may be free is not the same as accepting a job. Mixing those states creates accidental promises, double bookings, and unclear expectations.
Use availability to answer who might be able to work. Use assignments to answer who the production team selected. Use call confirmation to answer who accepted the specific event details.
Use four distinct states
| State | Meaning | Operational use |
|---|---|---|
| General availability | A date-level preference or signal | Early planning and roster filtering |
| Requested availability | A response to a specific date window | Coverage planning before assignment |
| Assigned | The coordinator placed the person on the show | Staffing and cost planning |
| Confirmed call | The person accepted the event call | Final crew readiness |
Collect only the context needed for the decision
- Date or date range.
- Optional day or night shift preference.
- Role or department being considered.
- A short note when the request needs context.
- A clear statement that the request is not a booking.
Keep the call details with the event
Once a person is assigned, the call time, role, venue, attire, files, schedule, and updates should stay attached to the show. That reduces the need to rebuild the same crew message whenever one detail changes.
Flightcase keeps general availability, event assignments, and call confirmation separate while giving coordinators a shared planning workspace.
Review exceptions before sending updates
Before a final crew update, check unconfirmed calls, coverage gaps, overlapping work, changed times, and resources that are not yet crew-visible. Exception-based review is more useful than resending every detail to everyone.
FAQ
Does availability confirm a booking?
Should crew maintain a calendar?
See how this workflow fits together
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