Every person your organization keeps track of has a profile in Crew and appears in the Directory. A profile is your organization's record: it can be linked to a Discord account so the person can sign in, but it doesn't have to be.
What a profile holds
| Field | Notes |
|---|---|
| Name, username | The name shown everywhere in Crew. |
| Role | Shown as their title. Set from your role list. |
| Department, unit | See Departments and units. |
| Manager | Builds the reporting line: approvals, the org chart and who sees sensitive records. |
| Employment status | Active, On leave or Terminated. |
| Worker type | Internal, External or Contractor. |
| Hire date | Starts their "time in service". |
| Company, location, language, timezone | Optional details. |
| Email, phone, bio | Optional. Contact details are only visible to the member, their managers and Super Users. |
| Discord account | The linked account, if any. |
| Custom fields | Whatever your organization adds (see below). |
Profiles also show the member's service record (role, time in role, promotions, initial training), their certifications and training, onboarding checklists, and, for those allowed, notes and disciplinary records. See Records and service record.
Adding someone
Managers and Super Users click Directory → Add member:
- Search your Discord server to link their account. Crew only links people who are members of the server, and each Discord account can be linked to one profile.
- Pick their role. Leave it empty and Crew takes it from their Discord roles.
- Fill in the rest and save.
New members get the onboarding checklists that apply to them, and a welcome DM from the Crew bot if their account is linked.
Tip: To add many people at once without typing, turn on Add people automatically in Settings → Roles & access. Everyone with one of your roles gets a profile.
The directory
Directory lists everyone, with search and filters for Department and Status. Click a person to open their profile.
Managers and Super Users can Export CSV: name, role, department, unit, manager, status, location, language, timezone, hire date and username. Contact details are never included.
Custom fields
Super Users add custom fields under Settings → Onboarding → Custom profile fields. Each field has a Label, a Type (text, number, date or a choice list with your own options), and can be marked Sensitive — hide from colleagues.
- Ordinary fields are visible to everyone who can see the profile.
- Sensitive fields are only visible to the member, their managers and Super Users, like contact details.
Managers and Super Users fill them in from the profile with Edit details.
Importing from a CSV file
Super Users can add up to 500 members at a time with Directory → Import. Click Download a template for a ready-made file.
The first row names the columns. Column names are matched without caring about capitals, spaces,
hyphens or underscores, so Hire date, hire_date and HireDate all work.
| Column | Required | Format |
|---|---|---|
Name |
Yes | Up to 100 characters. |
Title (or Role) |
The name of a role in your list. | |
Department |
The name of an existing department. | |
Unit |
The name of an existing unit (in that department, if one is given). | |
Email, Phone |
Contact details. | |
Hire date |
YYYY-MM-DD, for example 2026-01-15. |
|
Worker type |
internal, external or contractor. |
|
Status |
active, on leave or terminated. |
|
Discord ID |
The person's Discord user ID (numbers only). Each only once. | |
Manager ID |
The Crew ID of their manager's profile. | |
Location, Timezone, Language, Company |
Free text, for example Berlin or Europe/Berlin. |
Other columns are ignored.
Crew checks every row first. If any row has a problem, nothing is imported and you get a list of the rows to fix (for example "Row 7: Unknown department "Suport""). Fix the file and import it again.
Warning: Departments, units and roles are matched by name and must already exist. Create them first, or leave those columns empty and set them in Crew afterwards.
When someone leaves
You have two options:
- Set their status to Terminated. Their profile and history stay, for your records, and Crew removes the Discord roles it manages (their role and department role). Use this in most cases.
- Delete their data. A Super User opens the profile and clicks Delete. This is a GDPR deletion: the profile and everything attached to it are removed permanently, and their name is removed from the audit history. It can't be undone. With the two-person rule on, a second Super User must approve it. See Security, data and retention.
If the person leaves your Discord server, their profile stays. They simply can't sign in to your organization any more.
Troubleshooting
- "Can't find them" when linking. They must be in your Discord server, and Crew needs the Server Members Intent to search it. Run Settings → Integrations → Check the bot.
- "This Discord user appears twice in the file". Each Discord ID can only appear once per import, and can't belong to an existing profile.
- The import says "Unknown role". The
Titlecolumn must match a role name in Settings → Roles & access exactly (capitals don't matter).