Team Management

Organize your workforce into named crews, assign jobs by team, track performance across teams, and manage seat billing across your whole organization.

When do you need this? A solo contractor with one crew doesn't need multi-team setup — there's a single default team and everything just works. But once you have two separate crews, multiple service lines, different locations, or an office/field split, teams let you route jobs to the right people, compare performance across crews, and control what each group can see. Teams are about organizing how work flows — for individual roles and permissions, see Team & RBAC.

What Team Management Covers

• Named Crews / Teams — Create any number of named teams — Roofing Crew A, HVAC Team, South Location, Office Staff. Each team is a named group with its own color, service area, and lead.
• Team-Level Job Assignment — Assign jobs to a whole team or a specific individual. Team-assigned jobs are visible to every member of that crew, so anyone can pick up, update, or complete the work.
• Cross-Team Visibility Controls — Field technicians see only their own team's jobs. Team leads see their full crew plus unassigned work. Owners and admins have full visibility across all teams and crews.
• Team Performance Dashboard — Compare jobs completed, revenue generated, and efficiency scores across crews side by side. Spot which team is overloaded, which is underperforming, and where to redirect work.
• Seat Count Management — See at a glance how many seats are in use across your whole account — broken down by team. Add or remove users without losing track of where you stand on your plan limits.
• Team Lead Role — Designate a Team Lead for each crew. Leads get elevated visibility for their team's jobs, can reassign work within their crew, and receive team-level alerts — without needing full admin access.

Account Structure — Example

Here's how a two-crew roofing company with a separate estimating office looks in the CRM. All three teams roll up under a single account with shared billing and owner-level visibility.

Anderson Roofing — Business Plan · 11 seats Owner: Mike Anderson

Team	Members	Active Jobs / Estimates	Month Revenue
Roofing Crew A	Jake Torres (Lead Tech), Marcus Webb (Technician), Daniel Cruz (Apprentice)	4 active jobs	$24,800
Roofing Crew B	Sarah Kim (Lead Tech), Tom Yung (Technician)	3 active jobs	$18,200
Estimating & Office	Linda Park (Office Manager), Carlos Reyes (Estimator)	12 estimates out	$— direct

Seat Count at a Glance

Every user with an active login counts as one seat, regardless of how many teams they belong to. You can see the full seat breakdown on the Billing page.

Metric	Value
Included in Plan	15 seats
In Use	11 seats
Available	4 seats

If the "In Use" count exceeds the plan limit, the "Available" counter turns yellow and the owner receives an alert. Additional seats can be added from the Billing settings at any time — charges are prorated to the current billing cycle.

Creating and Managing Teams

Create a new team from Settings → Teams → New Team. Each team has its own configuration settings that control how jobs are routed, how the crew appears in the calendar, and what members can see.

Team Settings

Setting	Description	Example
Team Name	Display name used throughout the CRM — job lists, dispatch board, calendar, and reports	Roofing Crew A, HVAC Team, South Location
Team Lead	Designated leader for this crew. Gets elevated visibility and receives team-level alerts. Any account user can be assigned as lead.	Jake Torres — Lead Tech
Members	Add or remove any active account user. Users can belong to multiple teams without consuming extra seats.	3 field techs + 1 apprentice
Default Service Area	Geographic area used by AI dispatch to prioritize this team for nearby jobs. Set by ZIP codes, city, or drawn map boundary.	North county ZIP codes
Color	Color code applied to this team's jobs on the calendar, dispatch board, and GPS map. Helps differentiate crews at a glance.	Blue, Green, Orange, Purple
Visibility	Controls what team members can see. Owner and Admin always see everything. Team Leads see their crew plus unassigned. Field Technicians see only their team's assigned jobs.	See cross-team visibility table below

Tip: You don't need to recreate teams from scratch when your structure changes. Rename a team, swap the lead, or move members at any time — all historical job data stays associated with the original team name in reports.

Assigning Jobs to Teams

Every job in the CRM can be assigned at two levels: team-level (visible to all crew members) or individual-level (visible only to the assigned person). Both approaches can be mixed within the same team.

Assignment Rules

• Team-assigned jobs — all members of the team see the job on their schedule. Any team member can update status, log time, or mark it complete.
• Individual-assigned jobs — only the assigned technician sees the job. Useful for specialized work or when you want accountability to a single person.
• Unassigned jobs — visible to Owner and Admin only. They appear in a separate "Unassigned" queue on the dispatch board, waiting to be routed.
• AI dispatch — when enabled, new jobs are auto-assigned to the best team based on geographic proximity, current workload, and service type match. The AI considers each team's default service area and real-time calendar availability before making an assignment.
• Team Lead reassignment — a Team Lead can move a job to a different member within their own crew, or change a team-assigned job to an individual, without needing Owner or Admin involvement.

Dispatch Board View

The dispatch board shows columns per team — each column contains that team's active and scheduled jobs, color-coded by the team's assigned color. Drag a job card between columns to reassign it to a different team. Owners and Admins see all columns; Team Leads see their own column plus an Unassigned column.

Team Performance Comparison

The performance panel gives you a side-by-side view of every team's output for the current billing month. Metrics pull from completed jobs, sent estimates, and job costing data (estimated vs. actual hours). This is the fastest way to see which crew is pulling weight and which needs attention.

Current month performance:

Team	Efficiency Bar	Jobs	Revenue
Roofing Crew A	85% of capacity	8 jobs	$24,800
Roofing Crew B	65% of capacity	6 jobs	$18,200
Estimating & Office	40% of capacity	12 estimates	$—

Performance Metrics Explained

• Bar chart — efficiency score calculated from job costing data: estimated hours vs. actual hours logged. A 100% bar means the crew came in exactly on estimate. Over 100% means under-budget — good. Under means overrun.
• Jobs count — number of jobs completed (marked done) in the current month. For office teams, this shows estimates sent instead.
• Revenue — sum of invoiced amounts for completed jobs attributed to this team. Teams without direct billing (like an estimating office) show a dash.
• Efficiency score — only visible to Owner and Admin. Field Technicians and Team Leads see job counts and status, but not margin or cost data.

Cross-Team Visibility Rules

Visibility is controlled by a combination of the user's RBAC role (set in Team & RBAC) and their team membership.

Role	Own Team	Other Teams	Unassigned
Owner	Full access	Full access	Full access
Admin	Full access	Full access	Full access
Office Manager	Full access	Full access	Full access
Team Lead	Full access (own team)	Team name only — no job details	Visible — can claim for team
Field Technician	Assigned jobs only	None	None
Estimator	All estimates	None	All unassigned estimates

Note: "Full access" means the user can view job details, customer info, notes, photos, and status for jobs in that scope. It does not automatically grant the ability to edit or reassign — that depends on the RBAC role. A Team Lead has full visibility of their team but can only reassign within their own crew, not across teams.

The Team Lead Designation

Team Lead is not a separate RBAC role — it's a modifier that can be applied to any user on any team. A Field Technician can be a Team Lead. So can an Office Manager. The designation adds a specific set of elevated capabilities scoped entirely to that person's team.

What a Team Lead Can Do

• Reassign jobs within their team — move a job from one crew member to another, or change a team-assigned job to an individual, without involving the Owner or Admin.
• Receive team-level notifications — missed clock-ins, overdue jobs, incomplete checklists, and GPS-triggered arrival alerts for their crew members.
• View team member GPS locations — during active work hours only. The lead can see where each crew member is on the map when a job is in progress. GPS tracking turns off automatically at end of shift.
• Approve time entries for their team — if time approval is enabled in settings, the Team Lead is the first approver before the Owner sees it. Useful for crews that submit weekly timesheets.
• View team-level job cost summaries — a Team Lead can see total labor hours and material costs per job for their crew. Profit margins are hidden from non-Admin leads — they see cost totals, not percentages.
• Claim unassigned jobs for their team — a Team Lead sees the unassigned queue and can pull jobs into their team's schedule without waiting for an Admin to route them.

Scope matters: Team Lead capabilities are limited entirely to their designated team. A lead for Roofing Crew A cannot see Roofing Crew B's jobs, approve Crew B's time entries, or reassign Crew B's work — even if they are an Admin by RBAC role.

Seat Billing Across Teams

Billing is account-wide — not per-team. Here's exactly how seats are counted so there are no surprises on your invoice.

Seat Counting Rules

• 1 user = 1 seat — a user who belongs to three teams still counts as one seat total.
• Team Leads = standard seats — the Team Lead designation does not add a cost premium. It's the same seat price as any other user.
• Deactivated users = 0 seats — deactivating a user immediately frees their seat. Their historical job data, time entries, and notes are retained in the system.
• Pending invites — invited users who haven't accepted yet do not consume a seat until they complete signup and activate their account.
• Owner account — the account owner always counts as 1 seat and cannot be deactivated without transferring ownership first.

Per-Team Seat Breakdown

The Billing page shows a per-team seat breakdown in addition to the account total.

Team	Active Members	Seat Count
Roofing Crew A	Jake Torres, Marcus Webb, Daniel Cruz	3
Roofing Crew B	Sarah Kim, Tom Yung	2
Estimating & Office	Linda Park, Carlos Reyes	2
Owner (no team)	Mike Anderson	1
Total		8 of 15 included seats

Use Cases by Business Type

Business Type	Team Structure	Why It Works
Solo contractor	1 default team	No multi-team setup needed. Everything works out of the box. The default team is created automatically on account signup.
2-crew roofing company	Crew A, Crew B	Route jobs per crew, compare monthly output side by side, let each Team Lead manage their own schedule without stepping on the other.
Multi-trade contractor	Roofing team, HVAC team, Gutters team	Keep work and job costs separate per trade. AI dispatch only routes roofing jobs to roofing techs, HVAC jobs to HVAC techs — no cross-contamination.
Multi-location franchise	North location, South location, East location	Separate calendars, job lists, and service areas per location. Each location manager acts as Team Lead for their geography. Owner sees all locations rolled up.
Office + field split	Field Crew, Office/Estimating	Estimators don't see field job cost data or crew GPS. Field techs don't see estimate pipelines. Both teams get a clean, focused view of only what's relevant to their work.

Related Pages

• Team & RBAC — individual roles, permissions, and user invite flows
• Smart Automation — AI dispatch rules and auto-assignment logic
• Notifications — configuring which alerts go to Team Leads vs. individual members
• Billing — plan seat limits, per-team breakdown, and overage handling