Crew absence and matching
Last-minute crew absence: find replacement by equipment experience and availability
Under time pressure, the first free name is not automatically the right replacement. Reconstruct the role, equipment and shift before sending a request.
Reconstruct the missing role first
Open the affected job and verify discipline, role, shift start, shift end, venue and required equipment experience. Do not copy a shortened requirement from chat if the job has since changed.
Decide whether the replacement must also drive or take part in a handover. These conditions change who can realistically cover the work in time.
Compare equipment experience as specific evidence
Compare recorded experience against the exact equipment and minimum level. A strong lighting technician who knows a different console may still need additional handover.
The match value brings decision signals together. It is neither a certificate nor an availability promise and should be read with its individual evidence.
Treat availability as a separate check
Review confirmed bookings, known absences, calendar commitments and pending requests. An unknown state is not a green light. Open the source or explicitly request a response from the person.
Filters simplify the visible plan but must not turn hidden bookings into assumed availability.
Separate request, response and confirmation
Send the role, time, location, rate and relevant transport information. Only an appropriate response creates a reliable basis. During negotiation, the latest agreed offer matters rather than the original request by default.
A phone or dispatcher-assisted confirmation needs the same provenance as a portal response. Record who entered it and what the confirmation was based on.
Update the operational plan after acceptance
Replace the person on the job, review the open role again, and update briefing, document access and any driver or passenger assignment. Notify only the people affected by the change.
Finally, make sure the original request or booking is no longer active. Two active records can look like double staffing.
Handover checklist for urgent replacement
Use this as an order of work under pressure, not a guarantee of local crew supply.
- Current role, shift and venue opened from the job.
- Equipment and minimum level checked.
- Bookings, absences and unknown availability resolved.
- Request sent with complete terms.
- Explicit response or documented confirmation exists.
- Briefing, transport and old booking cleaned up.