Each departure has one crew slot per person it needs. You fill a slot by picking a crew member. They are on the departure the moment you pick them — there is no offer for them to accept or decline.
Before you start
The experience has its crew requirements set, so the departure has slots to fill.
If you are unsure someone is free, ask them first. Assigning notifies them straight away.
Assign someone
Open the departure and go to its Staffing section. Slots are grouped by role, and the counter shows how many are filled.
On an open slot, select Select member.
Search for the person, or find them in the list. People who fit the slot come first. Anyone with a problem is listed below them, with the reason in orange.
Select their name. The slot turns Confirmed straight away and they get an email and an in-app notification.
If Samba sees a problem with your pick, it shows the reason and asks you to select Assign anyway. These are warnings — none of them stops you.
Message in the picker | Badge on the slot afterwards | What it means |
They don't hold this role. | Doesn't hold this role | They do not hold the role this slot is for. |
They're already staffed on this departure. | Double-booked on this departure | They already fill another slot on it. |
They're already staffed on an overlapping departure. | Overlaps another departure | They are confirmed on another departure that shares a day with this one. |
They've marked this time off. | On time off | Their time off overlaps this departure. |
An assignment you pushed through keeps its badge until the conflict goes away.
Remove or replace someone
In Staffing, select the ✕ at the end of the crew member's row (1).
Confirm.
Their slot reopens for the same role so you can pick someone else, and they are told their assignment was canceled.
Need an extra pair of hands on one date only? Select Add slot (2) and choose the role. The ✕ on an open slot removes that slot.
What happens next
Crew see the departure in their schedule, and get a roster about two days before it starts.
If a slot is still open 14 days before the departure, you are alerted. See Crew notifications.
What happens to crew when I cancel a departure?
What happens to crew when I cancel a departure?
Every assignment on it is canceled and the assigned crew are notified. Pending crew tasks are closed. A canceled departure is frozen: you cannot add slots, assign, or remove anyone on it. See Canceling a departure.
What happens to crew when I change a departure's dates?
What happens to crew when I change a departure's dates?
Crew stay assigned and are emailed the old and new dates. Task due dates move with the departure, unless you edited a due date by hand. Samba does not resolve new clashes for you, so check the crew's other assignments yourself.
Why does the Staffing section have no slots?
Why does the Staffing section have no slots?
Either the experience asks for no crew, or the departure was created before you set the requirements. Select Set up from experience in the Staffing section, or update your existing departures in one go.
Who can assign crew?
Who can assign crew?
Owners, Admins, Managers, and Users. Viewers can see the Staffing section but not change it.