Staff User Cases: Crew Portal Workflows
Actors: Lisa (EVS Operator, Freelancer), Johan (when acting as crew) User Cases: UC-11, UC-12, UC-13, UC-14, UC-15, UC-16
Overview
This document covers the crew self-service portal workflows on crew.pbs.com:
- UC-11: Staff Registration (Invite-Only)
- UC-12: Account Setup & Login
- UC-13: Update Profile
- UC-14: Receive & Respond to Offers
- UC-15: Negotiate Rate
- UC-16: View Assignments & Documents
The crew portal is designed for mobile-first access, allowing freelancers like Lisa to manage their profile, respond to offers, and view assignments from their phone between takes.
UC-11: Staff Registration (Invite-Only)
Goal: Lisa receives an invitation from Susanne and registers for the crew portal.
Actors: Lisa (New crew member)
Preconditions:
- Susanne has sent an invitation from backend.pbs.com
- Lisa received invitation email
System: crew.pbs.com
UI Journey
Step 1: Lisa Receives Invitation Email
From: NCP via PBS <noreply@pbs.com>
To: lisa@example.com
Subject: Invitation to join NCP crew portal
────────────────────────────────────────────
Hi Lisa,
Susanne from NCP (New Century Production) has invited you to join
their crew portal on PBS.
Complete your registration to:
• Update your profile and availability
• Receive job offers
• View your assignments
• Download contracts and travel documents
[Complete Registration]
This link expires in 14 days.
────────────────────────────────────────────
Step 2: Lisa Clicks "Complete Registration" → Registration Form
┌─────────────────────────────────────────────────────────────┐
│ crew.pbs.com │
│ │
│ Welcome to PBS! │
│ Susanne invited you to join NCP crew portal │
│ │
├─────────────────────────────────────────────────────────────┤
│ │
│ Complete your profile │
│ │
│ ═══ BASIC INFORMATION ═══════════════════════════════════ │
│ │
│ First name * [Lisa__________] │
│ Last name * [Berg__________] │
│ │
│ Email * [lisa@example.com] (pre-filled) │
│ Phone * [+46 70 123 4567] │
│ │
│ ═══ LOCATION & IDENTITY ═════════════════════════════════ │
│ │
│ Home base city * [Stockholm_____] │
│ Address [Storgatan 12, 114 51 Stockholm] │
│ │
│ Personal ID [850615-1234] (personnummer) │
│ Nationality [SE - Sweden ▼] │
│ Passport number [12345678] │
│ │
│ ═══ EMERGENCY CONTACT ═══════════════════════════════════ │
│ │
│ Name * [Anna Berg_____] │
│ Phone * [+46 70 987 6543] │
│ Relation [Spouse ▼] │
│ │
│ ═══ PROFILE PHOTO (REQUIRED) ════════════════════════════ │
│ │
│ Upload a clear photo for crew passes and ID badges │
│ │
│ ┌────────────────┐ │
│ │ │ │
│ │ [ 📷 ] │ │
│ │ │ │
│ │ Drag photo │ │
│ │ or click │ │
│ │ │ │
│ └────────────────┘ │
│ │
│ [Upload Photo] │
│ │
│ ───────────────────────────────────────── ──────────────── │
│ │
│ [Continue to Skills & Preferences] │
│ │
└─────────────────────────────────────────────────────────────┘
Step 3: Click "Continue" → Skills & Preferences
┌──────────────────────────────────────────── ─────────────────┐
│ crew.pbs.com - Complete Profile (2/2) │
├─────────────────────────────────────────────────────────────┤
│ │
│ ═══ YOUR SKILLS ═════════════════════════════════════════ │
│ │
│ Select your functions/roles: * │
│ │
│ Search: [EVS___________] 🔍 │
│ │
│ Selected (2): │
│ ┌──────────────────────────── ──────────────────────────┐ │
│ │ ✓ EVS Operator Seniority: [Senior ▼] [✕] │ │
│ │ ✓ VAR Operator Seniority: [Mid ▼] [✕] │ │
│ └──────────────────────────────────────────────────────┘ │
│ │
│ [+ Add Another Function] │
│ │
│ ═══ PREFERENCES ═════════════════════════════════════════ │
│ │
│ Languages │
│ ┌──────────────────────────────────────────────────────┐ │
│ │ • Swedish (Native) [✕] │ │
│ │ • English (Fluent) [✕] │ │
│ │ • German (Basic) [✕] │ │
│ └──────────────────────────────────────────────────────┘ │
│ [+ Add Language] │
│ │
│ Food Preferences │
│ ┌──────────────────────────────────────────────────────┐ │
│ │ [Vegetarian________________________________________] │ │
│ │ [No shellfish (allergy)____________________________] │ │
│ └──────────────────────────────────────────────────────┘ │
│ │
│ Clothing Sizes │
│ Shirt: [M ▼] Pants: [32 ▼] Shoes: [39 EU ▼] │
│ │
│ ───────────────────────────────────────────────────────── │
│ │
│ [← Back] [Submit Registration] │
│ │
└─────────────────────────────────────────────────────────────┘
Step 4: Click "Submit Registration" → Review Confirmation
┌─────────────────────────────────────────────────────────────┐
│ ✓ Registration submitted! │
│ │
│ Thank you, Lisa! │
│ │
│ Your profile has been submitted for review. │
│ Susanne will review your information and approve your │
│ account shortly. │
│ │
│ You'll receive an email when your account is ready. │
│ │
│ [Close] │
│ │
└─────────────────────────────────────────────────────────────┘
System Actions
- Load invitation from token:
SELECT * FROM staff_invitations
WHERE token = {token_from_url}
AND status = 'pending'
AND (expires_at IS NULL OR expires_at > NOW())
- Mark invitation as opened:
UPDATE staff_invitations
SET status = 'opened',
opened_at = NOW()
WHERE id = {invitation_id}
- Create profile submission:
INSERT INTO profile_submissions (
company_id, staff_invitation_id,
data, -- JSON with all form fields
status, submitted_at
) VALUES (
{company_id}, {invitation_id},
'{
"first_name": "Lisa",
"last_name": "Berg",
"email": "lisa@example.com",
"phone": "+46 70 123 4567",
"home_base_city": "Stockholm",
"address": "Storgatan 12, 114 51 Stockholm",
"personal_id_number": "850615-1234",
"nationality": "SE",
"passport_number": "12345678",
"emergency_contact_name": "Anna Berg",
"emergency_contact_phone": "+46 70 987 6543",
"emergency_contact_relation": "spouse",
"photo_url": "s3://photos/lisa-berg.jpg",
"functions": [
{"id": "uuid-evs", "seniority": "senior"},
{"id": "uuid-var", "seniority": "mid"}
],
"languages": [
{"code": "sv", "proficiency": "native"},
{"code": "en", "proficiency": "fluent"},
{"code": "de", "proficiency": "basic"}
],
"food_preferences": ["Vegetarian", "No shellfish (allergy)"],
"clothing_sizes": {"shirt": "M", "pants": "32", "shoes": "39"}
}',
'pending',
NOW()
)
- Update invitation status:
UPDATE staff_invitations
SET status = 'completed',
completed_at = NOW(),
profile_submission_id = {submission_id}
WHERE id = {invitation_id}
UC-12: Account Setup & Login
Goal: After Susanne approves Lisa's registration, Lisa receives login credentials and accesses the crew portal.
Actors: Lisa (Approved crew member)
Preconditions:
- Lisa's registration was approved by Susanne (UC-09 in admin workflows)
- Profile created, welcome email sent
System: crew.pbs.com
UI Journey
Step 1: Lisa Receives Welcome Email
From: NCP via PBS <noreply@pbs.com>
To: lisa@example.com
Subject: Welcome to NCP crew portal - Your account is ready!
──────────────── ────────────────────────────
Hi Lisa,
Great news! Susanne has approved your registration.
Your crew portal account is now active.
[Set Your Password]
────────────────────────────────────────────
Step 2: Click "Set Your Password" → Password Setup
┌─────────────────────────────────────────────────────────────┐
│ crew.pbs.com - Set Password │
├─────────────────────────────────────────────────────────────┤
│ │
│ Welcome, Lisa! │
│ │
│ Create a password to access your crew portal account │
│ │
│ Email: lisa@example.com │
│ │
│ Password: [••••••••••••••] │
│ Confirm password: [••••••••••••••] │
│ │
│ ☑ Remember me on this device │
│ │
│ [Create Password & Log In] │
│ │
└─────────────────────────────────────────────────────────────┘
Step 3: Login → Dashboard (First Time)
┌─────────────────────────────────────────────────────────────┐
│ crew.pbs.com [Lisa ▼] │
├─────────────────────────────────────────────────────────────┤
│ │
│ Welcome, Lisa! 👋 │
│ │
│ ═══ YOUR ASSIGNMENTS ════════════════════════════════════ │
│ │
│ No upcoming assignments yet. │
│ │
│ ═══ PENDING OFFERS ══════════════════════════════════════ │
│ │
│ No offers at the moment. │
│ │
│ ───────────────────────────────────────────────────────── │
│ │
│ 📱 Mobile App Coming Soon │
│ For now, bookmark this page on your phone for quick access │
│ │
│ ───────────────────────────────────────────────────────── │
│ │
│ [View My Profile] │
│ │
└─────────────────────────────────────────────────────────────┘
System Actions
- When Susanne approves (happens in backend.pbs.com):
-- Create profile
INSERT INTO crew_profiles (
first_name, last_name, email, phone,
home_base_city, address,
personal_id_number, nationality, passport_number,
emergency_contact_name, emergency_contact_phone, emergency_contact_relation,
photo_url,
languages, food_preferences, clothing_sizes
)
SELECT
data->>'first_name', data->>'last_name', data->>'email', data->>'phone',
data->>'home_base_city', data->>'address',
data->>'personal_id_number', data->>'nationality', data->>'passport_number',
data->>'emergency_contact_name', data->>'emergency_contact_phone', data->>'emergency_contact_relation',
data->>'photo_url',
data->'languages', data->'food_preferences', data->'clothing_sizes'
FROM profile_submissions
WHERE id = {submission_id}
-- Create profile functions
INSERT INTO profile_functions (profile_id, function_id, seniority)
SELECT {new_profile_id}, func->>'id', func->>'seniority'
FROM profile_submissions,
jsonb_array_elements(data->'functions') AS func
WHERE id = {submission_id}
-- Create user account (CREW role)
INSERT INTO users (
company_id, email, name, role, profile_id
) VALUES (
{company_id},
'lisa@example.com',
'Lisa Berg',
'CREW',
{new_profile_id}
)
-- Update submission
UPDATE profile_submissions
SET status = 'approved',
approved_profile_id = {new_profile_id},
reviewed_by_user_id = {susanne_user_id},
reviewed_at = NOW()
WHERE id = {submission_id}
-- Send welcome email with password setup link
- When Lisa sets password:
UPDATE users
SET password = {hashed_password},
email_verified_at = NOW()
WHERE email = 'lisa@example.com'
UC-13: Update Profile
Goal: Lisa updates her profile information (skills, preferences, emergency contact, photo).
Actors: Lisa (Crew member)
Preconditions:
- Lisa has active account
- Logged in to crew.pbs.com
System: crew.pbs.com
UI Journey
Step 1: Navigate to Profile
┌─────────────────────────────────────────────────────────────┐
│ crew.pbs.com [Lisa ▼] │
│ │
│ [Dashboard] [Assignments] [Profile] [Documents] │
│ │
├─────────────────────────────────────────────────────────────┤
│ │
│ ═══ MY PROFILE ══════════════════════════════════════════ │
│ │
│ ┌───────────┐ │
│ │ [Photo] │ Lisa Berg │
│ │ │ EVS Operator (Senior) │
│ └───────────┘ Stockholm, Sweden │
│ │
│ ───────────────────────────────────────────────────────── │
│ │
│ CONTACT INFORMATION [Edit] │
│ • Email: lisa@example.com │
│ • Phone: +46 70 123 4567 │
│ • Home base: Stockholm │
│ • Address: Storgatan 12, 114 51 Stockholm │
│ │
│ EMERGENCY CONTACT [Edit] │
│ • Anna Berg (Spouse) │
│ • +46 70 987 6543 │
│ │
│ IDENTITY │
│ • Personal ID: 850615-**** │
│ • Nationality: Sweden │
│ • Passport: 12345678 │
│ │
│ SKILLS & EXPERIENCE [Edit] │
│ • EVS Operator (Senior) - 6 years │
│ • VAR Operator (Mid) - 2 years │
│ │
│ LANGUAGES [Edit] │
│ • Swedish (Native) │
│ • English (Fluent) │
│ • German (Basic) │
│ │
│ PREFERENCES [Edit] │
│ • Food: Vegetarian, No shellfish (allergy) │
│ • Clothing: Shirt M, Pants 32, Shoes 39 │
│ │
└─────────────────────────────────────────────────────────────┘
Step 2: Click [Edit] for Skills → Edit Form
Lisa learned VAR operations and wants to update seniority.
┌─────────────────────────────────────────────────────────────┐
│ Edit Skills & Experience [✕ Close] │
├───────────────────────────────────────────────────────── ────┤
│ │
│ Your functions: │
│ │
│ ┌──────────────────────────────────────────────────────┐ │
│ │ ✓ EVS Operator Seniority: [Senior ▼] [✕] │ │
│ │ ✓ VAR Operator Seniority: [Senior ▼] [✕] │ │ ← Changed from Mid
│ └──────────────────────────────────────────────────────┘ │
│ │
│ [+ Add Another Function] │
│ │
│ Equipment you own: │
│ ┌──────────────────────────────────────────────────────┐ │
│ │ [EVS XT3 workstation____________________________] │ │
│ │ [Backup EVS system________________________________] │ │
│ └──────────────────────────────────────────────────────┘ │
│ │
│ [Save Changes] [Cancel] │
│ │
└─────────────────────────────────────────────────────────────┘
System Actions
-- Update profile function seniority
UPDATE profile_functions
SET seniority = 'senior' -- Changed from 'mid'
WHERE profile_id = {lisa_profile_id}
AND function_id = {var_operator_function_id}
-- Update profile
UPDATE crew_profiles
SET updated_at = NOW()
WHERE id = {lisa_profile_id}
UC-14: Receive & Respond to Offers
Goal: Lisa receives an offer from Susanne, views details, and accepts it.
Actors: Lisa (Crew member)
Preconditions:
- Susanne sent offer via backend.pbs.com (UC-04)
- Offer email sent to Lisa
System: crew.pbs.com
UI Journey
Step 1: Lisa Receives Offer Email
From: Susanne via PBS <susanne@ncp.com>
To: lisa@example.com
Subject: New job offer: EVS Operator - Champions League Final
───────────── ───────────────────────────────
Hi Lisa,
Susanne has sent you an offer for:
Champions League Final 2025
Madrid, Spain • May 10-15, 2025
Role: EVS Operator
Rate: 22,000 SEK (3 work days + 2 travel days)
[View Offer]
Offer expires: May 5, 2025
───────────────────────── ───────────────────
Step 2: Click "View Offer" → Offer Details (Mobile View)
┌──────────────────────────────────────┐
│ crew.pbs.com [Lisa ▼] │
├──────────────────────────────────────┤
│ │
│ New Offer from Susanne │
│ │
│ ═══ CHAMPIONS LEAGUE FINAL 2025 ═══ │
│ │
│ 📍 Madrid, Spain │
│ 🏟️ Estadio Santiago Bernabéu │
│ 📅 May 10-15, 2025 │
│ │
│ ───────────────────────────────── │
│ │
│ YOUR ROLE │
│ EVS Operator (Instant Replay) │
│ │
│ ───────────────────────────────── │
│ │
│ COMPENSATION │
│ │
│ • 3 work days @ 5,500 SEK │
│ = 16,500 SEK │
│ │
│ • 2 travel days @ 2,750 SEK │
│ = 5,500 SEK │
│ │
│ 💰 Total: 22,000 SEK │
│ │
│ ───────────────────────────────── │
│ │
│ CLIENT: UEFA │
│ DEPARTURE FROM: Stockholm │
│ │
│ ───────────────────────────────── │
│ │
│ MESSAGE FROM SUSANNE: │
│ ┌──────────────────────────────┐ │
│ │ Hi Lisa! │ │
│ │ │ │
│ │ We'd love to have you as EVS │ │
│ │ Operator for the Champions │ │
│ │ League Final in Madrid, │ │
│ │ May 10-15. │ │
│ │ │ │
│ │ I know you have the Football │ │
│ │ Match May 12-14, but could │ │
│ │ you make it work? This is a │ │
│ │ big one! │ │
│ │ │ │
│ │ Let me know! │ │
│ │ - Susanne │ │
│ └──────────────────────────────┘ │
│ │
│ ───────────────────────────────── │
│ │
│ ⚠️ You have a conflict: │
│ Football Match (May 12-14) │
│ │
│ ───────────────────────────────── │
│ │
│ Offer expires: May 5, 2025 │
│ │
│ ═════════════════════════════════ │
│ │
│ [✓ Accept] [✗ Decline] [💬 Negotiate]│
│ │
└──────────────────────────────────────┘
Lisa decides she can make it work and accepts.
Step 3: Click "Accept" → Confirmation
┌──────────────────────────────────────┐
│ ✓ Offer accepted! │
│ │
│ Your acceptance has been sent to │
│ Susanne. │
│ │
│ She'll review and confirm your │
│ assignment shortly. │
│ │
│ You'll receive an email when your │
│ assignment is confirmed. │
│ │
│ [View Dashboard] [Close] │
│ │
└──── ──────────────────────────────────┘
Step 4: Dashboard Updated (Pending Confirmation)
┌──────────────────────────────────────┐
│ crew.pbs.com [Lisa ▼] │
├──────────────────────────────────────┤
│ │
│ Dashboard │
│ │
│ ═══ PENDING CONFIRMATION ═══════ │
│ │
│ ┌────────────────────────────────┐ │
│ │ ⏳ Awaiting Susanne's confirmation│ │
│ │ │ │
│ │ Champions League Final 2025 │ │
│ │ EVS Operator • May 10-15 │ │
│ │ 22,000 SEK │ │
│ │ │ │
│ │ You accepted 10 minutes ago │ │
│ └────────────────────────────────┘ │
│ │
│ ═══ UPCOMING ASSIGNMENTS ═══════ │
│ │
│ ┌────────────────────────────────┐ │
│ │ ✓ Ice Hockey Finals │ │
│ │ EVS Operator • March 15-20 │ │
│ │ [View Details] │ │
│ └────────────────────────────────┘ │
│ │
└──────────────────────────────────────┘
System Actions
- When Lisa views offer (click email link):
-- Fetch offer
SELECT
ao.*,
pf.work_days, pf.travel_days,
p.name AS project_name, p.location_city, p.location_venue,
p.start_date, p.end_date,
p.client_name,
f.name AS function_name
FROM assignment_offers ao
JOIN project_functions pf ON ao.project_function_id = pf.id
JOIN projects p ON pf.project_id = p.id
JOIN functions_catalog f ON pf.function_id = f.id
WHERE ao.id = {offer_id}
AND ao.profile_id = {lisa_profile_id}
-- Check for conflicts
SELECT a.*, p.name AS conflicting_project
FROM assignments a
JOIN project_functions pf ON a.project_function_id = pf.id
JOIN projects p ON pf.project_id = p.id
WHERE a.profile_id = {lisa_profile_id}
AND (a.start_date, a.end_date) OVERLAPS ('2025-05-10', '2025-05-15')
AND a.current_status NOT IN ('cancelled')
- When Lisa clicks "Accept":
UPDATE assignment_offers
SET status = 'accepted',
responded_at = NOW()
WHERE id = {offer_id}
- Dashboard query (pending confirmation):
SELECT * FROM assignment_offers
WHERE profile_id = {lisa_profile_id}
AND status = 'accepted'
ORDER BY responded_at DESC
UC-15: Negotiate Rate
Goal: Lisa wants to negotiate the rate on an offer before accepting.
Actors: Lisa (Crew member)
Preconditions:
- Lisa has received an offer
- Viewing offer in crew.pbs.com
System: crew.pbs.com
UI Journey
Step 1: Viewing Offer (Different Project)
Lisa receives an offer for Ice Hockey Finals at 4,500 SEK/day, but her usual rate is 5,000 SEK.
Step 2: Click "💬 Negotiate" → Negotiation Form
┌──────────────────────────────────────┐
│ Negotiate Offer │
├──────────────────────────────────────┤
│ │
│ Ice Hockey Finals 2025 │
│ Sound Mixer • March 15-20 │
│ │
│ ───────────────────────────────── │
│ │
│ CURRENT OFFER: │
│ • Work day: 4,500 SEK × 4 days │
│ • Travel day: 2,250 SEK × 2 days │
│ • Total: 22,500 SEK │
│ │
│ ───────────────────────────────── │
│ │
│ WHAT'S YOUR RATE? │
│ │
│ Work day: [5000] SEK/day │
│ Travel day: [2500] SEK/day │
│ │
│ New total: 25,000 SEK │
│ │
│ ───────────────────────────────── │
│ │
│ MESSAGE TO SUSANNE (optional): │
│ ┌──────────────────────────────┐ │
│ │ Hi Susanne, │ │
│ │ │ │
│ │ Thanks for the offer! I'd │ │
│ │ love to work on this project,│ │
│ │ but my current rate for │ │
│ │ finals is 5,000 SEK. │ │
│ │ │ │
│ │ Can we match that? │ │
│ │ │ │
│ │ Thanks, │ │
│ │ Lisa │ │
│ └──────────────────────────────┘ │
│ │
│ ℹ️ Susanne will review your request │
│ and get back to you. │
│ │
│ [Send Request] [Cancel] │
│ │
└──────────────────── ──────────────────┘
Step 3: Click "Send Request" → Confirmation
┌──────────────────────────────────────┐
│ ✓ Negotiation request sent │
│ │
│ Susanne will review your rate and │
│ get back to you. │
│ │
│ You'll receive an email when there's │
│ an update. │
│ │
│ [Close] │
│ │
└──────────────────────────────────────┘
After this, Susanne discusses with Lisa externally (phone/email), they agree on a rate, and Susanne updates the offer in the backend (see UC-05).
System Actions
UPDATE assignment_offers
SET status = 'negotiating',
staff_response = 'Thanks for the offer! I'd love to work...',
counter_work_rate_cents = 500000, -- 5,000 SEK
counter_travel_rate_cents = 250000, -- 2,500 SEK
responded_at = NOW()
WHERE id = {offer_id}
UC-16: View Assignments & Documents
Goal: Lisa views her confirmed assignments, travel details, and downloads documents (contract, road book).
Actors: Lisa (Crew member)
Preconditions:
- Lisa has confirmed assignments
- Susanne has booked travel, generated contract and road book
System: crew.pbs.com
UI Journey
Step 1: Dashboard → Upcoming Assignments
┌──────────────────────────────────────┐
│ crew.pbs.com [Lisa ▼] │
├──────────────────────────────────────┤
│ │
│ Dashboard │
│ │
│ ═══ UPCOMING ASSIGNMENTS (2) ═══ │
│ │
│ ┌────────────────────────────────┐ │
│ │ ✓ Champions League Final 2025 │ │
│ │ EVS Operator │ │
│ │ May 10-15 • Madrid │ │
│ │ 22,000 SEK │ │
│ │ │ │
│ │ [View Details] │ │
│ └────────────────────────────────┘ │
│ │
│ ┌────────────────────────────────┐ │
│ │ ✓ Ice Hockey Finals │ │
│ │ EVS Operator │ │
│ │ March 15-20 • Helsinki │ │
│ │ 28,000 SEK │ │
│ │ │ │
│ │ [View Details] │ │
│ └────────────────────────────────┘ │
│ │
└──────────────────────────────────────┘
Step 2: Click "View Details" → Assignment Details
┌──────────────────────────────────────┐
│ Champions League Final 2025 │
│ ESC-2025-042 │
├──────────────────────────────────────┤
│ │
│ [Overview] [Travel] [Documents] │
│ │
│ ═══ ASSIGNMENT DETAILS ═════════ │
│ │
│ YOUR ROLE: │
│ EVS Operator (Instant Replay) │
│ │
│ DATES: │
│ May 10-15, 2025 │
│ │
│ LOCATION: │
│ Estadio Santiago Bernabéu │
│ Av. de Concha Espina 1, Madrid │
│ │
│ CLIENT: │
│ UEFA │
│ │
│ ───────────────────────────────── │
│ │
│ COMPENSATION │
│ • 3 work days @ 5,500 SEK │
│ = 16,500 SEK │
│ • 2 travel days @ 2,750 SEK │
│ = 5,500 SEK │
│ • Total: 22,000 SEK │
│ │
│ ───────────────────────────────── │
│ │
│ JOB DETAILS │
│ • Meals: ✓ Included │
│ • Parking: On-site available │
│ • Dress code: Smart casual │
│ • Equipment: Provided on site │
│ │
│ ───────────────────────────────── │
│ │
│ CONTACT: │
│ Susanne (PM) │
│ +46 70 123 4567 │
│ susanne@ncp.com │
│ │
└──────────────────────────────────────┘
Step 3: Click "Travel" Tab
┌──────────────────────────────────────┐
│ Champions League Final - Travel │
├──────────────────────────────────────┤
│ │
│ ═══ OUTBOUND FLIGHT ════════════ │
│ │
│ ✈️ SAS SK1234 │
│ │
│ 📅 May 10, 2025 │
│ 🛫 Stockholm ARN T5 → 🛬 Madrid MAD T4│
│ │
│ Departure: 08:30 │
│ Arrival: 12:45 │
│ │
│ Booking ref: ABC123 │
│ │
│ ═══ HOTEL ══════════════════════ │
│ │
│ 🏨 Hotel Princesa Plaza │
│ │
│ 📍 Calle de la Princesa 40, Madrid │
│ ☎️ +34 91 234 5678 │
│ │
│ Check-in: May 10, 15:00 │
│ Check-out: May 15, 11:00 │
│ Nights: 5 │
│ │
│ Booking ref: HTL789 │
│ │
│ ═══ RETURN FLIGHT ═════════════ │
│ │
│ ✈️ SAS SK1235 │
│ │
│ 📅 May 15, 2025 │
│ 🛫 Madrid MAD T4 → 🛬 Stockholm ARN T5│
│ │
│ Departure: 18:00 │
│ Arrival: 22:15 │
│ │
│ Booking ref: RTN456 │
│ │
└──────────────────────────────────────┘
Step 4: Click "Documents" Tab
┌──────────────────────────────────────┐
│ Champions League Final - Documents │
├──────────────────────────────────────┤
│ │
│ ═══ AVAILABLE DOCUMENTS ═══════ │
│ │
│ ┌────────────────────────────────┐ │
│ │ 📄 Contract │ │
│ │ Service Agreement │ │
│ │ Uploaded: May 3, 2025 │ │
│ │ [Download PDF] │ │
│ └────────────────────────────────┘ │
│ │
│ ┌────────────────────────────────┐ │
│ │ 🗺️ Road Book │ │
│ │ Travel & venue details │ │
│ │ Generated: May 4, 2025 │ │
│ │ [Download PDF] │ │
│ └────────────────────────────────┘ │
│ │
│ ┌──────────────────────── ────────┐ │
│ │ 📋 Other Documents │ │
│ │ Upload signed contract │ │
│ │ [Upload File] │ │
│ └────────────────────────────────┘ │
│ │
└──────────────────────────────────────┘
System Actions
Dashboard query (upcoming assignments):
SELECT
a.*,
p.name AS project_name, p.location_city,
f.name AS function_name,
-- Calculate total
(a.work_day_rate_cents * pf.work_days +
a.travel_day_rate_cents * pf.travel_days) AS total_cents
FROM assignments a
JOIN project_functions pf ON a.project_function_id = pf.id
JOIN projects p ON pf.project_id = p.id
JOIN functions_catalog f ON pf.function_id = f.id
WHERE a.profile_id = {lisa_profile_id}
AND a.current_status NOT IN ('cancelled', 'completed')
AND a.start_date >= CURRENT_DATE
ORDER BY a.start_date ASC
Assignment details query:
-- Same as above plus job details
SELECT
a.*,
a.meals_included, a.parking_info, a.dress_code,
a.equipment_needed, a.special_instructions,
p.name AS project_name, p.client_name,
p.location_venue, p.location_venue_address,
f.name AS function_name,
u.name AS pm_name, u.email AS pm_email, pr.phone AS pm_phone
FROM assignments a
JOIN project_functions pf ON a.project_function_id = pf.id
JOIN projects p ON pf.project_id = p.id
JOIN functions_catalog f ON pf.function_id = f.id
JOIN users u ON p.company_id = u.company_id AND u.role = 'ADMIN'
LEFT JOIN profiles pr ON u.profile_id = pr.id
WHERE a.id = {assignment_id}
Travel details query:
SELECT * FROM travel_bookings
WHERE assignment_id = {assignment_id}
ORDER BY departure_at ASC
SELECT * FROM hotel_bookings
WHERE assignment_id = {assignment_id}
ORDER BY check_in_date ASC
Documents query:
SELECT * FROM documents
WHERE documentable_type = 'Assignment'
AND documentable_id = {assignment_id}
ORDER BY created_at DESC
Summary: Staff Portal Workflows
UC-11: Registration
└─→ Receive invite → Complete registration form (with photo) → Submit for review
UC-12: Account Setup
└─→ Approved by admin → Receive welcome email → Set password → Log in
UC-13: Update Profile
└─→ Edit skills, preferences, emergency contact, photo → Save
UC-14: Respond to Offers
├─→ Receive email → View offer details (role, dates, rates, message)
├─→ Accept (one-click) → Awaiting admin confirmation
└─→ Decline → Offer marked as declined
UC-15: Negotiate
└─→ Click "Negotiate" → Enter desired rate + message → Admin reviews externally
UC-16: View Assignments
├─→ Dashboard: See all upcoming assignments
├─→ Details: Role, dates, location, compensation, job details
├─→ Travel: Flights, hotel details
└─→ Documents: Download contract, road book, upload signed docs
Key MVP Features Demonstrated
- Mobile-first design: All views optimized for phone access
- Simple one-click actions: Accept/Decline offers with single tap
- Complete transparency: See all details (rates, dates, job requirements)
- Photo required: Profile photo uploaded during registration
- Conflict visibility: System shows conflicting assignments when viewing offers
- Structured information: Travel and hotel details clearly organized
- Document access: Easy download of contracts and road books
Related Documents
- 00-personas.md - Lisa's persona
- 02-admin-staffing.md - Susanne's view (sending offers)
- 03-admin-operations.md - Invitation & approval process
- Database Schema - Complete schema documentation
- /reference/qa-answers - All MVP decisions
Database Tables Used
staff_invitations- Invite trackingprofile_submissions- Registration dataprofiles- Staff directoryusers- CREW role accountsprofile_functions- Skills/rolesassignment_offers- Offers receivedassignments- Confirmed bookingstravel_bookings- Flight/train detailshotel_bookings- Hotel detailsdocuments- Contracts, road books