Use Crew Scheduling

Overview

Crew Scheduling helps commercial and construction businesses manage their workforce on a weekly scale. Use it as a scheduling tool to complement the Daily and Weekly Dispatch Board. With the new Crew Scheduling Board, dispatchers can:

• Create Crews: Create crews with crew leads for a single point of accountability. Include permanent or floating members for flexible scheduling.

• Optimize Scheduling: Use a one-week calendar view to plan ahead and see crew availability in real-time. Assign crews to multi-day job appointments while preventing conflicts.

• Manage Workforce Visibility and Efficiency: Track which crews are assigned to which job appointments in a centralized view. See real-time updates to ensure availability changes and reassignments are reflected instantly.

Things to know

• To get the most out of Crew Scheduling, set up Technician Shifts so you can clearly see which technicians are available and which technicians are unavailable on the Crew Scheduling Board. For more on how to use technician shifts, see Use Technician Shifts.

• The crew lead is always listed at the top of the crew with a yellow star icon to indicate that they're the crew lead.

• Each crew member, including the lead, has a label under their name that corresponds to the technician role selected in their technician profile.

• Solid lines within a crew indicate permanent members who are linked to the crew.

• Dotted lines within a crew indicate floating members who are not linked to the crew.

• Crew leads cannot be unlinked.

Benefits

• Improved Scheduling Accuracy: Reduce double-booking and conflicts with real-time availability tracking.

• Increased Productivity: Enable dispatchers to efficiently assign the right crews to the right job appointments, minimizing idle time.

• Better Crew Utilization: Allow for flexible workforce planning with permanent and floating members.

• Clear Leadership Structure: Assign crew leads to ensure accountability and streamlined communication.

• Optimized Resource Allocation: Reduce labor costs by ensuring the right number of technicians are scheduled.

Get started

Before your office can start using Crew Scheduling, administrators must:

• Enable the Lead technician actions permission for each technician who will be designated as a crew lead.

• Enable the Access Crew Scheduling Board permission for each office employee who will be managing the Crew Scheduling Board.

Step 1: Enable permissions for technician crew leads

1. Go to Settings>People>Technicians.

2. Locate the technician you want to designate as a crew lead and click Edit next to their profile.

   Note: Only managed technicians can be crew leads.

3. Click the Permissions tab and select the Lead technician actions permission.

4. When finished, click Save Changes.

Repeat these steps for each technician who needs to be a crew lead.

Step 2: Enable permissions for office employee managing Crew Scheduling

1. Go to Settings>People>Employees.

2. Locate the office employee for which you want to give access to the Crew Scheduling Board and click Edit next to their profile.

3. Click the Permissions tab and select the Access Crew Scheduling Board permission.

4. When finished, click Save Changes.

Repeat these steps for each office employee who needs access to the Crew Scheduling Board.

After the required permissions are enabled for technician crew leads and office employees, your office team can start using Crew Scheduling.

Open the Crew Scheduling Board

1. Go to the navigation bar and click Dispatch.

2. On the Daily Dispatch Board that opens, click the dropdown at the top of the screen then select Crews.

When you first access the Crew Scheduling board, a Crew Lead Technician Impact pop-up appears. Select one of the following:

• Yes, auto-create crews: The system automatically creates a crew for each technician with Lead Technician permissions, adding them as the initial member.

• No, I want to create them manually: No crews are created. You'll start with a blank slate and be guided to set up crews manually.

Overview of the Crew Scheduling Board

At the top of the Crew Scheduling Board, you can:

• Click the date range and select the starting day for the seven-day period you want to view.

• Click Back   to view the previous seven-day period. Click Forwardto view the next seven-day period.

• Click Today to jump to today's date.

• Click Share Feedback to send feature feedback to our team.

• Click Create Crew to add a new crew to the board.

• Sort Crew Scheduling by:

  • Crew Name (A–Z / Z–A): Alphabetically sort crews by name. Switch between ascending and descending.

  • Sort by Number of Jobs Assigned: Sort crews by the number of jobs scheduled today. Defaults to descending from most to fewest.

  • Availability: Based on total unscheduled time for the day. Crews with the most availability appear first.

  • Sort by First Start Time: Sort crews by the earliest job start time on the board.

• Click Dispatch Preferences to:

  • Turn weekends on or off on your calendar. Weekends are shown by default.

  • Switch between a large and medium panel layout, depending on what best fits your screen.

In the main view of the Crew Scheduling Board, you can:

• See each crew your team has set up.

  Note: You might see pre-existing crews when you first start using Crew Management. For example, Crew 1, Crew 2, and so on. We've done this to help get you started with Crew Scheduling right away after it's enabled for your account.

• Review each crew member's schedule, which includes their non-job events, availability—Available or Unavailable—based on Technician Shifts, and jobs they're currently assigned to.  

  Note: Available means the technician has a Regular, On-Call, or Overnight shift. Unavailable means the technician doesn't have any shifts at all. For more, see Use Technician Shifts.

• Click a job bubble within a crew member's schedule to open and use the Job Details Flyout for that job.

• Collapse   or Expand each crew to adjust your view.

• Look at the top row of a crew to see the number of technicians assigned to a given appointment compared to the number of technicians needed to complete it.You can click an appointment in the top row to change the number of crew members needed for it.If the number you enter exceeds the number of technicians currently assigned, you see a warning informing you that more technicians need to be assigned to the appointment to meet the required number of technicians that were entered for it.

Manage job appointments on the Crew Scheduling Board

Job bubbles on the Crew Scheduling Board are indicated by a short code that, by default, uses the first six letters of the job type of the job. You can click a job bubble within a crew member's schedule to open and manage the job details for that job.

Note: If a technician is assigned or unassigned to a job appointment, they will not be automatically added or removed from any crews linked to that job. For example, if Crew 1 has three technicians assigned to Drywall Install and you assign a new technician to the job, they won't automatically be added to Crew 1.

The Job Details Panel on the Crew Scheduling Board is similar to the Job Details Flyout on the Daily and Weekly Dispatch Board, with a few key differences:

• Click the job number to open the full job record.

• Click Editto change the color and six-digit short of the job bubble on the Crews Board.

• Select an appointment or multiple appointments to change the assigned technicians.

  Tip: You can also click Editnext to the currently assigned technicians to change assignment.

  
  

Create a crew

1. At the top of the Crew Scheduling Board, click Create Crew.

2. On the Create Crew pop-up, enter the following information:

   1. Crew Name: Enter a name for the crew. For example, Demo & Excavation Team, Electrical Installation Team, Framing Crew A, and so on.

   2. Select Technicians: Select members for the crew. These are technicians who work under the crew lead.

   3. Link technicians to selected crew: Select this option if you want to designate the crew members as permanent. Deselect this option to designate the crew members floating. For more, see the Link or unlink technicians to indicate permanent or floating crew members section of this guide.

   4. Select Crew Lead: Choose a lead technician for the crew. Each crew must have a managed technician who has the Lead technician actions permission enabled. This allows them to manage crews in ServiceTitan Mobile.

3. When finished, click Create.

Add a technician to a crew

1. On the Crew Scheduling Board, click the name of the crew then select Add crew member.

2. On the pop-up that opens, select the technician or technicians you want to add to the crew.

   Note: On the Crew Scheduling board, you can view all crews a technician is assigned to, including each crew they are associated with.

3. Select Link technicians to selected crew if you want to designate the new crew members as permanent. Deselect this option to designate the crew members floating. For more, see the Link or unlink technicians to indicate permanent or floating crew members section of this guide.

4. When finished, click Add.

Remove a technician from a crew

1. On the Crew Scheduling Board, locate the crew from which you want to remove a technician.

2. Click the name of the technician you want to remove then select Remove from this crew.

3. On the pop-up that opens, confirm that you want to remove this technician from the crew.

Link or unlink technicians to indicate permanent or floating crew members

Linking or unlinking a technician from a crew adds a visual indicator to help you remember which members should be considered permanent and which can be considered floating.

• A solid line means the technician is a linked crew member. Consider linked technicians to be permanent crew members who shouldn't be moved from crew to crew.

• A dotted line means the technician is an unlinked crew member. Consider unlinked technicians to be floating crew members who can be moved from crew to crew as needed.

Unlink a technician to designate them as a floating crew member

1. On the Crew Scheduling Board, click the name of the technician.

2. Click Unlink from this crew.

This adds a dotted line next to the technician and moves them to the bottom of the crew list. Unlinked members at the bottom of the crew list are shown in alphabetical order.

Link a technician to designate them as a permanent crew member

1. On the Crew Scheduling Board, click the name of the technician.

2. Click Link to this crew.

This adds a solid line next to the technician and moves them to the top of the crew member list. Linked members at the top of the crew list are shown in alphabetical order, except for the crew lead who is always listed above everyone else.

Rename a crew

1. On the Crew Scheduling Board, click the name of the crew then select Rename Crew.

2. On the pop-up that opens, enter the new crew name then click Save.

Delete a crew

1. On the Crew Scheduling Board, click the name of the crew then select Delete crew.

2. On the pop-up that opens, click Yes to confirm that you want to permanently delete the crew.

Want to learn more?

• See Use the Daily Dispatch Board

• See Use the Weekly Dispatch Board