Managing last-minute availability changes can be challenging, especially once a position has already been confirmed.

With the Crew Cancellation Request feature, crew members can request to be removed from a confirmed job directly from the mobile app, helping teams communicate changes faster and more transparently.

How it works

Once a crew member has been confirmed for a job, they can still request cancellation directly from the mobile app — as long as the configured time limit has not been exceeded and the required permission is enabled.

When a cancellation request is submitted:

• A new ToDo is automatically created for the planner
• A new activity is logged in the project (web app)
• The office team is immediately informed and can review the request

This helps planners react quickly while keeping all communication connected to the project workflow.

Company-controlled time limits

The feature includes a company setting that defines how long before job start a cancellation request is allowed.

This gives companies more control over operational flexibility and helps prevent late changes too close to the shift start.

Example:

• Cancellation requests allowed until 24 hours before job start
• After the limit is reached, the request option is no longer available in the app

Permission setting:

In order for crew members to see the “Request to be removed” option in the mobile app, the corresponding company role permission must be enabled.

Under:

Company Role → Mobile Project Vacancies → Request Remove

the setting must be configured as: OWN

This allows crew members to request removal only from their own confirmed jobs.

If the permission is not enabled, the cancellation request option will not be visible in the mobile app.

Better coordination when plans change

The Crew Cancellation Request feature helps reduce manual communication, improves transparency between crew and office, and keeps operational workflows up to date when availability changes unexpectedly.

Managing crew availability, confirmations and assignment changes can quickly become complex during live productions and event planning. Crew members respond at different times, planners adjust schedules, replacements may be needed, and project requirements can change throughout the workflow.

Without a clear overview, teams often end up relying on spreadsheets, phone calls, emails or messaging apps to keep track of crew updates — making coordination slower and more difficult.

SquidWeb helps planners and coordinators keep everything organised with a real-time crew status system directly integrated into each project.

Booking status overview for every crew member

Each crew assignment can display a specific status depending on the current workflow stage, making it easier to instantly understand the situation of every crew member involved in a project.

These booking workflow statuses help planners instantly understand the assignment stage of every crew item inside a project.

Statuses can change automatically through workflow automation, planner actions, client interactions or crew member responses.

S͟t͟a͟n͟d͟a͟r͟d͟ ͟p͟r͟o͟j͟e͟c͟t͟ ͟c͟r͟e͟w͟ ͟i͟t͟e͟m͟ ͟s͟t͟a͟t͟u͟s͟e͟s

• Design — crew item is still in planning and not yet visible to the client
• Requested — a request has been sent to the crew member for confirmation through the mobile app
• SpareToFix — special request status used when a crew member was previously confirmed as spare crew and is later requested for an active assignment
• Confirmed — assignment confirmed directly by the planner
• ConfirmedWeb — assignment confirmed by the crew member through the mobile app
• Has Changed — assignment details changed after the last confirmation
• Has been cancelled — assignment has been cancelled

S͟t͟a͟t͟u͟s͟e͟s͟ ͟g͟e͟n͟e͟r͟a͟t͟e͟d͟ ͟b͟y͟ ͟a͟u͟t͟o͟m͟a͟t͟i͟o͟n

• Suggested — crew member suggested automatically by the automation process

S͟t͟a͟t͟u͟s͟e͟s͟ ͟t͟r͟i͟g͟g͟e͟r͟e͟d͟ ͟b͟y͟ ͟c͟l͟i͟e͟n͟t͟ ͟a͟c͟t͟i͟o͟n͟s

• Client Added — project crew item added directly by the client through the mobile app
• ClientRequest — client requested a specific crew member through the mobile app
• PlannerRequest — planner requested a specific crew member through the mobile app

S͟t͟a͟t͟u͟s͟e͟s͟ ͟t͟r͟i͟g͟g͟e͟r͟e͟d͟ ͟b͟y͟ ͟c͟r͟e͟w͟ ͟m͟e͟m͟b͟e͟r͟ ͟a͟c͟t͟i͟o͟n͟s

• CrewRequest — crew member requested to join a specific project crew item

Because every status is clearly visible inside the project overview, planners can react faster and reduce the need for manual follow-ups.

Color indicators and real-time updates make it easier to quickly identify booking progress and operational activity directly from the planning overview.

Activity status overview for every crew member

Once crew assignments move beyond the booking workflow, SquidWeb also supports operational activity tracking directly inside the planning workflow.

These activity statuses help planners and clients monitor the real-time operational progress of crew members during live productions and event operations.

Operational activity indicators make it easier to instantly identify whether crew members have completed important workflow steps such as:

• Yellow indicator — Pre-call complete

• Green indicator — Check-in completed

• Grey indicator — Check-out completed

Because these activity updates are visible directly inside the planning calendar and project overview, planners can quickly identify pending arrivals, missing check-ins or completed assignments without relying on separate calls or manual follow-ups.

These activity indicators are visible directly inside the planning calendar and mobile workflows, helping planners maintain a live operational overview across active projects.

Faster coordination during live operations

Crew planning is constantly evolving, especially in fast-moving event and production environments. Last-minute changes, cancellations or additional staffing requests can happen at any moment.

With real-time status updates, teams can quickly see when:

• crew members accept or decline jobs
• schedules or assignments change
• additional crew is required
• replacements need to be organised
• confirmations are still pending
• clients request specific crew members
• crew members proactively request assignments

This creates a more transparent and structured workflow for planners and coordinators while helping reduce communication delays across the team.

Connected web and mobile workflows

Statuses are synchronised between the SquidWeb web platform and mobile app, allowing planners, clients and crew members to stay aligned throughout the entire project lifecycle.

Crew members can receive requests and manage assignments directly from the mobile app, while planners maintain a live overview of every update inside the web platform.

Operational activity indicators such as pre-calls, check-ins and check-outs are also synchronised between the web platform, planning calendar and mobile workflows, helping planners and clients maintain real-time visibility across active projects.

A clearer overview for complex crew planning

By centralising crew statuses directly inside the project workflow, SquidWeb helps teams reduce confusion, improve visibility and coordinate staffing more efficiently.

Whether managing small teams or large-scale productions, real-time crew statuses make it easier to keep projects organised from planning to execution.