Assign Events to Team Members

What this guide covers

This guide explains how to assign scheduled events to team members in JobsiteOn. You will learn how to assign a team member during event creation, reassign events after they have been saved, view team availability on the calendar, and understand how the dispatch board provides an overview of your team's workload. By the end, you will be able to route work to the right person efficiently.

Before you begin

• You need an active JobsiteOn account with access to the Schedule module.
• Confirm that team members have been added under the Team section at /team.
• Navigate to /schedule from the main sidebar.
• If you have not created events yet, review the Create a New Scheduled Event guide first.

Understanding assignment basics

Every scheduled event in JobsiteOn can be either assigned to a specific team member or left unassigned. The assignment determines where the event appears on the calendar and who receives notifications about it.

Assigned events

When you assign an event to a team member:

• The event appears in that member's column in day and week views.
• The member receives an email notification about the event.
• The event card displays the member's name or initials.
• If the event time changes, the member receives an updated notification.

Unassigned events

When you leave an event unassigned:

• The event still appears on the calendar in the date and time you set.
• The event is visible in the dispatch board's unassigned panel.
• No team member receives a notification.
• You can assign someone later without recreating the event.

Step 1: Assign a team member during event creation

When creating a new event at /schedule/new or through the quick-create popover, the form includes an assignee dropdown.

Using the assignee dropdown

1. Click the assignee field on the event creation form.
2. A dropdown appears showing your active team members.
3. Each entry shows the member's avatar, name, and email address.
4. Click a team member to select them.
5. The dropdown closes and displays the selected member's name.

The list is populated from a cache-first active team-member list, so it loads quickly even if your team is large.

Skipping assignment

To leave the event unassigned, simply do not select anyone from the dropdown. The field defaults to Unassigned and the event saves without an assignee.

Tip: It is common to create events without an assignment when the dispatcher has not yet decided who should handle the work. Unassigned events appear in the dispatch board's unassigned panel, making them easy to find and assign later.

Step 2: Reassign an existing event

If you need to change who is assigned to an event after it has been saved, follow these steps:

From the event detail sidebar

1. Click the event card on the calendar to open the event detail sidebar.
2. Click Edit Event to open the edit form at /schedule/[id]/edit.
3. Locate the assignee dropdown.
4. Click the dropdown to see the team member list.
5. Select a different team member or clear the selection to make it unassigned.
6. Click Save to apply the change.

What happens on reassignment

• The newly assigned member receives an email notification.
• The event moves to the new member's calendar column.
• The previous assignee's calendar no longer shows the event.
• The event detail sidebar reflects the updated assignment immediately after save.

Clearing an assignment

To remove an assignment entirely:

1. Open the event edit form.
2. Click the assignee dropdown.
3. Select the clear option to switch back to Unassigned.
4. Save the event.

The event remains on the calendar at its scheduled time but is no longer associated with any team member. It reappears in the dispatch board's unassigned panel.

Step 3: View team availability

Before assigning an event, you often need to check who is available. JobsiteOn provides several ways to assess team availability.

Day view team columns

In day view, each team member with events that day has a dedicated column. You can see at a glance which members have open time slots and which are fully booked.

Week view overview

Week view shows all seven days with events plotted across the time grid. While it does not split into per-member columns by default, you can use team filters to isolate individual schedules and compare availability.

Find a Time

The Find a Time feature on the event creation form shows available slots across team members. It factors in existing appointments and optionally travel time. This is the most accurate way to find open windows.

Note: Team availability is based on scheduled events only. It does not account for time-off or personal calendars unless those are entered as events in JobsiteOn.

Step 4: Use the dispatch board for assignment

The dispatch board at /schedule (accessed via the Dispatch view) provides a team-centric layout designed specifically for dispatching work.

Dispatch board layout

• Unassigned panel -- Shows events that have not been assigned to anyone.
• Team member columns -- Each active team member has a column showing their day's events.
• Drag and drop -- Move events from the unassigned panel to a team member column to assign them.

Assigning from the dispatch board

1. Switch to the Dispatch view using the view switcher in the schedule header.
2. Locate the event in the unassigned panel on the left.
3. Drag the event card from the unassigned panel.
4. Drop it onto the target team member's column.
5. The event is now assigned to that member.

This method is faster than editing each event individually when you are dispatching multiple jobs at the start of the day.

Tip: The dispatch board is covered in full detail in the Use the Dispatch Board guide. This section provides a quick overview of assignment-specific actions.

Step 5: Assign via drag and drop on the calendar

In day and week views, you can drag an event card from one team member's column to another. This reassigns the event without opening the edit form.

1. Click and hold the event card.
2. Drag it to another team member's column.
3. Release the card in the desired time slot.
4. The event saves in place and a confirmation toast appears.
5. The newly assigned team member receives an email notification.

Note: Drag-and-drop assignment changes both the team member and the time if you drop the event in a different slot. To change only the assignment without moving the time, drop the card at the same time position in the new column.

Step 6: Add a new team member from the event form

If the team member you need is not in the assignee dropdown:

1. Scroll to the bottom of the dropdown list.
2. Click Add New Team Member.
3. You are navigated to /team/new to create the new member.
4. After adding the member, return to the event creation or edit form.
5. The new member now appears in the assignee dropdown.

This shortcut saves you from leaving the scheduling workflow to set up a new team member.

Step 7: Understand assignment notifications

Notifications are a key part of the assignment workflow. Knowing what triggers a notification helps you communicate changes effectively.

When notifications are sent

• New assignment -- The assigned team member receives an email when first assigned to an event.
• Reassignment -- The newly assigned member receives a notification. The previous assignee does not receive a removal notification, but the event disappears from their calendar.
• Time change -- If an assigned event's time is changed (via edit or drag and drop), the assigned member receives an updated notification with the new schedule.
• Unassignment -- Clearing the assignee does not send a notification. The event simply disappears from the former assignee's calendar.

Notification content

Assignment notifications include the event title, date and time, location (if set), and a link to view the event. Team members can review the details and plan their day accordingly.

Tip: When making multiple changes to an event (time, assignment, and description), make all changes in one save to avoid sending multiple notifications for the same event.

Best practices for team assignment

Assign during morning dispatch

Set aside time each morning to review unassigned events and assign them to team members. The dispatch board is ideal for this workflow because it shows the unassigned panel next to team columns.

Consider skills and proximity

When choosing who to assign, consider the team member's skills, current location (if they are already in the field), and how the new event fits into their existing schedule.

Communicate reassignments

When reassigning an event from one member to another, the system handles notifications automatically. However, for high-priority or time-sensitive changes, a direct message or call to both team members helps ensure everyone is aligned.

Keep assignments up to date

If plans change throughout the day, update assignments promptly. Stale assignments lead to confusion when team members check their calendars and find work that no longer applies to them.

Troubleshooting

The team member I need is not in the dropdown

The dropdown shows active team members only. If the person was deactivated or removed, they will not appear. Check the Team section at /team to confirm their status.

I assigned the wrong person and already saved

Open the event from the calendar, click Edit Event, and change the assignee. There is no undo button, but reassignment is quick and notifies the correct person.

The event did not move to the new team member's column

After reassigning and saving, the calendar should update immediately. If the event still shows under the old member, refresh the page. Confirm the save was successful by reopening the event detail.

Drag and drop is not working

Drag and drop for assignment works in day and week views, and on the dispatch board. It is not available in month view. Ensure you are clicking and holding the event card, not just clicking it (which opens the detail sidebar).

I want to assign an event to multiple people

Individual event assignment supports one team member per event. To assign work to multiple people, use crews instead. The Manage Crew Assignments guide covers creating and assigning crews.

FAQ

Do team members get notified when assigned?

Yes. When you assign or reassign an event, the team member receives an email notification with the event details. If the event time changes after assignment, they receive an updated notification.

Can team members see only their own schedule?

Team members can use the team filter to view only their events. The visibility of other members' schedules depends on the role and permissions configured in your workspace.

What happens to unassigned events?

Unassigned events remain on the calendar at their scheduled date and time. They also appear in the dispatch board's unassigned panel. They are not lost or hidden -- they just do not have an owner yet.

Can I assign events in bulk?

Bulk assignment is not available as a single action. Use the dispatch board's drag-and-drop workflow to quickly assign multiple unassigned events in sequence.

Related articles

• Create a New Scheduled Event
• Use the Dispatch Board
• Filter Schedule by Team Member
• Manage Crew Assignments