Operator guide
Managing crew and partners
Use this page to build your crew roster, add service partners, invite people to activate their dashboards, and prepare staff records for calendar slot assignment.
Crew roster
Service partners
Invitations
Pay rates
Staff page · /operator/staff
← Dashboard — returns to the operator dashboard.
My Crew | Partners — main page title for internal roster and partner pool management.
Purpose text — explains that crew can be invited to activate their dashboard and assigned to slots from the calendar.
+ Add person — opens the add form for crew members or service partners.
Browse Talent Pool — links to the talent pool page for finding available crew.
Grouped cards — staff are grouped under Charter & Guest Crew, Service Partners, or Other for legacy roles.
Best use: Add people here first, then use the calendar page to assign them to actual availability slots and bookings.
What you see
← Dashboard
My Crew | Partners
Manage your roster. Invite crew to activate their dashboard. Assign them to slots from the calendar.
+ Add personBrowse Talent Pool →
Charter & Guest Crew
James Cook
Captain
james@example.com
$450 / job
View profile →Remove
Sarah Lee
Chef
sarah@example.com
$75 / hr
Resend inviteRemove
Service Partners
Elite Marine
🛠️ Engineer
service@example.com
Send work inviteRemove
Staff page · Role groups
Charter & Guest Crew — roles used for guest-facing charter work such as Captain, First Mate, Deck Hand, Steward/ess, Chef, Waitstaff, Fishing Guide, Water Sports Instructor, and Security.
Service Partners — roles used for operational/service work such as Marine Detailer, Engineer, Electrician, Shipwright, Plumber, Electronics Tech, Rigger, Diver, and Upholsterer.
Service role styling — service partner cards use a grey “🛠️” role pill to separate them from guest-facing crew.
Grouped display — each group only appears if it has at least one member.
Tip: Choose the closest role because the role controls grouping, labels, and whether the invite button says “Send invite” or “Send work invite”.
Role groups
Charter & Guest Crew
CaptainFirst MateDeck HandChefWaitstaffSecurity
Service Partners
Marine DetailerEngineerElectricianShipwrightRiggerDiver
Staff page · Main actions
+ Add person — toggles the add form open.
Cancel — when the form is open, the same button becomes Cancel and hides the form.
Browse Talent Pool — opens the operator talent pool page to find crew.
Actions row — wraps on smaller screens so buttons remain usable.
Action row states
+ Add personBrowse Talent Pool →
CancelBrowse Talent Pool →
Staff page · Add form
Role * — required role selected from grouped dropdown options.
Full name * — required name shown on the staff card and invitations.
Email * — required for invitations and possible account auto-linking.
Phone — optional contact number shown on the staff card.
Notes — internal notes for certifications, availability, company name, or other context.
Add to pool — creates the record and adds the person to the operator’s staff pool.
After adding: The person is added to the visible roster. If they already exist on BookMyWave, the system can link them automatically.
Staff page · Pay, employment, tax fields
Pay rate type — choose Per job, Per hour, or Per day.
Rate (AUD) — optional numeric pay rate stored with the staff record.
Employment type — choose Casual, Contractor, Part time, or Full time.
Super rate (%) — default starts at 11.50, editable per person.
GST registered — checkbox for contractors or companies that are GST registered.
TFN on file — internal checkbox indicating tax file number has been recorded.
Note: These fields help administration, but operators should still follow their accounting/payroll compliance process.
Staff page · Validation and toasts
Name required — full name must not be blank.
Email required — email must not be blank.
Field errors — invalid fields show red border and “Required” below the input.
Success toast — dark toast appears for successful add, invite, auto-link, or remove.
Error toast — red toast appears when the API returns an error.
Toast timeout — toast automatically disappears after a few seconds.
Toast and validation examples
James added. Send them an invite to activate their dashboard.
Failed to add
Staff page · Staff cards
Avatar — uses profile image if available; otherwise first initial.
Status pill — Active, Pending activation, Invite sent, or Not invited.
Name and role — name shown prominently; role shown as a pill. Service roles include 🛠️.
Email and phone — shown when available.
Pay rate — shown as $ amount with / hr, / job, or / day when pay_rate is set.
Notes — internal notes are shown but visually clipped to keep cards compact.
Actions — invite/resend invite, view profile, and remove.
Staff card anatomy
Kel Chan
First Mate
kel@example.com
0412 000 000
$65 / hr
RSA, first aid, available Friday and weekend evenings.
Send inviteView profile →Remove
Staff page · Account status pills
Active — staff_account_id exists and account_active is true.
Pending activation — staff account exists but is not active yet.
Invite sent — no active staff account yet, but invite_sent_at exists.
Not invited — no linked staff account and no invitation sent yet.
Operational meaning: Active staff are ready to use their dashboard; invited staff still need to accept or activate.
Status pill examples
Active Account linked and active
Pending activation Account exists, not active
Invite sent Invitation sent
Not invited No invite yet
Staff page · Invitations, profiles and remove
Send invite — sends an invitation email to crew who are not active.
Send work invite — service partner version of the invitation button.
Resend invite — appears when an invite has already been sent.
Sending... — button text while the invitation request is processing.
View profile — appears when staff_account_id exists and opens the staff profile in a new tab.
Remove — asks confirmation and removes the staff member from the operator pool.
Warning: Removing someone deletes them from your pool. Confirm before removing crew who may still be assigned to work.
Action button states
Send invite
Send work invite
Resend invite
Sending...
View profile →
Remove
Staff page · Empty state
Condition — shown when staff length is zero and the add form is not open.
Instruction — tells the operator to click + Add person to build the roster.
Talent Pool link — provides another path to find available crew.
First step: Add the captain/skipper first, then add crew, waitstaff, chefs, or service partners as needed.
Empty roster message
No crew or partners added yet. Click
+ Add person to build your roster, or browse the
Talent Pool to find available crew.
Staff page · Other / legacy roles
Why it exists — older database records may contain roles not in the current predefined role groups.
Other group — those records are still shown under an “Other” heading instead of disappearing.
Same card layout — legacy roles still show avatar, status, name, role, email, invitation, and remove actions.
Data safety: This prevents older staff records from becoming invisible after role taxonomy changes.
Other group
Other
Legacy Staff
Custom Role
legacy@example.com
Send inviteRemove
Staff page · Responsive layout
Add form — two-column form becomes one column on mobile.
Cards — card grid becomes two columns on medium mobile, then one column on very narrow screens.
Page padding — reduced padding gives more room for cards and form fields.
Action row — Add person and Talent Pool buttons wrap onto multiple lines when needed.
Mobile-style roster
My Crew | Partners
+ Add personBrowse Talent Pool →