Overview
Crew Scheduling Invites allow you to send a service booking invitation to multiple bookable resources at once.
Instead of contacting freelancers or crew members individually, you can invite up to 25 resources from a service booking and allow them to accept or decline online. Once a response is received, Current RMS automatically updates the service and notifies users of new acceptances.
Before You Begin
Before sending invites, you must have:
Bookable resources linked to a service.
A Service Invite document available.
Online Publishing enabled on the Service Invite document.
A default Service Invite document is provided, but you can create your own custom versions if required.
Create or Edit a Service Invite Document
Service Invites use a dedicated document type that is separate from standard opportunity documents.
To create a custom Service Invite document:
Go to System Setup > Document Layouts.
Create a new document or edit an existing one.
Select Service Invite from the Module list.
Configure the document as required.
Enable Online Publishing.
Save and activate the document.
Only documents assigned to the Service Invite module are available when sending crew invitations.
Send a Crew Scheduling Invite
Open an opportunity.
Go to the Services view.
Locate the service you want to fill.
Open the service actions menu.
Select Invite.
Choose the Service Invite document you'd like to use.
Optionally select a discussion template.
Select the bookable resources to invite.
Click Send Invite.
Invite Limits
You can invite up to 25 bookable resources for a service at one time.
Once 25 resources have been selected, any remaining resource checkboxes become unavailable until a selection is removed.
What Happens When an Invite Is Sent?
When an invite is sent:
A Service Invite document is generated.
Selected bookable resources receive the invitation.
Recipients can review the service details online.
Recipients can choose to accept or decline the booking.
Managing Responses
As invite responses are received, Current RMS automatically records the outcome against the service.
This allows coordinators to quickly identify:
Pending invitations
Accepted invitations
Declined invitations
Filled service bookings
Service View Notifications
To help users identify new responses, Current RMS displays a notification when a service invite has been accepted.
When does the notification appear?
A red notification indicator appears on the Services view when a bookable resource accepts an invitation.
Who sees it?
All users can see the notification.
When is it removed?
The notification is automatically cleared for an individual user once they open the Services view.
Accepted Services Dashboard Tile
Current RMS includes an optional Accepted Services dashboard tile.
This tile provides visibility of newly accepted service invitations without requiring users to search through individual opportunities.
Enabling the Tile
The tile is available through role permissions and can be added in the same way as other dashboard tiles.
Using the Tile
When selected, the tile displays:
The service that has been accepted
The resource that accepted it
Any unread acceptances
Marking Acceptances as Read
Select one or more accepted services using the checkbox.
Click Mark as Read.
The selected entries are removed from the unread list.
The dashboard count updates automatically.
Automatic Acceptance Confirmation
When a bookable resource accepts an invitation, Current RMS automatically sends a confirmation discussion.
This confirmation:
Acknowledges that the acceptance has been received.
Confirms the resource has been allocated to the service.
Includes a link to add the booking to a calendar.
Calendar Integration
The acceptance message includes:
"Do you want to add this to your calendar?"
Selecting this option opens an iCalendar (.ics) link which can be added to supported calendar applications.
Best Practice
When sending service invites:
Use discussion templates to provide consistent communication.
Only invite resources that are suitable for the role.
Review accepted services regularly using dashboard notifications.
Mark processed acceptances as read to keep the dashboard organised.
Use custom Service Invite documents if additional information is required by your crew.
Frequently Asked Questions
How many people can I invite?
You can invite up to 25 bookable resources per service.
Can I create my own invite document?
Yes. You can create custom documents using the Service Invite module.
Why can't I see a document in the Invite screen?
Only documents configured as Service Invite documents are displayed.
How do I know when someone accepts?
A notification appears on the Services view and, if configured, the Accepted Services dashboard tile updates with the new acceptance.
Will crew members receive confirmation after accepting?
Yes. An automatic acceptance discussion is sent, including an option to add the booking to their calendar.