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Daysheets Help Center

Make sure to check out these guides before setting up your personnel!


Create Groups (Artist Party, Band Party, Crew Party, etc.)

Request travel profiles (passports, frequent flyer numbers, etc)

Personnel Overview

Daysheets allows you to add as many groups to your tour as needed.  Groups are typically used when travel parties exceed 11 people to help keep logistics organized, and deliver personalized itineraries to different groups.  When first setting up your personnel, select whether or not you want to use groups.  If you don’t want to use groups, you can skip to 

To get started, select “Create Groups”.  Give the group a name such as Crew Party, and  give the group an initial, like “C”.  This is the keyboard shortcut associated with the group.  You can then select what color you want to assign to this group.

 can be set to “none” if you want to hide the tour from this group, “Read Only” if they aren’t entering information, and “Edit” if they need access to add and adjust details.  Anyone added to this group will receive those permissions by default.  Permissions can be adjusted individually for anyone in the group without it affecting the rest of the group.

 lets you control who see’s what. By default, group members can only see events and reservations that pertain to their group. If you want them to see everything, adjust Visibility to grant the group access to all. You can also create custom visibility settings to allow this group to see their group's events and reservations, as well as any other groups or individuals you assign to them.

 allow you to request personnel details from anyone joining the group.  When a team member joins this group, they will receive a notification to share their travel profiles with you, which will automatically store that information to be used for quick reference, or to export a personnel grid.  To learn more about travel profiles click 

Once you’ve setup your group, press Save.  You can add as many groups as you’d like, before moving to populating the groups with personnel.

Creating Groups

When you’re ready to populate your personnel, go to the Personnel View, and the click “Edit Personnel” tab.  From here, click the blue button in the top right corner that says “Add Personnel”.

Daysheets gives you multiple ways to add personnel to your tour.

If you’ve worked with individuals in the past, simply search for their name and select the person.  If you are adding someone new, use the same search field to enter their name and press “Click here to create”.

Proceed with entering basic detail about the individual in the drawer to the right.

 are shared with the rest of your tour.  Enter a role, and an option email and phone number.

 should be defined based on who this person travels with most frequently.  If you aren’t using groups, you can ignore this.

 can be set to “none” if you want to hide the tour from this individual, “Read Only” if they won’t be entering information, and “Edit” if they need access to add and adjust details.  If a group has been assigned, they will receive the group’s permissions by default, but can be  adjusted as necessary.

 is set by default so group members can only see events and reservations that pertain to their group. If you want this person to see everything, you can adjust Visibility to grant them access to all, or create custom visibility settings to allow them to see their group's events and reservations, as well as any other groups or individuals you assign to them. ****

 allow you to request personnel details from anyone on your tour.  When a team member joins, they will receive a notification to share their travel profiles with you, which will automatically store that information to be used for quick reference, or to export a personnel grid.  To learn more about travel profiles click 

Once you’re finished, click “Save” or “Create and add another”.  Repeat this process until you’ve added your team, or you can read about how to 

Adding Personel

Daysheets makes it simple to quickly add personnel in minutes, whether your tour has a few traveling members or hundreds.  To use the importer, go to Personnel, and select the “Edit Personnel” Tab.

Next, click “Add Personnel” on the right hand side, and select “Import from CSV”.

Daysheets will open a new window with instructions on how to use the importer.  Start by downloading a copy of the personnel template.  Next, copy the required fields from your personnel grid into the Daysheets template.  Daysheets currently supports the following import fields:

If you’re using groups, make sure to use either the full name of the group, or the initial provided when you were 

.  when you are finished copying over the columns, please be mindful of the following:

 Ensure you leave the header row exactly as it was when you downloaded the template.
 

 Leave yourself, or anyone already added to your tour’s personnel out of the template.
 

 When you save the populated template, ensure you save the file as a CSV.

Once your file is ready for upload, drag it into the window. Daysheets will process the information, and return a view with all of the parsed information.

If everything looks good, press Save.  If there are any concerns, press cancel and adjust your template before attempting to upload again.  If you have any issues using the import, reach out to 

Importing Personnel

Make sure to check out these guides before adding personnel!
1. Download Daysheets
2. Creating a Tour

Connecting with your personnel is essential functionality.  As Daysheets continues to evolve, so will the capabilities of how to manage and maintain your connected personnel.  Review the guide below to understand how personnel management works.

When you invite someone to join a tour, you are establishing a connection with that person, similar to a friend request on Facebook, or accepting a linkedin request.

Once a team member accepts your connection request, they can view or edit the tour you’ve added them to now, or any tours you add them to in the future.  Since the connection is between you and the person, and not a specific tour, you can add this person to future tours, and maintain a single travel profile that carries over to those tours.

Anyone who has edit access to your tour, can also view and edit any travel profiles for individuals who have access to to that tour.

What happens when i or someone on my team builds a team member’s travel profile?

With Daysheets, you can create a profile for your newly connected team member, allowing you to add passport details, frequent flyer information, dietary restrictions and more.  This information is only viewable by you, and any individuals on the tour who you’ve given edit permission to.

Since a travel profile is for a team member that you are connected with, you own and control that travel profile.  Even if someone on your team has edit permissions and adds passport details for your band and crew members, those passport details are still owned by you.

Let’s review an example to understand how this works:

The PM (Production Manager) creates a tour
 

The PM adds and connects with their Production Coordinator, who has edit permissions
 

The PM adds and connects with their Monitor & FOH Engineers, who have read permissions
 

The PM creates a travel profile for the Monitor Engineer
 

The Production Coordinator creates a travel profile for the FOH Engineer
 

Who owns the travel profile information that was created by the PM and the Coordinator?

In this example, the PM owns the travel profiles for both the Monitor and Front of House Engineers.  Here’s why:

In the event where you need to replace your Coordinator, you would still expect to have all of the travel profile information in Daysheets for both engineers, the incoming Coordinator would pickup where the previous Coordinator left off.

This also gives you exclusive administration over sensitive information.  When you remove the outbound Coordinator from your tour, they can no longer edit, or view the travel profiles associated with your connections.

Finally, if you create a tour in the future with the same FOH or Monitor Engineer, but a different Coordinator, you would realistically want the travel profile for the engineers to carry over to the new tour.

What happens if i allow my Production Coordinator to invite others to my tour?

In the manage personnel view, you can use the toggle switch to allow that individual to create and invite team members to your tour.  Please review the information below, it’s 

 you understand how to respect sensitive information.  This feature should only be used if you understand how this impacts access to privileged details.

When given invite permission, the Production Coordinator will be able to add to new individuals to your tour, and will also be able to add your existing connected personnel, who may not already be on the tour.

When the Production Coordinator creates and invites new personnel to Daysheets, the invitee will be connecting with you, since you created the tour.  This means the new personnel member can be used across any future tours you create, and you own their travel profile.

When the the Production Coordinator wants to add a personnel member that you’ve previously connected with through Daysheets, they simply need to search for their name to add them to the tour.
 

Enabling someone on your team to invite others to your tour, allows them to create contacts that will be invited to connect with you, and will allow the assigned admin to add any of your connected personnel and their travel profiles, from other tours you have in Daysheets.

Understanding Connections and Profiles

To view your personnel, click “Personnel” in the top left corner in the tour menu.  If you’ve already added team members to your tour, they will be displayed in the overview:

Let’s look at Emily Taylor in the overview.  We can see Emily’s position, group, email, phone number, invite status, and we see that there are passport, frequent flyer numbers, emergency contacts, and dietary restrictions stored for this person.

If we need to adjust any of Emily’s information information, click on Emily’s name, and use the drawer on the right hand side to make any edits.

We’ve introduced travel profile requests, which allows you to request travel profile information directly from your team members.  You can learn more about travel profile requests by clicking 

, or scrolling further down in this post.

Viewing Personnel Details

If you need to adjust a team member’s group, permissions, or visibility, click the Edit Personnel tab in the top bar.  From here, click any team member, to adjust their permissions in the drawer on the right.

 are displayed to other team members, you can adjust these details however you see fit.

 can be assigned, based on who this person travels with most frequently.

 can be set to “none” if you want to hide the tour from this team member, “Read Only” if they aren’t entering information, and “Edit” if they need access to add and adjust details.

 lets you control who can see what. By default, group members can only see events and reservations related to their group. If you want them to see everything, adjust Visibility etting to grant them access to all. You can also create custom visibility settings to allow them to see their group's events and reservations, as well as any other groups or individuals you assign to them.

Adjusting Permissions & Visibility

Daysheets makes it quick and easy to invite personnel.  Once connected, team members returning to future tours will automatically connect, with no need to invite again.

To invite your team, go to the personnel page within a tour.  From here click the “Edit Personnel Tab”, which will bring you to the edit overview:

Select one or many team members that you wish to invite. If you’re inviting one person, click “Generate Pin”.  if you are selecting multiple team members, select “Generate Pins” in the header. Daysheets will generate unqiue 8-10 digit invitation codes that are specific to each team member.

Once you see an 8-10 digit pin, press the send icon to e-mail your team member sign up and connection instructions.   Alternatively if you want to send all pins at once, press “E-mail unsent invites” in the header and Daysheets will send all of your invitations at once.

As team members sign up with their pins, the connection status will change from “Pending” to “Connected”.

Inviting Personnel to Daysheets

Exclusively on Daysheets, we’ve re-imagined how you manage your personnel’s travel profiles.  Now your team members can create travel profiles right on Daysheets for mobile, and share their profiles when they join new tours.

Admins can request travel profiles from individuals or groups that are a part of tour.  To get started, simply click on Personnel from the tour menu, and select the Travel Profiles Tab.

Daysheets currently supports requesting travel profiles for the following information:

Travel Profiles (Frequent flyer, seat preference, KTN, TSA, DOB)

To request a profile, select an individual or group by using the search or filter.  If you’ve manually entered information, Daysheets will show the last time that section of the travel profile was modified.  If a team member has a passport entered into Daysheets and it’s expiring soon, Daysheets will flag that.

If we look at Naomi above, we see that there is a travel profile entered, along with a passport that is expiring on May 7th 2024.

If you want to request the dietary restrictions, emergency contacts and a revised passport, simply select Naomi.

Next, toggle on the request, and select the information you’re seeking.  Let’s request an updated passport, dietary restrictions, and an emergency contact.

Requesting Travel Profiles

Exclusively on Daysheets, we’ve re-imagined how you build and share your travel profiles.  Now your store your travel profile right on Daysheets for mobile, and share your profile with administrators when you join new tours.

To get started, fill your your travel profile in the profile section of Daysheets.  Daysheets currently supports storing the following information:

If a tour administrator has requested your travel profile, look for the bell in the top right hand corner of the iOS app.  You should see a red dot on the bell, showing there is a new notification.

Once you click the bell, you should see the name of your administrator requesting your travel profile.  Click on the request.

If your admin has sent a request but you don’t see it in notifications, quit the app and try opening Daysheets again.

Review the profile request, and approve which details you want to share with the tour’s administrator.

If you have any questions, please feel free to reach out to 

Sharing Your Travel Profiles

The security of your details is paramount, and Daysheets takes this responsibility seriously.  Our commitment to protecting your sensitive information consists a series of concrete actions designed to safeguard your data.

 At Daysheets, we employ robust encryption methods to protect your data.  Your information is encoded using industry standard encryption techniques, ensuring that sensitive data such as flight details, hotel bookings, and personal information remain secure from unauthorized access.

 Access to your travel profiles on Daysheets is tightly controlled by your tour.  The only individuals who can view or modify this information are the tour's admin, and those specifically delegated by them. This approach mirrors the traditional method of managing tours via Google Sheets, or competitive softwares, where access is selectively granted.

Continuous Improvement: Staying Ahead in Data Security

: The landscape of data security is ever-evolving. At Daysheets, we are committed to continuously reviewing and improving our security measures, to keep your data secure.

 Your trust is our top priority, so if you have any concerns or questions about how we manage and protect your data, we are is here to help. You can reach us through the following channels:

In an era where the security of your data is more important than ever, Daysheets aims to be the gold standard in our industry, and our commitment to protect your data is a top priority.

Personnel & Travel Profiles