The Setup tab is where you’ll build the backbone of your project. It has four sections:
Admin Users
Passes and Settings
Locations
Units
Admin Users
Here you’ll manage who has access to your subscription.
Click Add User in the top right to invite someone new.
Enter their email address and choose a role:
Owner/Admin – full access, including adding and removing users.
Editor – can manage everything except inviting new users.
Viewer – can see information but can’t change anything.
Once invited, you’ll get a link to send them. After they complete setup, they’ll have access to your project.
To remove a user, just click the bin icon next to their name.
Passes and Settings
This section controls how passes are sent out.
Autosend toggle – switch this on if you want passes emailed as soon as new crew are added.
If it’s off, you’ll need to send passes manually via each crew card.
You’ll also see a list of all passes, showing:
Name and job title
When the pass was created
When it was last shared
👉 Here’s the pass list view:
Sharing passes
Use the Share Pass button to send a pass to another email address. This doesn’t change the crew member’s main email — it simply sends a copy of the pass. Handy if someone else needs to collect on their behalf.
⚠️ Note: Don’t use Share Pass as the first way to issue a crew member their pass. The email wording is different and can cause confusion.
Locations
This is where you create the catering locations that appear on your Dashboard, Schedule, and in the Scanner app.
Click Create Location and fill in:
Location name
Colour (appears on the calendar and Dashboard)
Background image (shown in the iPad Scanner app – PNG, JPG, or JPEG, min. 768 × 1024 px)
👉 Here’s the Create Location pop-out:
Each location has a three dots menu where you can:
Edit or delete the location
Find its location code (needed to connect the Scanner app)
⚠️ Warning: Deleting a location will also permanently delete its reporting.
Units
Finally, the Units tab lets you organise how your crew database is structured.
Add a new unit using the Create Unit button.
Reorder units by dragging and dropping — this affects how they appear in the Crew and Schedule pages.
Departments sit within units and will delete themselves automatically if you remove the last crew member in them.
Units behave differently — even if they’re empty, they’ll stay listed here until you delete them manually.
And that’s the Setup tab — the place to configure who’s using ReelCount, where your sites are, and how your crew database is structured.