Set up crews and checklists

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.

Add a crew

Open Settings → Crews.
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.
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.

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.
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.
Routes: each crew’s day is put in driving order on its own. See Schedule visits and organize mowing 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.
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.

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:

Open Settings → Checklists and choose New checklist. It starts with one item, “Work completed as described”.
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.

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.

Tick Required on the items that have to be filled in before the checklist can be marked done.
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.
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”.

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: 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.”