Festival crew management: roles, access and a shared production schedule
Coordinate freelance technicians and multiple service companies with event invitations, venue responsibilities and a protected production schedule in CronoVent.
One personal account across service companies
Freelance technicians may work with one production service company this week and another at the next festival. Their personal account should stay the same, while access follows their actual assignments. In CronoVent, the service company owns the event. Joining another company as a collaborator does not transfer ownership or automatically expose all its schedules.
Distinguish between an ongoing company collaboration and a specific event assignment before sending an invitation. A general collaboration invitation and an invitation that includes an event role grant different things.
Choose roles around the work people need to do
The customer administrator manages the organisation. A general collaborator sees their own service company’s events in the Events tab and can work on them within the applicable permissions and active licence. Assignment-only access is more appropriate for someone who works on selected events.
An event manager can manage the schedule and event settings, including dates, colours and access passwords, and invite technicians. City and venue managers work within their assigned scope. Technicians view their assignments; a duty such as audio engineer or video describes the job but does not itself grant editing rights. Billing remains restricted to authorised administrative roles.
From an invitation straight to the event
The personal area keeps an overview of received and sent invitations. Once a user accepts an event assignment, the schedule appears in My events with an Open event button. They do not need to search a chat history for the event link.
An authorised manager can directly assign a collaborator who already belongs to the service company. For freelancers working with several companies, assignments remain separate and each retains its own access scope. A general collaboration with another company is not an assignment to every event it owns.
An example: three rooms and a freelance crew
Imagine a festival with three rooms in one venue. The service company owns the event and an event manager coordinates the overall schedule. Responsibilities can be assigned to individual rooms, alongside the duties of the technicians involved. Someone working with another company uses the same account with separate assignments.
Keep public sessions distinct from technical activities, add confirmed rehearsals and soundchecks, and attach documents to venues. An activity on the parent venue can cover all its rooms, while individual room sessions remain identifiable. This is an illustrative scenario, not a customer case study.
Protect a schedule with an event lock
To protect an event from accidental changes, choose Lock event in My events. The global administrator and the owning customer’s administrators can lock or unlock it by entering their own account password. There is no additional shared password to distribute.
A locked event remains available to view, while changes, ownership transfers and deletion are prevented. An event manager does not automatically receive unlocking rights. This can help preserve a completed schedule; use it deliberately during production, because it also stops other collaborators from saving changes.
Before sharing the production schedule
Check that each technician has the right assignment, rooms and dates are up to date, and confirmed operational details are clearly distinguished from items awaiting verification. Check access using the intended role rather than relying only on what an administrator sees.
For imported activities, put the organiser’s programme link in the Official source field. Keep relevant content in notes and known requirements in the technical requirements field. A public programme does not replace a technical rider or production confirmation.
From crew roles to the working schedule
Festival production schedule guide · Technical documents for each venue
Considering CronoVent for your next event? Explore the demo or tell us about your dates, venues and crew.