Now that your setup is complete, you are ready to schedule your first job. This guide walks you through the basic steps of adding jobs, assigning crews, and sending schedule notifications.
Step 1: Add a job to the schedule
Go to the Schedule page and select the job you want to schedule.
Choose the date you want the job to start.
Set a start time and an end time if needed.
Save the job to place it on the calendar.
Your job is now scheduled and visible in your calendar view.
Step 2: Use scheduler notes
Scheduler notes are internal notes that only schedulers and staff with scheduling access can see.
Add a scheduler note if you want to leave instructions such as which crew should handle the job.
Save the note.
Use Expand All to view scheduler notes on the calendar.
These notes are not sent to employees.
Step 3: Assign a crew to the job
Find the crew you want to assign in the Resources section.
Drag the crew onto the scheduled job.
Every person in that crew is now assigned to the job.
You will see a number next to the crew and each employee showing how many times they are scheduled in this view.
Step 4: Assign individual employees
If you need to add or move one person without changing the whole crew, drag that employee onto the job.
If the employee is already scheduled somewhere else, Crew Console will warn you about the conflict, but you can still assign them if needed.
You can also filter the schedule by a specific person to see only the jobs they are assigned to.
Step 5: Add an event note for employees
Event notes are the messages that go to employees in the field.
Open the scheduled job.
Enter your event note such as job details or special instructions.
Save the note.
Employees do not need the app to receive this message. They will get it by text when you send notifications.
Step 6: Notify employees by text
Click Notify to send the schedule message.
Employees receive
The job name
The address
Your event note
A good practice is to add yourself as a test employee with your own phone number so you can see exactly what the message looks like.
Step 7: Notify customers if needed
If the Customers feature is enabled and a customer is attached to the job, you can also send them a text message with job updates.
This is optional and useful for keeping clients informed.
Step 8: Create and use crews flexibly
Crews are flexible. You can
Assign a full crew to a job
Split crews for special assignments
Move individuals between jobs without changing their main crew
You can also rename or delete crews at any time. When a crew is deleted, employees simply move back to the unassigned list.
Step 9: Use colors and labels to organize people
Some companies use crews as permanent teams, while others use them to label roles such as foreman or laborer. The system is flexible, so you can organize your people in the way that works best for your operation.
You can also add symbols or emojis to employee names to highlight important details like certifications or licenses. The meaning of each emoji is completely up to your company. For example, you might use a truck icon to identify CDL drivers or another symbol to mark safety training. These emojis can be searched, making it easy to quickly find employees with the qualifications you need.
Step 10 duplicate jobs for future dates
If the same crew will return to a job later, you do not need to start over.
Open the scheduled job.
Choose Duplicate.
Select the new date.
Save.
The job, crew, and notes will copy over. You can then make small changes if needed.
Step 11 control when employees see jobs
When employees are assigned to a job, they can see it in the app if they use it.
If you prefer to wait, you can assign them later or schedule the job now and send notifications closer to the date. You can also hide jobs from the calendar view.