Manage Crew Assignments

What this guide covers

This guide explains how to manage crew assignments in the JobsiteOn schedule. Crews let you group multiple team members together for jobs that require more than one person on site. You will learn what crews are, how they differ from individual assignments, how to create a crew, assign events to crews, and follow best practices for crew-based scheduling.

Before you begin

• You need an active JobsiteOn account with access to the Schedule module.
• Navigate to /schedule from the main sidebar.
• Confirm you have multiple team members added under the Team section at /team.
• Understand individual event assignment. If you have not assigned events to individual team members yet, review the Assign Events to Team Members guide first.

Understanding crews

A crew is a named group of team members who work together on the same job or event. While individual assignment puts one person on an event, a crew assignment puts multiple people on it. This is common in field service work where jobs require a team effort.

When to use crews

Crews are appropriate when:

• A job requires multiple skill sets -- An HVAC installation might need a technician and a helper.
• Heavy or large-scale work -- Moving equipment, large property cleanups, or multi-room renovations.
• Safety requirements -- Some job sites require two or more workers on site.
• Training situations -- Pairing an experienced technician with a trainee.

Crews vs. individual assignment

Feature	Individual Assignment	Crew Assignment
People per event	One	Two or more
Calendar display	Event in one member's column	Event with crew member indicators
Notifications	Sent to one person	Sent to all crew members
Dispatch board	Event in one column	Event shows crew badge
Scheduling conflicts	Check one calendar	Check all crew members' calendars

Step 1: Create a crew

Before assigning events to a crew, you need to define the crew membership.

Setting up a new crew

1. Navigate to the crew management area within the Team or Schedule settings.
2. Click Create Crew or New Crew.
3. Enter a descriptive crew name. Good names indicate the crew's purpose or composition:
   • "Install Team A" is better than "Crew 1."
   • "Liam + Sofia" is acceptable for small, consistent pairings.
4. Add team members to the crew by selecting them from the member list.
5. Designate one member as the primary crew lead if applicable. The primary member is the main point of contact for the event.
6. Save the crew.

Crew membership

A crew can have any number of members, though most field service crews range from two to five people. Each member keeps their individual calendar -- crew membership adds a layer on top of their personal schedule.

Tip: Name crews by their function or trade rather than by member names. If a member leaves and is replaced, you only need to update the crew roster rather than renaming it.

Step 2: Assign an event to a crew

When creating or editing an event, you can assign it to a crew instead of an individual.

During event creation

1. Open the event creation form at /schedule/new or via the quick-create popover.
2. Fill in the event details (title, type, date, time, contact, property).
3. In the assignment section, look for the option to switch between individual and crew assignment.
4. Select Crew as the assignment type.
5. Choose the crew from the dropdown of available crews.
6. The event now lists all crew members in the assignment field.
7. Save the event.

During event editing

1. Click an existing event card on the calendar.
2. Click Edit Event to open the edit form at /schedule/[id]/edit.
3. Change the assignment from individual to crew or select a different crew.
4. Save the changes.

What happens when you assign a crew

• All crew members receive email notifications about the event.
• The event appears on each crew member's individual calendar.
• The event card on the schedule displays a crew indicator showing the number of members.
• The dispatch board shows the event with a crew badge in the primary member's column.

Step 3: View crew events on the calendar

Crew events appear differently than individually assigned events to help you distinguish them at a glance.

Event card display

A crew-assigned event card shows:

• The event title and time range as usual.
• A crew badge or indicator showing the crew name or member count.
• Crew member initials or avatars (space permitting).
• The primary crew member's color as the main card color.

Multiple calendar appearances

Since a crew event involves multiple people, it appears in each member's calendar column in Day view. This is not a duplicate -- it is the same event shown in multiple columns because multiple people are assigned.

Note: When reviewing the total event count for a day, crew events count as one event even though they appear in multiple columns. The calendar tracks unique events, not column appearances.

Step 4: Edit crew membership on an event

You can adjust which crew members are on a specific event without changing the crew definition.

Adding a member to the event

1. Open the event edit form.
2. In the crew assignment section, add an additional team member.
3. Save the event.
4. The new member receives a notification and the event appears on their calendar.

Removing a member from the event

1. Open the event edit form.
2. In the crew assignment section, remove the member.
3. Save the event.
4. The removed member's calendar no longer shows this event.

Changing the primary member

1. Open the event edit form.
2. In the crew section, change which member is designated as primary.
3. Save the event.
4. The event card updates to reflect the new primary member's color and position.

Tip: Event-level crew changes do not affect the saved crew definition. If you add a temporary helper to one event, it does not change the crew roster for future events.

Step 5: Manage crew rosters

Over time, you may need to update who belongs to a crew.

Adding a new member to a crew

1. Navigate to crew management.
2. Select the crew you want to modify.
3. Add the new team member.
4. Save the crew.

Future events assigned to this crew will include the new member. Existing events already saved are not retroactively updated -- you need to edit those individually if the new member should be added.

Removing a member from a crew

1. Navigate to crew management.
2. Select the crew.
3. Remove the member from the roster.
4. Save the crew.

The removed member is no longer part of new assignments for this crew. Existing events where they were already assigned retain their current membership unless you edit them.

Disbanding a crew

If a crew is no longer needed:

1. Navigate to crew management.
2. Select the crew.
3. Delete the crew.

Existing events that were assigned to this crew retain their individual member assignments. The crew label is removed but the people remain on the events.

Step 6: Schedule around crew conflicts

When assigning a crew event, all crew members need to be available at the scheduled time. Here are strategies for handling conflicts.

Check all members' calendars

Before assigning a crew event:

1. Use the team filter to show only the crew members on the calendar.
2. Navigate to the intended date and time.
3. Confirm all members are free during the planned window.

Resolving conflicts

If one crew member has a conflict:

• Reschedule the crew event -- Move it to a time when all members are available.
• Swap a crew member -- Replace the conflicted member with a substitute for this event only.
• Split the work -- If the job allows, schedule the available members first and add the remaining member at a later time.

Note: JobsiteOn does not currently block crew assignment when a conflict exists. You can assign a crew event that overlaps with individual events, but this creates a scheduling conflict that your team needs to manage.

Best practices for crew scheduling

Keep crews stable

Consistent crews work better together. Avoid reshuffling crew membership frequently. When changes are needed, communicate them clearly to all affected team members.

Use the primary member for communication

Designate a primary crew member as the point of contact for the customer and the dispatcher. This avoids confusion about who is responsible for updates.

Plan crew capacity separately

Crews consume multiple team members for a single event. When planning weekly capacity, account for the fact that a crew event blocks all members' calendars for that time window.

Review crew utilization monthly

Check which crews are being used regularly and which are idle. Disband unused crews to keep your crew list manageable. Create new crews as team composition changes.

Document crew-specific notes

Use the event description field to note crew-specific instructions, such as which vehicle to take, which member handles which task, or any special equipment needed.

Troubleshooting

I assigned a crew but only one member sees the event

Confirm the crew assignment saved correctly by opening the event detail. If only the primary member is listed, the assignment may have reverted to individual. Re-edit the event and select the full crew.

A crew member was removed from the team but is still on events

When a team member is deactivated, their existing event assignments may persist. Review upcoming events for that member and reassign or update the crew membership on each affected event.

I cannot find the crew assignment option on the event form

Crew assignment may require enabling in your workspace settings. Check Schedule or Team settings for a crew-related toggle. If the feature is not available, contact your workspace admin.

The dispatch board shows the event in multiple columns

This is expected for crew events. The event appears in each crew member's column. It is the same event, not duplicates.

Crew events do not appear in the unassigned panel

Correctly assigned crew events should not appear in the unassigned panel because they have assigned members. If a crew event shows as unassigned, the crew assignment may not have saved. Edit the event and reassign the crew.

FAQ

Can a team member belong to multiple crews?

Yes. A team member can be part of any number of crews. When scheduling, check for conflicts since the member's time is shared across all their crews and individual assignments.

Do crew members get individual notifications?

Yes. Each crew member receives their own email notification when assigned to an event. Notifications include the event details and the other crew members on the job.

Can I assign a crew to a recurring event?

Yes. When setting up a recurring event, assign a crew during creation. Each occurrence inherits the crew assignment. You can override individual occurrences if needed.

How many members can a crew have?

There is no hard limit on crew size. Practical considerations like calendar readability and notification volume make smaller crews (two to five members) more manageable.

Can customers see who is on the crew?

Customer-facing communications show the scheduled team as configured in your notification templates. The level of detail about individual crew members depends on your workspace settings.

Related articles

• Assign Events to Team Members
• Use the Dispatch Board
• Filter Schedule by Team Member
• Set Up Recurring Schedules