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The onboarding packet bundles the asks you send every new cast or crew member into one email with one link. The recipient fills a few short sections on their phone. Each section saves on its own, so they can finish later on the same link. You track the whole thing as one row on the Status Dashboard.

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What a packet can include

Every answer lands exactly where the standalone request would put it: contact fields on their contact card, dietary and emergency info on their profile, availability into the availability sections and Best dates.

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Send a packet

  1. Open the cast member, crew member, or address book contact page.
  2. Click Send onboarding packet in the Status Dashboard section.
  3. Check the sections you want. Medical notes starts unchecked.
  4. If availability is included, set the date window.
  5. Add an optional note. Click Send packet.
The button appears when the person has an email on file and your plan allows distribution. If you only need one thing, use the Ask for one thing menu next to the button instead.

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Send to a selection or everyone

  1. Open the Status Dashboard and pick the Cast or Crew tab.
  2. Check the people you want, or use the checkbox in the table header to select everyone with an email.
  3. Click Send onboarding packets in the bar that appears.
  4. Pick the sections, set the window if availability is included, add a note. Click Send packets.
Each person gets their own email and their own link. You land on a roster page with one row per person showing how many sections they have finished. People who already have an open one-off ask of the same type have it folded into their packet, the same way a single send would.

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The group roster

The roster tracks the whole group: each row shows the person, their section progress, and a status badge. Click a name to open their packet. Remind everyone who hasn’t answered sends one email per unfinished person, listing only what they have left. People who finished are skipped automatically. The group also shows as a single row in Past requests, so the history stays readable.

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If they already have an open request

Sending a packet checks for open one-off asks of the same types.
  • An open contact, emergency, dietary, or medical ask moves into the packet. Its answers and status come along. The old email link still works and opens the packet form.
  • An open availability ask with the same date window moves in the same way. An overlapping but different window is skipped with a warning. A separate window stays its own request.
  • Skipped sections are reported when you send, so nothing disappears silently.
No one ever ends up with two open asks for the same thing.

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What the recipient sees

One email with one link. The page is a single scrolling form, lightest sections first, with a sticky “2 of 4 done” counter. Each section has its own save button. Saved sections collapse with a check. They can leave and come back on the same link any time, and update any answer later.

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Track it

The packet is one row in Past requests on the Status Dashboard, and one entry in the project home widget. The row shows who, how many sections are done, and a status badge:
  • Awaiting until they save the first section.
  • Partial once any section is saved.
  • Responded once every required section is done. Medical notes is optional and never holds this up.
Click the row to open the packet page: each section with its own status, the answers so far, and a Copy packet link button so you can text the link directly.

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Remind them

When required sections are unfinished, the packet page shows Send reminder. One email goes out listing only what is left, with the same link. A half-done packet never triggers one email per section.

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Medical privacy

Medical notes inside a packet work like the standalone medical request. Only the production owner and admins can include the section, see that it exists, or read the answer. Other team members see the packet without it, and the section counts adjust so nothing hints at it. It is always optional for the recipient.

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Limitations

  • Group sends are one audience at a time (all cast or all crew), like availability batches.
  • Sections cover the five asks above. Sizes and shoot-date confirmation stay one-off requests for now.
  • Email only today.