The Schedule page is your production calendar. It starts out blank, but once you begin scheduling crew you'll see coloured markers on the dates with sessions — each colour matches the one you chose for that location in Setup.
Scheduling in ReelCount is built around sessions: a session has a name (say, Breakfast or Lunch), a start and end time, one or more locations, and a list of scheduled crew. The scanner only accepts passes while a session is live at that location.
Adding Crew from the Calendar
Need to schedule a group across multiple days?
Go to the Schedule page.
Click Add crew.
In the pop-out, you can:
- Choose one or more days in the calendar
- Give the session a name and set its start and end times
- Select one or more locations
- Click Select Crew to pick who's coming — tick individuals, whole departments, or entire units, and search to find people quickly
If a session with the same name already exists on a selected day, your crew are added to that existing session rather than creating a duplicate.
Tips:
- Splitting your team into Core and Dailies units makes multi-day scheduling much easier.
- Depending on your plan there may be a limit on how far in advance you can schedule; the date picker will tell you if so.
Viewing a Single Day
Click a day in the calendar to open its Day Overview.
- Use Add crew to schedule crew just for that day.
- Use the session dropdown to view one session or all sessions, and the search bar to find a crew member.
- Three counters at the top show Scheduled (the headcount frozen when the session goes live), Expected (the live forecast), and Collected (successful scans so far).
- Use the arrows next to the date to hop between days.
Crew are listed per session, grouped and ordered the same way as your Crew page (units, departments, and any reordering you've done).
Working with Crew in a Day
Click a crew member's row in the Day Overview to open their pickup. From here you can:
- See whether they've collected, and who collected on their behalf
- Manually mark them as Collected — or un-mark them (you'll need to confirm which site when marking collected)
- Remove Crew from that session (this doesn't delete their crew profile)
You can also switch to multi-select mode to mark or remove several crew at once.
When someone collects, their row updates so you can see it at a glance.
Session Times and Notifications
Each session's start and end times control when its locations go live on the scanner. You can edit times from the session's edit dialog, or inline from the Dashboard.
You'll get a notification in the bell when:
- A session starts in one hour
- A session starts in ten minutes
- A session is starting now
- A session ends in ten minutes
- A session has ended
- A session's times are changed by an admin
How Scheduling Works with Passes
- Crew can collect once per session — so someone scheduled for both Breakfast and Lunch can collect at each.
- If someone isn't scheduled for a live session at that location, their pass is rejected at the scanner (VIP passes are the exception). That holds at unlocked locations too — being unlocked changes how often someone can collect, not whether they need scheduling.
- Each day's sessions stand alone, so a pass simply works again at the holder's next scheduled session.
And that's Scheduling Crew — simple, visual, and built to keep catering numbers accurate.
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