From a held date to a crewed project
A job usually starts before it is confirmed, so Flightcase starts there too. Holds become quotes, quotes become projects, and the crew, schedule, files and gear all hang off the same record.
Screenshots are from a demo workspace. Where a step has more than one, select Play walkthrough to watch them in order, or Next frame to go at your own pace.
About twenty minutes end to end
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1. Hold the date while it is still soft
A hold keeps a possible job visible to your team without pretending it is booked. It takes a client, a project name, an expiry and one or more possible date ranges, and it shows on the production calendar beside confirmed work. That distinction is the whole point: everyone can see what might land without anyone treating it as confirmed.
A new calendar hold: client, project, expiry, notes and one or more possible date ranges. 1 / 3 -
2. Build the quote straight from the hold
The dates carry across rather than being typed a second time, which is one fewer place for them to disagree with each other. Once the quote is approved the hold is released and the project takes its place on the calendar.
The month view of the same calendar: holds and confirmed projects on one grid. -
3. Confirm it into a project
Once it is real it becomes a project: crew, schedule, files and gear in one place instead of four. The quote it came from stays attached, so the commercial side and the operational side do not drift. Edit Project is where the status, venue and assigned users live; the overview is what everyone else opens.
A project overview: status, owner, venue, next call, revenue, crew and files at a glance. 1 / 3 -
4. Ask the crew, then book from the replies
Ask everyone for availability in one go rather than texting people one at a time: a date range, an optional day or night preference, a note, and the crew to ask. Replies come back on the crew calendar and on the project's Crew Booking page, where you build the provisional plan and book from it. Saying yes to an ask is not the same as being booked, and people are confirmed only when you book them.
Request General Availability: a date range, optional day or night preference, a note, and the crew to ask. 1 / 3 -
5. Share files and updates from the project, not from your inbox
Files attached to a project carry an audience: client, crew, both, or internal only. Project comms keep crew chat, internal notes and updates in separate lanes on the same record, with SMS and WhatsApp broadcast when the crew need to see something now. Run of Show is the top-level readout of next call, milestones and who is attached.
Project files with their audience: client, crew, both, or internal only. 1 / 3
Worth knowing
- Booked crew get their own view: their calls and call times, and the files you have shared for that project. They do not see quotes, rates or client detail.
- The Project Digest button on the dashboard shows the next 7, 14 or 30 days of projects with what each one still needs. The same digest can be emailed every Monday from Settings › Workspace.
- Attach the schedule to the project rather than emailing it around. When it moves, the version they are looking at moves with it.
No workspace yet?
The free plan covers the whole path this guide describes, with no card. Open one and follow along with a job you are actually working on.