Managing Crews

Crews are your named response units — a callsign, a vehicle, and the people on board. This guide covers everything from creating your first crew to merging duplicates and picking your active crew in the field.

Overview

Crews can be created and managed from two places in IndieBase: the Home page and any Event detail page in the admin portal. Once set up, crews are available in the mobile app's crew picker so field crews can select themselves before going to jobs.

If you're a team member in the field and just need to select your crew, skip to Using the Crew Picker in the App.

Before You Start

• Creating, editing, deleting, and merging crews in the admin portal requires the admin role on your team.
• Team members you want to assign to a crew must already be members of your team.
• Vehicles must be added to your team's vehicle list before they appear in the vehicle dropdown.
• Merging crews is an admin-only action.

Crew Cards

On both the Home page and an Event detail page, the Crews section shows each crew as a card. Each card displays:

• The crew's callsign
• The vehicle assigned (if any)
• Member badges for everyone on the crew
• The number of jobs this crew has been assigned to
• The shift name (for event-linked crews)
• Edit and Delete buttons

Creating a Crew

You can create crews from the Home page or from any Event detail page — the process is the same in both places.

1. Click the + New Crew button at the top of the Crews section.

2. A modal opens with three fields:

   Field	Required	Notes
   Callsign	Yes	The identifier for this crew, e.g. MED 1 or ALPHA
   Vehicle	No	Select from your team's vehicle list
   Members	Yes (at least one)	Search and select team members

3. Start typing in the Members search box to find and select team members. Selected members appear as tags above the search box.

4. Click Save Crew.

Tip: Keep callsigns short and unambiguous. Single-word or coded callsigns like MED1 or BRAVO are easier to read quickly under pressure than long descriptive names.

Editing a Crew

What happens when you edit a crew depends on whether that crew has been assigned to any jobs.

Editing a crew with no jobs

1. Click the Edit button on the crew card.
2. Update the Callsign, Vehicle, or Members as needed.
3. Click Save.

The changes take effect immediately.

Editing a crew that has jobs

If the crew has been assigned to jobs, a warning banner appears at the top of the edit form:

"This crew is assigned to X jobs."

You then have two choices for how to save your changes:

Update All Jobs

Saves the changes directly to the existing crew. All historical jobs that reference this crew will reflect the updated callsign, vehicle, and members. Use this when you're correcting a mistake or making a minor adjustment that should apply everywhere.

Create New Crew

Creates a brand new crew with your updated details. The original crew is preserved on all historical jobs but hidden from crew pickers going forward. Use this when the composition of a crew has genuinely changed mid-event and you want historical records to stay accurate.

If you're unsure which option to use, Create New Crew is the safer choice — it never overwrites historical records.

Deleting a Crew

Deleting a crew with no jobs

1. Click the Delete button on the crew card.
2. A confirmation prompt appears: "Delete this crew?"
3. Confirm to delete.

Deleting a crew that has jobs

If the crew has jobs attached to it, the confirmation prompt includes a warning:

"This crew is assigned to X jobs. Deleting will remove it from those jobs."

Click Delete Anyway to proceed. The crew is removed from all jobs it was assigned to.

Only delete a crew with jobs if you're certain the records no longer need that crew association. This action cannot be undone.

Merging Two Crews

Merging crews is only available to team admins.

If you have duplicate or overlapping crews — for example, two crews that should have been one — you can merge them. All jobs from both crews are reassigned to the merged crew, and the source crew is deleted.

1. On the Crews section, click Merge on the crew you want to merge into another.

2. A merge panel opens. Select the target crew — the one that will survive the merge.

3. Choose how the merged crew should be configured:

   • Callsign — pick from either crew, or type a new one
   • Vehicle — pick from either crew
   • Members — the merged crew gets the combined members from both crews

4. Click Merge Crews to confirm.

After the merge:

• All jobs previously assigned to the source crew are reassigned to the target crew.
• The source crew is deleted.
• The target crew's callsign, vehicle, and members are updated to your chosen configuration.

Merging cannot be undone. If you're not sure, use the Create New Crew edit option instead to fork the crew without deleting either.

Using the Crew Picker in the App

In the mobile app, tap the CREW button at the top of the Jobs screen to open the crew picker drawer. This is where you select which crew you're part of before going to jobs.

What you'll see in the drawer

The crew picker shows your currently active crew at the top, then lists all available crews grouped into two sections:

• Event crews — crews linked to an active event
• Standalone crews — crews not linked to a specific event

Tap any crew card to select it as your active crew. The drawer closes and your selection is shown in the CREW button.

Auto-detection

The app can automatically detect which crew you should be on, based on the following priority order:

1. Shift assignment — if you're assigned to a crew via a shift roster, that crew is selected automatically.
2. Event membership — if you're a member of an event crew, and no shift assignment applies, the app selects that crew.
3. Cached selection — if neither of the above applies, the app uses the last crew you manually selected.
4. Prompt — if nothing can be determined, the app prompts you to choose.

When auto-detection is active, the selected crew card shows an Auto-detected badge (e.g. "Auto-detected from Day Shift").

If auto-detection has picked the wrong crew, simply tap the correct crew card to override it. Your manual selection will be used from that point on.

Creating a crew inline

If you need to create a new crew without leaving the field:

1. Scroll to the bottom of the crew picker drawer.
2. Tap Create New Crew.
3. Fill in the callsign, vehicle, and members in the inline form.
4. Tap Save.

The new crew is selected immediately and syncs to the server when you're back online.

Creating a crew offline

You can create a crew even when you have no signal. The new crew is saved locally and marked for sync. When your device reconnects, it is automatically uploaded to the server.

Jobs created with an offline crew are still fully recorded. Everything syncs correctly once you're back online — no data is lost.

Tips and Best Practices

• Create crews before operations start. The more complete your crew list is before the event begins, the faster job dispatch will be when it counts.
• Use the fork option (Create New Crew) when a crew's composition changes mid-event. This keeps your historical records accurate without rewriting past jobs.
• Use merge to clean up duplicates after an event. If two similar crews were created by mistake, merging them tidies everything up in one step.
• Auto-detection works best when shifts are set up in advance. If your team uses shift rosters, the app will pick the right crew automatically — saving field crews the extra tap.

Troubleshooting

The "+ New Crew" button is not visible. You don't have the admin role on this team, or you're not an Event Admin for this event. Contact your team administrator to have your role updated.

A team member I want to add is not in the Members list. Only users who are members of your current team appear in the list. If a colleague is missing, they need to be invited to the team before they can be added to a crew.

The vehicle I need is not in the dropdown. Vehicles must be added to your team's vehicle list by an administrator. Ask your team admin to add it under team settings.

I accidentally chose "Update All Jobs" instead of "Create New Crew". Unfortunately this cannot be undone from the interface. If historical job records are now incorrect, contact your team administrator — they may be able to assist via a manual correction.

The crew I just created offline isn't showing on other devices. Offline-created crews sync to the server when your device reconnects. Until that sync completes, the crew is only visible on the device it was created on. Give it a moment after reconnecting, then refresh on the other device.

I don't see my crew in the crew picker even though it was created in the admin portal. The crew picker only shows active crews for your current team. If the crew was recently created, try pulling down to refresh the crew list. If it still doesn't appear, check that the crew hasn't been deleted or that you're signed in to the correct team.

Related Features

• Setting Up Your Crew — the original crew setup guide for manual crew configuration in the app
• Crew PIN Switching — how to switch between crew members on a shared device using PINs
• Creating Crews in an Event — managing crews on the event detail page
• Understanding Shifts — how shifts and rosters feed into crew auto-detection
• Vehicles — managing the vehicle list available to your team