Crew Management
Multi-Team & Crew Management allows a business to organize technicians into named crews, dispatch jobs to whole crews at once, and view capacity across all crews simultaneously. Available on all plans; multi-location (Agency plan) adds separate branches with isolated crew and reporting views.
What Is a Crew?
A crew is a named group of technicians that typically works together. Crews can be assigned to a job as a unit — instead of assigning individual technicians one by one. Each crew has:
- A name (e.g., "Roofing Crew A")
- A lead technician
- A list of members
- A default service type (optional)
Creating & Managing Crews
Navigate to Settings → Team → Crews.
4-step process to create a crew:
- Click + New Crew and enter a crew name
- Select a Lead Technician from the active team list
- Add Members — any technicians currently on the team
- Set a Default Service Type (optional — used for capacity planning view)
Changes to crew membership take effect immediately. Removing a technician from a crew doesn't affect their past job records.
Active Crews View
Three sample crew cards from the crew management screen:
| Crew | Lead Tech | Members | Active Jobs |
|---|---|---|---|
| Roofing Crew A | Mike Torres | 4 | 3 |
| Cleaning Team | Sandra R. | 2 | 5 |
| Pest Control | Dave Kim | 2 | 1 |
Each card shows today's scheduled jobs, crew availability status, and a quick-dispatch button.
Dispatching a Job to a Crew
When creating or editing a project appointment:
- Open the Assign field on the appointment
- Switch from "Individual" to "Crew"
- Select the crew from the dropdown
- All crew members are notified simultaneously
- The job appears on every crew member's personal schedule
The dispatcher can override and swap individual members after crew assignment without affecting the other assignments.
Schedule View
The crew schedule view shows a day grid with all crews on separate rows. Each row displays:
- Crew name
- Technician count
- Time blocks for each scheduled job (color-coded by job status)
- Gaps showing open availability
Clicking a time block opens the project record. Dragging a block reschedules the appointment.
Capacity Planning
The capacity view shows each crew's booking load for the week:
| Crew | Capacity | Open Time |
|---|---|---|
| Roofing Crew A | 75% | 2 hrs open |
| Cleaning Team | 100% | Fully booked |
| Pest Control | 112% | 1.5 hrs over |
When a crew is over capacity (>100%), the system highlights it in red and flags the over-booked days.
Smart suggestions: When dispatching a new job, the system ranks available crews by proximity to the job site and remaining capacity for the requested day.
Lead Technician Role
The Lead Technician on a crew has elevated permissions compared to standard technicians.
Lead Technicians CAN:
- View all jobs assigned to their crew
- Mark jobs as complete
- Add notes and photos to any crew job
- View crew member time entries
- Approve or reject time entry edits from crew members
- Access the crew capacity view
- Communicate with the crew via PTT
Lead Technicians CANNOT:
- See financial data (invoices, costs, margins)
- Create or edit estimates
- Access contacts outside their assigned jobs
- Change crew membership
- See other crews' schedules
Multi-Location (Agency Plan)
The Agency plan adds branch-level separation for businesses operating in multiple service areas under one account.
Each location (branch) is a separate operational unit with its own:
- Crew roster
- Schedule and dispatch view
- Job and revenue reporting
- Customer contacts (optionally shared across branches)
Sample branch structure:
| Branch | Manager | Active Crews | Open Jobs |
|---|---|---|---|
| North Branch | Tom Reyes | 2 crews, 6 techs | 8 |
| South Branch | Diana Park | 3 crews, 9 techs | 12 |
How location separation works:
- Dispatchers at each branch only see their branch's jobs and crews by default
- Owners can toggle to see all branches simultaneously
- Revenue and performance reporting can be viewed per-branch or consolidated
- Contacts can be global (shared across branches) or branch-scoped
White-label option: Each branch can operate under a different DBA name with its own customer-facing communications, review funnel, and referral program.
Team Push-to-Talk (PTT)
All team members on the same crew can communicate via in-app push-to-talk (PTT):
- Tap and hold to speak — release to send
- Audio is transmitted to all crew members instantly
- Every PTT message is automatically transcribed and stored in the project timeline
- AI extracts tasks and action items from transcriptions
- Transcriptions are searchable and exportable
- Voice clips are stored for 30 days; transcriptions are permanent