---
url: "https://docs.on-book.app/pro/user/features/personnel.md"
description: "Manage your entire production team with a modern, visual directory."
---

# Personnel Directory Guide

> **Sensitive data.** Personnel records may contain sensitive contact or access data.

> **Manage your entire production team with a modern, visual directory.**

***

![Personnel — On Book Pro](../../assets/screenshots/personnel/personnel-hero.png)

## Overview

The Personnel Directory provides a unified view of all actors, crew members, and production staff in your project. With its card-based interface and powerful filtering options, you can quickly find contact information, view role assignments, and manage your company roster.

***

## Accessing Personnel

1. Navigate to the **Personnel** tab from the sidebar
2. Select the **Contacts** sub-tab
3. The Personnel Directory displays all company members

***

## View Modes

### Grid View (Default)

The Grid View presents personnel as visual cards, ideal for:

* Quick visual recognition with avatars/headshots
* Browsing the company roster
* Finding contact information at a glance

Each card displays:

* **Avatar/Headshot**: Photo if uploaded, or initials as fallback
* **Name**: Personnel's full name
* **Role/Character**: Character assignments for actors, job titles for crew
* **Category Badge**: Color-coded indicator (Cast, Crew, Production)
* **Quick Actions**: Direct email and phone links
* **Status Indicators**: Department head badge, account link status

### List View

Toggle to List View for:

* Dense data entry and editing
* Sorting and reordering via drag-and-drop
* Viewing all details in spreadsheet format

Click the **List** toggle in the top-right to switch views.

***

## Filtering Personnel

Use the category pills to filter the directory:

| Filter | Shows |
|--------|-------|
| **All** | Everyone in the project |
| **Cast** | Actors and performers |
| **Production** | Directors, designers, producers, and production managers |
| **Crew** | Stage crew, run crew, and technical staff |

Each pill shows a count of personnel in that category.

***

## Quick Actions

### Email

Click the **Email** button on any card to open your email client with the person's address pre-filled.

### Phone

Click the **Call** button to initiate a phone call (mobile) or copy the number (desktop).

### View Details

Click anywhere on a card to open the detailed profile modal.

***

## Adding Personnel

1. Click **Add Person** in the floating toolbar
2. Fill in the basic information:
   * **Name** (required)
   * **Email** (optional, enables account linking and future email invites)
   * **Category** (Cast, Crew, or Production)
3. Click **Add Person**

The new personnel record is created immediately. When the person signs in with a matching email, they can claim their profile and add their own details.

***

## Self-Service Profile Completion

On Book Pro supports a **self-service onboarding** workflow:

1. **Stage Manager adds personnel** with name and email
2. **Person signs in** to On Book Pro with that email
3. **System auto-matches** the email and prompts them to claim their profile
4. **Person completes their profile** in **Settings -> Profile**:
   * Phone number
   * Emergency contact
   * Bio and notes
   * Headshot upload

This reduces data entry for Stage Managers while ensuring accurate contact information from each team member.

***

## URL Sharing

Filter and view settings are saved in the URL. Share a link like:

```
https://onbook.app/project/123/personnel?view=grid&filter=crew
```

Recipients will see the same filtered view you're looking at.

***

## Visual Indicators

| Indicator | Meaning |
|-----------|---------|
| **Head** badge | This person is a department head |
| **Link** icon | Person's account is linked to their personnel record |
| **Category colors** | Purple = Cast, Blue = Crew, Green = Production |

***

## Keyboard Navigation

The Personnel Directory is fully keyboard accessible:

* **Tab**: Move focus between cards
* **Enter/Space**: Open the focused card's detail modal
* **Arrow keys**: Navigate within modals and forms

***

## Tips

* **Keep emails up to date**: Email matching enables automatic account linking
* **Use Grid View for browsing**: The visual cards make it easy to recognize faces
* **Use List View for editing**: Better for bulk data entry and reordering
* **Encourage self-service**: Have team members complete their own profiles for accuracy

***

## Add from Roster

If your organization maintains a **Company Roster** (via the Admin Portal), you can quickly add personnel from it:

1. Click **"Add from Roster"** in the Personnel toolbar
2. Browse or search the org-wide roster
3. Select a person — their name, email, phone, and category are pre-filled
4. Click **Add** to create the personnel record

**Roster-linked personnel** automatically stay in sync:

* Contact info changes on the roster propagate to linked personnel records
* If you edit a roster-linked person's profile at the project level, the changes queue for admin review in the Dashboard

***

*For information about personnel linking and account association, see the Admin Portal in the application.*