Event crew

The crew is the team running your event: volunteers, hosts, stage and logistics helpers. Keep them in Guests → Crew so each one gets a ticket for check-in, you know what to order for their food, and, if you like, the event page can thank them by name.

Crew members don't need a Yuyu account, and they don't use up guest places.

Crew are available on one-off events. The dates of a recurring series don't have a crew.

Adding crew membersLink to this section

They get an email saying "You're on the crew for" your event, with their crew ticket. If you change a crew member's email address later, the ticket is sent to the new address too.

If the person had already registered for the event on their own, their registration becomes their crew ticket. It keeps its ticket link, QR code and any check-in, and their guest place is freed. Nobody on the waitlist moves up automatically, so give the place to someone with Give a spot if you want to. Someone in a team has to leave their team before you can add them to the crew.

Managing the listLink to this section

Each row shows the member's role, email, food preference and whether they've checked in. On each row you can:

• switch Show on event page on or off
• move the member up or down, which sets their order on the event page
• edit their details
• remove them from the crew, which cancels their crew ticket, including any check-in. They aren't emailed.

The crew sign-up linkLink to this section

Instead of adding everyone yourself, share a link so crew can add themselves.

People who sign up fill in the same details and get their crew ticket by email. They start hidden from the event page with a Joined via link chip, so you can check their details before switching on Show on event page.

• Replace link makes a new link; the old one stops working straight away.
• Turn off removes the link. Crew who already signed up keep their tickets.
• The link stops taking sign-ups once the event has ended or is cancelled.

To keep people's details private, the link never says whether an email address is already on the crew or registered for the event. In that case nothing changes, and the confirmation asks them to contact you. Add them yourself from Add crew member.

Food for crewLink to this section

The Food for crew card groups everyone's food preferences with a count for each, ready for catering. It covers crew only; guests' answers to your registration form aren't included. Only organisers see food preferences.

Showing the crew on the event pageLink to this section

The event page has an optional Crew section. It's off on every event until you turn it on, so nobody is shown publicly by accident. When it's on, it lists crew members with Show on event page on, as cards with their name, role, bio, photo and LinkedIn link. Email addresses, food preferences and tickets are never shown.

To turn it on, use the Crew row in the Sections card on Event page → Page & programme and save. If some crew are set to show but the section is off, Guests → Crew also offers Turn on Crew section. See Building your event page.

How crew tickets workLink to this section

• Crew count as going, but never against your place limit. An event with 50 places and 8 crew still takes 50 guests. The Overview tab shows crew next to the number going.
• Crew check in at the desk like anyone else. The desk shows a Crew chip and their food preference. See The check-in desk.
• In Guests → People, crew show as Going with a Crew chip. Edit and remove them in Crew, not there.
• Crew can't cancel their own crew ticket, join a team, or enter a hackathon project.
• Crew are never asked to confirm attendance.

Good to knowLink to this section

• An event can have up to 500 crew members, and each email address can only be on the crew once.
• Cloning an event doesn't copy the crew or the sign-up link. See Cloning, cancelling and deleting.
• What crew members see is in Joining an event's crew.