Hide Crew Visibility

Crew Manager was developed assuming that all crew are visible on the boat schedule crew lists with other crew assigned to events. One boat desired a different approach to set up the boat schedule and assign crew to events where the crew does not have visibility of others assigned to various events. The following attributes were desired

  • Skipper develops a schedule
  • Crew members are contacted individually by the Skipper to determine availability for specific events. Different people crew for the various events on the boat schedule.
  • The Skipper desires to keep the crew lists for each event private, so people do not know who is on the crew for other events
  • Other Crew Manager features are desired such as automated event notification

Crew Manager includes settings to accommodate this approach. There is no change required should an existing or future Skipper want to maintain the “open visibility” approach as it is the default setting. The following summarizes changes to settings screens and screens to enable the “closed visibility” approach.

The Skipper may limit Crew visibility with optional settings.  One setting allows the crew to change availability.  The other requires the skipper to change crew availability. The sections below provide examples on what is displayed if visibility has been limited.

Enable the Hidden Crew Option

  • Crew Manager Modify Settings located in the WordPress Admin panel includes two pairs of checkboxes. The first pair allows the Skipper to hide or show Crew on the CalendarCrew Availability and Crew Assignments lists. The second enables or prevents Crew from setting availability online. If prevented, the Skipper must enter availability for each Crew member.

  • Crew Manager Manage Groups located in the WordPress Admin panel includes a new group called Show Crew. This group allows selected users to be always visible on the CalendarCrew Availability and Crew Assignments lists when the Hide Crew option is selected in Crew Manager Modify Settings. The Skipper may want to check their own Show Crew setting so they are always seen on Crew lists. The areas highlighted in the red lines below are only available when the Hide Crew option is selected.

  • Calendar events with the associated Crew lists are modified by WordPress Admin panel settings to hide or display Crew, and allow or deny Crew the ability to set their availability online. Crew members added to the group Show Crew will always display on the Calendar crew lists. A Skipper or Admin who is logged in will see all Crew members, while others only see those that the Skipper has added to the Show Crew group.
  • Crew Availability displays a logged in Crew member’s availability for all events with a checkmark, X or question mark if Prevent updates is checked in the WordPress Admin panel. If the Skipper checks Allows updates in the WordPress Admin panel, the availability dropdown will be displayed and availability may be changed and submitted.
  • Crew Assignments for all events displays crew marked with Show Crew, and the logged in Crew member’s availability if Prevent updates is checked in the WordPress Admin panel If the Skipper Allows updates in the WordPress Admin panel, the availability dropdown will be displayed and availability may be changed and submitted.

Optional Setting – Hide with Prevent Crew Setting Availability

The Crew Availability and Crew Assignments lists set to Hide with the default setting of Prevent for Allow Hidden Crew to Set Availability disables crew from setting their availability on any screen (e.g. the Availability dropdown selector and Submit button are not displayed). In this mode, the Skipper must obtain availability for each crew member and enter it using the Skipper menu options. Crew will see their own availability that was entered, and the availability of any crew that were added to the Show Crew group. These lists have the sample user “Crew Member” logged in.

Sample Crew List from an Event – Sam Davies & Dennis Conner in Show Crew group, Crew Member has no availability set. Note Total Crew includes people not displayed.

Crew Color Codes: Green crew is confirmed. Yellow crew need to verify with Skipper. Red does not crew for event. White crew position assignment not made yet and tally as Maybe – need to verify with Skipper.
Name Position Assignment Available Crew Comment Input
Sam Davies Squirrel   ?  
Dennis Conner Stay Ashore    
Total Crew 4 = Confirmed (2) + Maybe (2) – Not all crew displayed. Contact the Skipper
Crew must contact the Skipper to set availability

Sample Crew List from an Event – Sam Davies in Show Crew group, Crew Member has availability set to Yes and assigned a position of Crew by the Skipper

Crew Color Codes: Green crew is confirmed. Yellow crew need to verify with Skipper. Red does not crew for event. White crew position assignment not made yet, tally as Maybe and need to verify with Skipper.
Name Position Assignment Available Crew Comment Input
Crew Member Crew    
Sam Davies Not Assigned   ?  
Total Crew 6 = Confirmed (2) + Maybe (4) – Not all crew displayed. Contact the Skipper
Crew must contact the Skipper to set availability

Sample Crew Availability list from menu
Crew Member Logged in: crew      User ID: 3   (Crew Member – 2019, All Categories, All Tags) – Not all crew displayed. Contact the Skipper

Crew must contact the Skipper to set availability
Crew Color Codes: Green crew is confirmed. Yellow crew need to verify with Skipper. Red does not crew for event. White crew position assignment not made yet.
Event Date Time Location Position Assigned Available Crew Comment Input
Sample Event Tue, Feb 26th 11:00 AM Block Island Boat Basin Jib Trimmer ?  
Instrument Training & Practice Sail Tue, Apr 23rd 5:00 PM Navy Marina Slip A49 Pit  
Canceled: Around Aquidneck/Spring Race Tue, May 7th 8:00 AM G3 Gong Fl Green 4sec SSE of Hog Island Light Crew  
Canceled: Cuttyhunk Race Sat, Jul 20th 10:30 AM G“3” Southeast of Rose Island Not Assigned X  
Test adding Crew Thu, Aug 1st 8:00 AM My Desk Crew  
Block Island Race Sat, Aug 3rd 10:30 AM G“3” Southeast of Rose Island Not Assigned    

Sample Crew Assignments list from menu – Sam Davies & Dennis Conner in Show Crew group. Note Total Crew includes people not displayed.
Crew Member Logged in: crew      User ID: 3   (Crew Member – 2019, All Categories, All Tags)

Crew must contact the Skipper to set availability
Crew Color Codes: Green crew is confirmed. Yellow crew need to verify with Skipper. Red does not crew for event. White crew position assignment not made yet.
Event Date Location Uniform Registered Fees Paid Results
Sample Event Tue, Feb 26th 11:00 AM BI Boat Basin White Shirts registered Yes 1 of 7
 
Name Available Crew Comment Input Position Assignment
Dennis Conner   Rail Meat Bring beer
Sam Davies   Headsail Trimmer  
Crew Member ?   Jib Trimmer  
Total Crew 6 = Confirmed (4) + Maybe (2) – Not all crew displayed. Contact the Skipper

Optional Setting – Hide with Allow Crew Setting Availability

The Crew Availability and Crew Assignments lists set to Hide with the setting of Allow for Allow Hidden Crew to Set Availability enables crew setting their availability normally on those screens that allow Availability changes.  The Skipper may also set availability for each crew member using the Skipper menu options. Crew will see and may change their own availability.  Crew will also see the availability of any crew that are in the Show Crew group.
 
Sample Crew List from an Event – Dennis Conner in Show Crew group, Crew Member has availability previously set to Maybe. Note Total Crew includes people not displayed. Note the Available dropdown, Crew Comment Input box and the Submit button.

Sample Crew Availability list from menu. Note the Available dropdowns, Crew Comment Input box and the Submit button.

Sample Crew Assignments list from menu – Sam Davies & Dennis Conner in Show Crew group. Note Total Crew includes people not displayed. The Available dropdown, Crew Comment Input box and the Submit button are displayed.

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