# Set up crews and checklists > Group your people into crews (teams) with a color for the schedule, and build the checklists crews fill in on a visit, with checkboxes, numbers, choices, photos and signatures. Crews (teams) group the people who work together, so you can book a visit to "Mowing crew 2" instead of ticking four names every time. Checklists are the forms a crew fills in on a visit: a quality check, safety steps, a sign-off from the client. Both are under **Settings**, in the **Team** group. ## Who can set them up Owners, and admins and office staff whose role has **Price list, checklists, crews and booking forms**, see **Settings → Crews** and **Settings → Checklists**. See [What each role can see and do](https://crewtavo.com/docs/team/roles-and-permissions/). ## Add a crew 1. Open **Settings → Crews**. 2. Type the crew's name in the box ("New crew name, e.g. Mowing crew 2") and choose **Add crew**. It gets a color of its own. 3. On the crew's card, tick the people on it. Everyone on your team is listed, with their role. Someone can be on more than one crew. Changes save as you make them. To rename a crew, click its name, type, and click away. To change its color, click the color square next to the name. If nobody's listed, invite your team first under **Settings → People**. See [Invite your team and set roles](https://crewtavo.com/docs/getting-started/invite-your-team/). ## What crews do - **The schedule:** on **Day**, each crew has its own lane, and every visit has its crew's color. The **Crew** filter shows one crew at a time. See [Run the schedule day to day](https://crewtavo.com/docs/jobs/run-the-schedule/). - **Visits:** picking a **Crew** on a visit ticks its people under **People**, if nobody's been picked yet. - **Jobs:** a job's **Default crew** gets the job's new visits, including every visit of a recurring service. See [Create a job or recurring service](https://crewtavo.com/docs/jobs/jobs-and-recurring-service/). - **Routes:** each crew's day is put in driving order on its own. See [Schedule visits and organize mowing routes](https://crewtavo.com/docs/jobs/schedule-and-routes/). - **Crew leads:** someone with the **Crew lead** access level (like the starter **Foreman** role) schedules and staffs the crews they're on, and approves their crew's time on **Timesheets** if their role has **Approve timesheets (crew leads: their crew's)**. They see their crew's visits on **My day**. - **Equipment:** a machine given to a crew shows on its people's **My day**. See [Track equipment and maintenance](https://crewtavo.com/docs/jobs/equipment/). - **Team chat:** if you've installed Team chat, each crew has its own channel, and a crew you add later gets one too. See [Talk to your team with Team chat](https://crewtavo.com/docs/connections/team-chat/). :::caution Field crew (the **Employee** role) only see visits they're on under **People**, not every visit for their crew. Picking the crew in the visit form ticks its people for you. But a recurring job's visits, and visits from **Add a visit to many jobs**, only get the crew, so tick the people on them too, or your field crew won't see them. ::: ## Hide or delete a crew Open the **⋯** menu on the crew's card: - **Hide from the schedule** takes the crew's lane off the schedule and out of the crew pickers, for a crew you only use in summer, say. Its visits show under **No crew**, and its card is faded. **Show on the schedule** brings it back. - **Delete crew** asks "Delete Mowing crew 2?": "Visits assigned to this crew keep their people but lose the crew." Jobs that had it as their **Default crew**, and equipment given to it, lose it too. ## Build a checklist Your trade preset starts you with a checklist or two, like "Weekly mow standard". To make your own: 1. Open **Settings → Checklists** and choose **New checklist**. It starts with one item, "Work completed as described". 2. Give it a **Checklist name**. Under **Use on jobs with** (optional), add the price list items it goes with: it then comes up by itself on visits for jobs with any of them. With none, crews can pick it on any job. 3. For each item, type what the crew should check or record, and pick its type: | Type | What the crew does | | --- | --- | | **Checkbox** | Ticks it. | | **Text** | Types a few words. | | **Number** | Types a number, like a depth or a reading. | | **Choice** | Picks one answer. Type the answers under it, separated by commas (it starts with "Yes, No"). | | **Photo** | Takes photos with the item's **Add photos** button. They're saved with the visit's photos. | | **Signature** | Has the person sign with their finger and type their printed name. | 4. Tick **Required** on the items that have to be filled in before the checklist can be marked done. 5. Use the arrows (**Move up**, **Move down**) to change the order, the bin (**Remove item**) to take one out, and **Add item** for more, up to 60. 6. Choose **Save checklist**. **Discard changes** puts it back the way it was. **Crews can use this checklist** decides whether crews see it. Turn it off (and choose **Save checklist**) for one you're still writing, and it's listed as "hidden". :::note A **Photo** item isn't a check: it's never counted as missing, even when it's **Required**. The photos go under **Photos** on the visit. ::: ## How a checklist gets onto a visit Every visit shows a checklist when at least one has **Crews can use this checklist** on: - A checklist whose **Use on jobs with** items are on the visit's job comes up by itself, under its own name. A visit can have more than one. - The crew can pick one more from the rest under **Choose a checklist…** (on a card called **Another checklist** when some came up by themselves). With just one checklist on, and none that came up by itself, it's already picked. Checklists are filled in fresh on each visit, so a weekly mowing job gets new ones every week. The crew's side is in [Your day in the field](https://crewtavo.com/docs/field/your-day-in-the-field/): answers save themselves as the crew goes, and **Complete visit** marks the checklist done once every required item is filled in. **Mark done** only shows once they are, and not while the visit is in progress. It works with no signal and sends later. Anyone working the visit can fill it in: the people on it and the people on its crew. Once it's done it's locked, and a crew lead can choose **Reopen checklist** to change it. ### If the crew completes the visit first While required items are empty, **Complete visit** shows how many are left, like "2 required left". The first tap takes the crew to the first one. Tapped again, Crewtavo asks "The checklist isn't done", listing what's still needed: "The office will see the checklist is unfinished." **Complete anyway** completes the visit and leaves the checklist as it is, not done. **Keep working** goes back to it. If no checklist is picked, there's no question. ### Where to see the answers Crew leads and field crew see the answers, and the visit's photos, on the visit's own page. They open it from a visit on the schedule with **Open visit**, or from **My day**. Owners, admins, office staff and estimators get **Open job** there instead. The job's page lists every checklist filled in on its visits under **Checklists**, each with its visit, who filled it in, and **Done** or **Unfinished**, and the visit photos under **Photos**. A visit's own checklists are also in its form on the schedule (**Edit**). ## Change or delete a checklist A change shows on every visit that uses the checklist, including ones already filled in: an item you remove no longer shows its answer there. Choose **Delete** to remove a checklist: "Checklists already filled in on visits are kept." :::caution A visit only shows checklists that are on now. If you turn off **Crews can use this checklist** or delete a checklist, the answers already given on it stop showing on those visits. ::: Source: https://crewtavo.com/docs/jobs/crews-and-checklists/ (last updated 2026-11-04)