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1,140 nights openPeak week is Wk 3 at 73% capacity
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For production travel coordinatorsProduction crew travel and
Production crew travel and
accommodation, in one place
A crew member is a hotel room, a flight, a ride, a supervisor, and a per-diem window — and every one of those belongs to the person, not the room they happen to share. Blocks keeps the whole chain together, from the hiring manager's request to the day the unit moves.
The room is the easy half
Coordinators do not lose sleep over the block. They lose it over which of eighty people has a flight, who is driving, who reports to whom on the day, and which of those facts is now wrong.
"Two people are sharing a room. One is staff, one is a vendor driving their own car. My sheet only has one row."
Employment status, title, on-site supervisor, airfare and ground transport are held per person, with no room-level spread anywhere. Roommate slots get a "Same as" button that copies the first person's answers into fields you can still edit — visible, never silent — so a blank means nobody has said yet.
"I'm flying thirty people and I have no idea which of them has actually booked."
One chip on the guest list — "Airfare · no flights" — selects exactly the rooms where airfare was marked provided and no flight number exists yet, and arms the bulk bar to send those people their personal links. It closes when a flight appears, whoever typed it.
"The unit moved to the second city and I re-entered forty rooms, losing every note and correction on the way."
Move the room instead. Names, roommates, travel details, uploaded itineraries, notes and edit history all travel with it. Once the hotel has been told, the move becomes a cancellation there and an arrival at the new property — two stories a hotel can act on.
"It's the same eighty people as last season and I typed all eighty again."
Everyone you have hosted stays in a People directory with their history, travel snapshot and loyalty number. Search known people instead of retyping, or add a whole group at once. Edit somebody once and it carries forward — reservations already sent stay exactly as they went out.
One chain, from the request to the ride
The hiring manager states who is coming. The traveller fills in their own flights. You keep the roster the studio asks for.
The manager states, the traveller fills
Position, on-site supervisor and whether you're flying somebody are never editable by the traveller. Flights and arrival airport are theirs to enter on their own personal page. Every travel group is off until you turn it on for the event, and a department can be given its own answer.
Getting there, written once
Write a crew member's arrival instructions and ride code and both appear read-only on their page under "Getting there", the code behind a Copy button. Every person set to rideshare exports with the number their code goes to, ready for the vendor.
The roster production actually asks for
One row per named person — roommates included — with department, supervisor, dates, room, confirmation, flights and ground transport, then one column per night carrying a 1 or a 0. Sum a column and you have that night's head count.
Illustrative example
Two units, two cities, one roster
A six-week episodic shoot with a mid-shoot unit move. Mixed lengths of stay, tracked per person and per night, with every cut-off in view as the schedule shifts.
Halcyon — Season 2 Crew Travel
Illustrative eventLive plan
Pickup64%2,060 / 3,200 nights
Attrition exposure$174kIllustrative · 5 hotels
Next deadline6 daysCutoff · The Bellwether
Next cutoff
6 daysThe Bellwether · Feb 16
Go deeper
How Blocks handles the jobs this work depends on — plus the terms and guides behind them.
Staff travel
When you collect travel for an event, each person carries their own employment status, position, on-site supervisor, airfare and ground transport — alongside their flights, their arrival instructions and their ride code. Two people in one room can differ on every one of them.
Learn more →Guest self-service
Send each guest a personal link — no login — where they see their own reservation and fill in contact details, loyalty numbers, and travel. What they enter lands back on your guest list, and you can see who has filled things in and who you are still waiting on.
Learn more →Rooming lists
Department leads submit their guests in their own portal, Blocks assembles a single hotel-ready rooming list — up to five guests to a room, loyalty numbers included — and keeps it current when a room moves hotels or a roommate changes.
Learn more →Key terms
Production crew travel questions
How Blocks holds a crew member's room, flights and ground transport together — per person, not per room.
How does Blocks track travel for every crew member, not just the room?
Five details are held per person, never spread across a room: employment status, position or title, on-site supervisor, whether airfare is provided, and ground transport. Two people sharing a room can differ on every one of them. Slots after the first get an explicit "Same as" button that copies the first person's answers into fields the department head can still edit — a visible copy, never an automatic default — so a blank cell means nobody has said yet rather than a confident wrong answer. The same set is captured wherever a room is captured: the department portal, your Travel tab, and the spreadsheet a department already sends you.
Who fills in what — the hiring manager or the crew member?
The hiring manager states who is coming and how: position, on-site supervisor, and whether you are flying them are never editable by the traveller, enforced in three independent places rather than hidden with a disabled field. The traveller fills in their own flights and arrival airport on their personal page, and can set their employment status and ground transport when you collect those. Arrival instructions and a ride code are yours to write and appear on their page read-only. Every travel group is off until you turn it on for the event, and a department can be given its own answer.
How do we chase the crew who still haven't booked flights?
A chip on the Guest List called "Airfare · no flights" selects exactly the rooms where somebody marked airfare provided and no flight number has been entered yet. It is deliberately blind to who typed the flight — a coordinator entering it closes the row, because chasing a crew member for a ticket they already hold is the failure mode. Selecting the chip arms the bulk bar, so the chase is one more click to send those people their personal links. You can also ask Blocks to request travel from everyone you are flying who has not entered flights; it shows you exactly who it is about to email before anything goes out.
Can we move a unit to another hotel without re-entering everything?
Yes. Move the room and the guest names, roommates, travel details, uploaded itineraries, notes, and edit history travel with it — nothing is re-typed and nothing is rebuilt. If the hotel has already been told about the room, the move becomes a cancellation at the old property and an arrival at the new one, which are the two stories a hotel can actually act on. You can do it from the assignment view or ask Blocks to do it; either way it is proposed first and applied only once you confirm.
Do we have to re-type the same crew every season?
No. Everyone you have ever hosted lives in a People directory — search by name or email, open anyone, and see every production they were on, which hotels and blocks they were placed in, their travel snapshot, and their loyalty number. Building a request or a rooming list, search known people instead of retyping, and add a whole group in one go. Edit somebody once and it carries forward; reservations already sent to a hotel stay exactly as they went out. You can also ask Blocks whether a given crew member has stayed with you before.
What can we hand production at the end of a shoot?
A Staff Master roster: one row per named person — roommates get their own row — with department, hiring manager, on-site supervisor, contact, employment status, title, dates, room type, airfare, flights, ground transport, arrival instructions, ride code, hotel, confirmation number, and room number. After those columns comes one column per night of the shoot carrying a 1 or a 0, so summing a column gives that night's head count. It downloads as a CSV from the event's Settings tab and rides along as the last sheet of the full-event workbook. The rideshare list exports the same way, with the number each ride code goes to.
Have more questions? Check our glossary of terms or get in touch.