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The Crew page is your database for everyone who needs a ReelCount pass. Once a crew member is added, they'll have a pass they can use throughout the shoot, as long as they're scheduled for that day's session.

There are two ways to add crew: by uploading a CSV or adding them one by one.

Crew page with Import CSV and Add crew actions
Start from the Crew page — Import CSV for a bulk list, or Add crew for one person.

Importing a CSV ​

This is the fastest way to add a large group of crew.

  1. Go to the Crew page.
  2. Click Import CSV.
  3. Upload your file. Your CSV just needs a header row; the column names themselves don't matter.
  4. Match each ReelCount field (Name, Job title, Email, Unit, Department, and optionally Photo URL) to the right column in your file, then confirm the import.
CSV column mapping screen in ReelCount
Match Name, Job title, Email, Unit, and Department before you confirm.

Tip: Be consistent with spelling of units and departments. Even small differences (e.g. Production vs Production Team) will create duplicates.

For more detail on getting your file ready, see Preparing Your Crew List for Import, or download the CSV template.

Adding Crew Individually ​

To add a single crew member:

  1. Click Add crew on the Crew page.

  2. Fill in their details:

    • First name and last name
    • Job title
    • Email address (used to send their pass)
    • Unit and department
    • Photo (optional)
Add crew form in the ReelCount web app
Create units or departments on the fly if they don’t exist yet.

If a unit or department doesn't exist yet, you can create one right there in the dialog.

Organising Your Database ​

  • Crew are grouped by unit, then by department within each unit.
  • Departments are deleted automatically if the last crew member in them is removed.
  • Units stay in Setup → Unit List even if they're empty, and must be deleted manually.
  • You can reorder crew inside a department by dragging and dropping.
  • Departments can be moved up and down within a unit, so you can bring important departments (like Production or Directors) to the top.

What Happens Next ​

  • Crew members appear instantly in your Crew list.
  • A ReelCount pass is created for them.
  • If Autosend passes when adding crew is switched on in Setup → Pass Settings, their pass goes straight to their email.
  • If Autosend is off, you can send passes manually: open their crew card (the "i" icon) and click Issue Pass (or Re-Send Pass if they have already been emailed one). You can also use Send all passes to unissued crew in Setup → Pass Settings.
  • If your plan has a pass limit and you've reached it, you cannot add more crew until you remove a crew member or VIP pass, or upgrade. Revoking a pass does not free a slot.

And that's adding crew: quick to do, and the foundation for everything else in ReelCount.

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