Managing Crew Member Schedules

Overview

Schedule Management gives you complete control over crew member assignments, project planning, and resource allocation. Create shifts, assign equipment, manage projects, and ensure your crew knows exactly where to be and when.

Key Capabilities:

• Create and edit shifts with click-to-edit interface
• Assign crew members to projects with specific activities
• Manage multiple equipment per shift
• Duplicate shifts for recurring schedules
• Filter by crew member for individual planning
• View day, work week, or full week schedules
• Track schedule statistics and coverage

Accessing Schedule Management

Understanding the Admin View

Main Interface Components

Key Elements:

1. View Selector (Day / Work Week / Full Week)
   • Choose how much schedule to display
2. Date Navigation
   • Previous Week / Next Week arrows
   • "This Week" quick jump button
   • Current week/day displayed in header
3. Crew Member Filter
   • Dropdown to filter by specific crew member
   • Shows "All Crew Members" by default
   • Selection persists while navigating
4. Create Shift Button (Orange)
   • Large, prominent button
   • Opens shift creation form
   • Always accessible at top
5. Schedule Statistics Panel
   • Total shifts this week
   • Number of workers scheduled
   • Active projects
   • Work week hours vs. full week hours
6. Shift Cards (Click-to-Edit)
   • Color-coded by project
   • All shift details visible
   • Click any card to edit instantly

Desktop vs. Mobile Layout

Desktop:

• Week view shows columns for each day
• Side-by-side project comparison
• Statistics panel in sidebar

Mobile:

• Stacked day cards
• Expandable days in week views
• Floating Create Shift button
• Statistics at top or collapsible

Creating New Shifts

Editing Shifts

Click-to-Edit Interface

The admin schedule features instant edit capability - no need to find an "edit" button!

To Edit a Shift:

1. Click anywhere on the shift card
2. The edit form opens immediately with all current values
3. Make your changes
4. Click "Save Changes"

What You Can Edit

Editable Fields:

• Crew member assignment (reassign shift to different person)
• Date (move shift to another day)
• Project, Location, Activity
• Start and End times
• Equipment assignments
• Status (Confirmed/Tentative)
• Notes

Deleting Shifts

To Delete a Shift:

1. Click the shift card to edit
2. Scroll to the bottom of the form
3. Click "Delete Shift" button
4. Confirm the deletion

Duplicating Shifts

Duplicate shifts to quickly create recurring schedules or assign multiple workers to the same project.

How to Duplicate

Option 1: From Shift Card

1. Look for the "Duplicate" icon or button on the shift card
2. Click to open duplication dialog

Option 2: From Edit Form

1. Click a shift to edit
2. Look for "Duplicate Shift" button in the form
3. Click to open duplication dialog

Duplication Dialog

You Can Choose:

• New Crew Member: Assign the duplicated shift to a different person
• New Date: Set when the duplicated shift occurs
• All other details (project, time, location, activity, equipment, notes) are copied

Example Uses:

• Create next week's shift for the same crew member
• Assign the same project to multiple crew members
• Replicate weekly recurring shifts

Managing Projects

Projects are the job sites where your crew works. Each project has a name, location, color, and status.

Accessing Project Management

1. Open Admin Settings Panel
2. Go to Schedule Management
3. Look for "Manage Projects" or "Projects" button/tab
4. Projects list opens

Creating a New Project

To Add a Project:

1. Click "Create Project" or "+ Add Project" button
2. Fill in the form:
   • Name* (required): Project identifier
   • Location: Address or site description
   • Color*: Choose a color for visual distinction
   • Status: Active (default) or Inactive
3. Click "Save" or "Create"

Color Coding Strategy

Colors help workers quickly identify projects on their schedule.

Best Practices:

• Unique colors: Each active project should have a distinct color
• Consistent usage: Don't change colors frequently
• Meaningful choices:
  • Red/Orange for urgent projects
  • Blue/Green for ongoing projects
  • Yellow for short-term jobs
• Avoid similar shades: Don't use both light blue and dark blue

Deactivating Projects

Instead of deleting completed projects, mark them as Inactive.

Why Deactivate Instead of Delete:

• Preserves historical schedule data
• Keeps past shifts visible for records
• Can reactivate if project resumes

To Deactivate:

1. Edit the project
2. Change Status to "Inactive"
3. Save

Managing Equipment

Equipment includes vehicles, tools, and machinery that can be assigned to shifts.

Accessing Equipment Management

1. Open Admin Settings Panel
2. Go to Schedule Management
3. Look for "Manage Equipment" or "Equipment" button/tab
4. Equipment list opens

Adding New Equipment

To Add Equipment:

1. Click "Create Equipment" or "+ Add Equipment" button
2. Fill in the form:
   • Name* (required): Identifier (e.g., "Truck #5", "Forklift B")
   • Type: Category for organization
   • Visibility: Active (default) or Inactive
3. Click "Save" or "Create"

Equipment Types

Organize equipment by category:

Common Types:

• Vehicles: Trucks, vans, trailers
• Heavy Machinery: Excavators, bobcats, forklifts, scissor lifts
• Power Tools: Drills, saws, nail guns, grinders
• Safety Equipment: Scaffolding, harnesses, barriers
• Specialty Tools: Laser levels, pipe threaders, concrete mixers

Deactivating Equipment

Mark equipment as Inactive when it's no longer available (sold, broken, retired).

To Deactivate:

1. Edit the equipment
2. Change Visibility to "Inactive"
3. Save

Filtering and Views

Filtering by Crew Member

View a specific crew member's schedule to plan their assignments.

To Filter:

1. Look for the "Crew Member" dropdown
2. Select a crew member's name from the list
3. The schedule filters to show only that person's shifts

Features:

• Persistent selection: Stays active as you navigate dates
• "All Crew Members" option to see everyone again
• Quick planning: Focus on one person's week

View Mode Selection

Choose how much schedule to display: Day, Work Week, or Full Week.

Day View

• Best for: Daily planning, mobile devices
• Shows: Single day with all shifts
• Navigate: Previous Day / Next Day arrows

Work Week View (Monday - Friday)

• Best for: Standard work weeks, most common view
• Shows: Five days (Mon-Fri) in stacked or grid layout
• Navigate: Previous Week / Next Week arrows
• Statistics: Work week hours calculated

Full Week View (Sunday - Saturday)

• Best for: Weekend work, complete weekly overview
• Shows: All seven days
• Navigate: Previous Week / Next Week arrows
• Statistics: Full week hours vs. work week hours

Schedule Statistics

The statistics panel shows useful metrics about your schedule.

Metrics Displayed:

• Total Shifts: Number of shifts this week/day
• Crew Members Scheduled: How many crew members have assignments
• Active Projects: Number of different job sites
• Work Week Hours: Total hours Monday-Friday
• Full Week Hours: Total hours Sunday-Saturday (if different)

Coming Soon Features

The following features are planned for future releases and will enhance schedule management:

Drag and Drop to Copy Shifts

What It Will Do:

• Click and drag a shift card to another day
• Release to create a duplicate on the new date
• Faster than using the Duplicate button

Example Use Case:

• Creating recurring weekly shifts
• Drag Monday's shift to next Monday in seconds
• Visual, intuitive workflow

Status: In development | Expected: Future release

Assign Multiple Crew Members to a Single Shift

What It Will Do:

• When creating or editing a shift, select multiple crew members at once
• All selected crew members receive identical shift details
• Saves time when assigning crews to the same project

Example Use Case:

• 5 crew members needed at Balmoral tomorrow, all 7 AM - 3 PM, all on framing
• Select all 5 crew members in one operation
• Create 5 identical shifts instantly

Status: Planned | Expected: Future release

Tips & Best Practices

Plan Ahead

• Schedule at least 2-3 days in advance to give crew members notice
• Crew members appreciate knowing their week by Friday afternoon
• Last-minute changes cause confusion and scheduling conflicts

Use Detailed Notes

• Include specific instructions in the Notes field
• Examples:
  • "Bring fall protection - working above 6 feet"
  • "Client will be on-site at 2 PM for walkthrough"
  • "Lunch provided today"
• Crew members read notes carefully

Assign Equipment Accurately

• List all required equipment so crew members come prepared
• Include vehicles if crew members need to drive specific trucks
• Prevents delays from crew members forgetting tools

Color Code Strategically

• Assign distinct colors to active projects
• Crew members learn colors quickly and scan schedules faster
• Update inactive project colors to gray/black

Duplicate for Efficiency

• Use Duplicate Shift extensively to save time
• Standard shifts (same time, same activity) are perfect for duplication
• Faster than filling out the full form repeatedly

Filter When Planning

• Filter by crew member to see their full week
• Helps identify overbooked or underutilized crew members
• Useful for planning time off requests

Check Statistics

• Review weekly hours to ensure adequate coverage
• If work week hours are low, you may need more shifts
• Balance workload across crew members

Keep Projects Updated

• Mark completed projects as Inactive to declutter dropdowns
• Keep location information current as sites change
• Review project list monthly

Communicate Changes

• Let crew members know when major schedule changes happen
• Use the Notifications feature to announce changes
• Phone calls for same-day changes

Troubleshooting

Need More Help?

If you have questions about schedule management or need assistance, here are your options: