Your weekend packet
A couple of days before every event you work, you get one message with your own details in it: what time to be there, where the venue is, which hotel, your room confirmation number, who you are sharing with, and your flights. The same thing sits at the top of that event’s page in your portal, under Your weekend.
It replaces the Thursday text a coordinator used to type out twelve times.
For staff
What arrives, and when
It arrives two days before the event starts — Thursday for a Saturday. It comes through whichever methods you have turned on for My assignments & schedule in Settings (in-app, push, email). If you have push on, it lands on your phone like any other notification; tap it and you go straight to the card.
You get one packet per event. If something changes afterwards — your room moves, a flight gets rebooked — your coordinator can send it again, and you will see a second one.
What is in it
Every line is there only when the fact is actually known. Nothing is padded out with “TBD”.
| Line | What it is |
|---|---|
| Call time | When you need to be there — the staff brief, not load-in |
| Venue | The name and address. Tap it to open maps |
| On site | Who to find when you arrive. Tap the number to dial |
| Hotel | The hotel name and address, tappable for maps |
| Confirmation | Your room’s confirmation number, with the room and room type under it |
| Rooming with | Who is in the room with you, or that you have it to yourself |
| Getting there / Heading home | Your flights: airline, number, airports, times. A leg that is not booked yet says so |
| Driving | Your zone, if you are the freight driver on this one |
| Good to know | The venue’s standing note — parking, which door, anything the office keeps on file about the building |
| Questions? | Your coordinator, by name |
Early on, the card reads Your coordinator is still putting this weekend together. That is not a bug — it means the hotel and flights genuinely have not been booked yet. You will get the packet once there is something in it.
Flight times on the card are shown in your phone’s timezone, the same as everywhere else in the portal. The call time is the venue’s local time, because that is the clock you will actually be standing in front of.
Turning it off
Settings → My assignments & schedule controls it, along with everything else about being staffed on events. You can turn any channel off there.
This is the message that tells you what time to show up. Leaving at least one method on is the difference between reading it on the plane and phoning someone from the lobby.
For coordinators
It sends itself
Nothing to schedule. Every day the system looks for events starting in two days and sends each person on the roster their own packet, built from what is on the event: the staff brief time, the venue and hotel, the rooming board, the flights.
Everyone on the event’s roster gets one — not people you swapped off or removed — but only people who have actually signed in: a roster row for somebody who never accepted their invitation has nowhere to go.
Sending one yourself
On an event’s Overview, the Updates section header has a Weekend packets button.
- Press Weekend packets
Two choices open: Send to anyone not sent yet, and Resend to everyone.
- Read the number
Before anything goes out, the confirmation tells you exactly how many people it will reach. Cancel sends nothing.
- Confirm
Each person gets their own packet, through whichever methods they have chosen.
Send to anyone not sent yet is the one to use when flights landed in the system late, or somebody joined the roster after the automatic send. It leaves everyone who already has theirs alone.
Resend to everyone is for when the facts changed — the hotel moved, the call time shifted. Everyone gets a fresh one, including the people who already had it.
The packet is only as good as the event. The three things worth filling in before it goes out are the staff brief time (that is the “call time” line), the venue’s directory note (parking, load-in door), and confirmation numbers on the rooms. Those are the three questions you will otherwise answer twelve times by text.
If a person has no call time, hotel, or flights yet, they are skipped rather than sent an empty message — and they are still eligible next time you press the button.
What staff cannot see
Nothing about money. The packet is built from the same staff-facing data as their event page: rates, day rates, pay status and planning notes are not in it and cannot get into it.