Assign and Manage Crew for Daily Trips

The Manage Crew page is where you handle daily crew scheduling. It shows every Trip running on a selected date that has crew management turned on, sorted by departure time. From here you can assign crew members to each Trip, choose whether to send them a notification with an accept/decline link, and see at a glance who's confirmed, who's still pending, and who's declined. Two things need to be set up first: crew management must be enabled on the Trip itself, and each crew member must be flagged as crew in their user profile.

Neither of these happens automatically — both need to be configured manually before you can use this feature.

Step 1 — In WaveRez Admin, click Manage Crew in the left sidebar under General. The page opens on today's date.

The page shows one trip card per crew-enabled Trip on the selected date, in departure time order. If the page is empty, either nothing is scheduled for that date or crew management hasn't been enabled on any Trip yet.

Each trip card shows:

Manifest button — jumps directly to the Manifest for that Trip

Step 1 — Click ◄ Prev day or Next day ► in the date navigation bar at the top. The page reloads with crew-enabled Trips for the selected date.

Step 1 — Click the All Crews dropdown at the top of the Trip list.

Step 2 — Select a crew group to filter the view by Crews Pending, Crews Confirmed, or Crews Declined. To go back to seeing all Trips, select All Crews again.

Step 1 — On the trip card you want to staff, click the Manage button. The Manage crew panel opens as a modal overlay, with the Trip name, date, departure time, and equipment shown at the top.

tep 2 — Click the Add member... dropdown at the bottom of the panel. A searchable list of crew-flagged users appears.

Step 3 — Select the crew member. The crew member appears as a new row with a Pending status icon (orange clock).

Step 4 — Decide whether to notify them:

Step 5 — Click Save. WaveRez saves the assignment. If Send message was on, the notification goes out immediately. The status counters on the trip card update.

A Trip can have as many crew members as you need. Add each one using Add member... within the same panel session, then click Save once when you're done. WaveRez saves all assignments at once and sends notifications to any crew members added while Send message was on.

Step 1 — Click Manage on the trip card. The Manage crew panel opens.

Step 2 — Find the crew member's row and click the red trash icon on the right. The crew member is removed from the panel.

Step 3 — Click Save. WaveRez removes the crew member from the Trip and updates the status counters on the card.

Use this when the assignment is already verbally confirmed — salaried staff, regulars, anyone you don't need to formally notify.

Step 1 — Add the crew member using Add member.... The crew member appears with a Pending status icon.

Step 2 — Leave Send message toggled off.

Step 3 — Click the status icon on the crew member's row and select Approved. The icon updates to the confirmed (green) state.

Step 4 — Click Save. WaveRez saves the crew member as confirmed. No notification is sent.

Every change to crew assignments for a Trip is logged — who did it and when.

Step 1 — In the Manage crew panel, click Show log in the upper-right corner. The activity log table expands below the Send message toggle.

The log shows three columns: Log text (what changed, for example "Tammy D added"), User (who made the change), and Date (when it happened).

Step 2 — To hide the log, click Hide log.

Once you assign crew to a Trip, the assignment also shows up on the Manifest page for that day — crew name and status right alongside the Trip. Dock staff can see at a glance who's confirmed without opening Manage Crew separately.

You can also add or remove crew directly from the Manifest. Click the crew status area on the relevant Trip row and the same Manage crew panel opens. Changes save immediately to both the Manifest and the Manage Crew page.

A Trip does not appear on the Manage Crew page even though it is scheduled for that date.

CCrew management hasn't been enabled for that Trip. Go to Resources > Trips, open the Trip, click the General tab, and check the crew management checkbox. The Trip will appear on the Manage Crew page starting with its next scheduled date — enabling crew management doesn't backfill past dates.

A user does not appear in the Add member dropdown.

The user hasn't been flagged as crew in their profile. Open the user's profile in WaveRez Admin and enable the crew checkbox. They'll appear in the Add member dropdown immediately after.

A crew member's status is showing as Declined.

They received a notification and turned it down. Remove them with the trash icon, assign a replacement, and click Save.

The status counters on the trip card are not updating after saving.

Refresh the page. Status counters update on page load — if you saved a change in the panel but the card still shows the old counts, a refresh will fix it.

A crew member was added but did not receive a notification.

Check that Send message was toggled on before you hit Save. If it was off, no notification went out. To send one now, reopen the Manage crew panel, toggle Send message on, and click Save again.