The short answer
The site contact is whoever meets the crew member at the venue. It's often not you. You can add their name, phone number and email to a booking. The phone number goes only to the crew member who accepts, for that booking only. An email gets them a link to follow the crew member's arrival. They never see what it costs or anything else you've booked.
Who should the site contact be?
Whoever will be at the venue when the crew member arrives. The app puts it this way: "Whoever is on the door. Often not you: a production manager, the duty manager, whoever is there tonight."
Where do I add them?
In the booking's "Location and contact" step. There are three boxes, each optional:
- "Site contact name (optional)", such as "Dave".
- "Site contact phone (optional)". The app says it's "Given only to the crew member who takes this booking, and only for it. It's the number they ring if they can't find the way in."
- "Site contact email (optional)". The app says: "If you won't be on site, we email them a link to follow the crew member's arrival."
Gaffr checks a typed email can receive mail. If it can't, the app says: "The site contact's address can't get email. Check it."
What if I don't add a phone number?
The app asks first: "No site number?" It points out that without you or a contact there, the crew member has nobody on site. Their shift has started, so you're paying for that time. You can choose "Oops, let me add one now" or "Yes, book anyway".
What does the crew member see?
Nothing about the site contact until they accept. Crew offered the booking see the venue and your "Where in the venue" note, but no names or numbers.
Once booked, the crew member gets the site contact's name and number. Their booking screen has a button to ring them, such as "Call Dave". A crew member releasing it within two hours of the call sees: "If you can, ring the site contact too."
What does the site contact get?
If you add an email, Gaffr emails the site contact when you book. The email has a sign-in link, for that booking only. With it they can follow the crew member's arrival, with their ETA. When the crew member turns up, they can confirm they've arrived. Your booking screen shows the address it went to.
What doesn't the site contact see?
The email tells them they can't see what the shift costs or change the booking. They can't see anything else you've booked.
They also never see the crew member's documents, date of birth or nationality.
How is their information handled?
Gaffr's privacy notice explains what Gaffr keeps about site contacts, for how long, and their rights. The email links to it too.