Who this is for: studio operators (admin panel) · Product: Podyx V2
Crew are the people working a session: the producer, the engineer, the camera operator, the runner. They are tracked separately from guests, who are the people appearing in it — because the two groups need different things from you, and counting them together was never quite right.
🔧 Where to find it
Directory → Guests, then the Crew tab. Crew have their own directory alongside guests, and their own section on each session page.
🎭 Crew or guest?
The distinction is simple and worth getting right, because it decides what each person receives and what they take up:
Guests appear in the session. The interviewee, the co-host, the band. They are the reason the session exists.
Crew work the session. They are there to make it happen rather than to be recorded.
Each has its own list, its own limits, its own emails and its own calendar invitations. Somebody added as crew gets what crew get, not what guests get.
🪑 Crew do not take seats
This is the practical difference that matters most.
Crew do not take up recording seats. A session booked for three recording seats can still have an engineer and a producer in the room — the seats are for the people being recorded.
Crew do not take up seats on a Studio Tour. A tour's guest limit is about visitors, not about the people showing them round.
💡 If you have been adding engineers as guests to keep track of them, you have been consuming seats you did not need to. Move them to crew and the seat count goes back to meaning what it says.
➕ Adding crew to a session
Crew can be added from the session page, in their own section, and clients can add crew themselves when they edit their own session — useful when the client is bringing their own producer or camera operator and you do not need to be in the middle of it.
The booking success page shows the crew for every session in the booking, so whoever made the booking can see at a glance who is expected.
ℹ️ Crew have their own limit per session, set separately from the guest limit.
📧 What crew receive
Crew get their own emails and their own calendar invitations, written for someone working the session rather than appearing in it. They are not copied on guest emails and guests are not copied on theirs.
💡 Worth reading your crew templates once, in Sales → Email notifications. What a producer needs to know — load-in time, which door, who to ask for — is rarely what a guest needs to know.
🗑 Removing someone from a session
Taking a crew member or a guest off a session always sends their removal email and takes the session off their calendar. There is no version of this where somebody is quietly removed and still has the booking sitting in their diary.
You are asked to confirm first, so a stray click does not drop someone.
⚠️ Because removal always notifies, think of it as telling somebody they are no longer needed. If you are simply correcting a mistake — you added the wrong person a moment ago — that email still goes out.
🗂 The Crew tab
Crew build into their own directory, in the same way guests do: each person becomes a record you can find again, with the sessions they worked.
💡 Freelancers come back. A crew list is quietly a record of who you have actually worked with, which is worth having the next time a client asks whether you can supply a camera operator.
🧠 Why it matters
Your seat counts mean something again, because the people working a session no longer consume seats meant for the people in it.
The right people get the right email. A producer and an interviewee need different information, and now they receive it.
Clients can bring their own team without going through you to do it.
Nobody is removed silently, so there is no one turning up to a session they were taken off.
✅ Summary
Crew are the people working a session, kept separate from the guests appearing in it, with their own list under the Crew tab, their own per-session limit, their own section on the session page, and their own emails and calendar invitations. Crew take up neither recording seats nor Studio Tour seats, so anyone you have been adding as a guest to keep track of belongs here instead. Clients can add crew when they edit their own session, and the booking success page shows the crew for every session. Removing a crew member or a guest always sends a removal email and clears the session from their calendar, after a confirmation.
Related: Guests · Sessions · Studio Tour · Clients · Automated Emails & Notifications