# Run the schedule day to day

> Switch between Day, Week, Month, List and Map, show one crew or person, drag visits on and off the Unscheduled list, book multi-day work, find an open time, spot double bookings, move a rain day, and act on weather warnings.

The **Schedule** (calendar, dispatch board) is where you book and move the team's work. This page covers the everyday jobs on it. For how long a visit takes, who's on it, **Fixed time** and organizing routes, see [Schedule visits and organize mowing routes](https://crewtavo.com/docs/jobs/schedule-and-routes/).

## Who can change the schedule

Everyone on your team sees **Schedule**. What they can change depends on their role:

- Owners, and admins, office staff, estimators and crew leads whose role has **Schedule the whole team**, can add, move and change any visit.
- **Crew leads without it**, like the starter **Foreman** role, see the whole schedule but only change their own crews' visits: the crews they're on.
- **Field crew** only see the visits they're on, and can't move them.

Subcontractors see their own visits on **My day** instead. See [Your jobs and paperwork as a subcontractor](https://crewtavo.com/docs/field/subcontractor-guide/).

## Day, Week, Month, List and Map

Pick **Day**, **Week**, **Month**, **List** or **Map** at the top right. Use the arrows to go back and forward, and **Today** to come back. Crewtavo remembers your view on each device, and starts phones on **Day**.

- **Day** has a column (a lane) for each crew, plus **No crew** for visits without one. From today on, a lane has **Plan route** and a map button for that crew's day.
- **Week** runs Monday to Sunday. Click a day's heading to open it in **Day**.
- **Month** shows up to three visits a day, then "+2 more". Click a date to open it in **Day**.
- **List** lists the visits day by day. **Range** picks a day, a week or a month.
- **Map** shows a day's visits as numbered pins. Visits with no map location yet are listed under it.

On **Day** and **Week**, **Crews** and **People** switch between a lane for each crew and a row for each person, plus **Nobody assigned**. A business with no crews starts on **People**.

Visits with no set time sit in the **Anytime** row above the hours. Each visit has its crew's color, and **Week** and **Month** show which color is which crew. On **Day** and **Week**, a task or event has a dashed edge.

Changes other people make, like a crew finishing a visit, show up within about 20 seconds.

### Show one crew or one person

- **Crew** (when you have more than one crew) shows one crew's visits. In **Day** you then see just that crew's lane.
- **Person** (it starts on **Everyone**) shows your own visits (**You**), one person's, or **Nobody assigned**. See [Schedule visits and organize mowing routes](https://crewtavo.com/docs/jobs/schedule-and-routes/).

A crew hidden in **Settings → Crews** has no lane, and its visits show under **No crew**. See [Set up crews and checklists](https://crewtavo.com/docs/jobs/crews-and-checklists/).

## Add a visit, task or event

1. Choose **New visit** at the top right. Or click an open time on the calendar (it books an hour from there, in that crew's lane on **Day**), or **+** in an empty spot of the **Anytime** row.
2. Pick what it is:

   | Type | What it's for |
   | --- | --- |
   | **Visit for a job** | Work on a job. Search for the job ("Search by job, client or number"); its title and crew fill in. |
   | **Assessment** | A look at a site before you quote. For a request, book it from the request instead, so the request shows it's booked. See [Take a request and book an assessment](https://crewtavo.com/docs/sales/requests/). |
   | **Task** | Anything else the team does, like dropping off an estimate or a supply run. |
   | **Event** | A meeting, training or anything else on the calendar. |

3. Fill in the **Title**, **Date**, **Starts** and **Ends**, or turn on **Anytime that day**.
4. Pick the **Crew** and **Status**, tick the **People** and any **Equipment**, and add **Instructions for the crew** if there are any.
5. Choose **Schedule**.

You can also add a visit from a job with **Add visit**, or from **Create** with **Visit or task**. Times are in your company's time zone, which the form shows at the bottom. Only visits for a job count toward the job's invoices.

### Work that takes several days

When you add a visit, **How many days** (up to 14) turns it into one visit per day, linked together, each at the same time with the same people and equipment. The hint under it lists the days. **Skip weekends** is on to start with.

On the schedule each day shows "day 2/5", and each one is started and completed on its own. If you change day 2's date in its form, **Also move days 3–5 by the same amount** (ticked to start with) moves the days after it onto the next work days, keeping their times. Dragging a day on the calendar moves only that day.

### Find an open time

In the visit form, with **Anytime that day** off, set how long the visit takes and pick the crew, then choose **Find a time**. Crewtavo lists up to 10 open times in the next 7 days, from the visit's date, within your workday (**Workday starts** and **Workday ends** in **Settings → Company**). It counts the crew's other visits and busy time on their calendars. With no crew picked, it counts everyone's visits.

Click a time to use it. If nothing fits, it says "No open slots in the next 7 days during working hours."

## Drag visits to move them

- Drag a visit to another time or day. On **Day**, drag it into another crew's lane to give it to that crew.
- Drag its bottom edge to change how long it takes.
- Drag it into the **Anytime** row to take its time off.
- On **Month**, drag it to another day. It keeps its time.

Each change shows a message with **Undo**. On a phone or tablet, press and hold for a moment before you drag, so a normal swipe still scrolls.

Visits that are completed or cancelled don't move, and you can only drag visits you're allowed to change. A visit you move to another day leaves its place in the route, and loses any weather warning until the new day is checked.

## The Unscheduled list

**Unscheduled** holds visits that don't have a date yet. The list opens by itself when something's waiting, unless you've hidden it with **×**. While it's hidden, **Show unscheduled** at the top brings it back, with a count of what's waiting.

- Drag a visit from the list onto the calendar to schedule it.
- Drag a visit from the calendar onto the list to take it off the calendar. Its date and time are cleared.
- To add one straight to the list, set **Status** to **Unscheduled (no date yet)** in the visit form and choose **Add to unscheduled**.

## Double bookings

A visit gets a red outline when its crew is booked twice at once. Point at it to see why:

- "This crew is booked for another visit at the same time"
- "This crew's calendar shows them busy at this time" (from a calendar you connected for that crew)

Only visits with a set time are checked, and not ones that are completed or cancelled. It checks crews, not people, so someone on two crews' visits at the same time isn't flagged.

For equipment, the visit form warns when a machine is already out, like "Skid steer is also booked on Lot repair (9:00 AM–1:00 PM)." Equipment that's in the shop shows "(in the shop)" and can't be picked.

Neither stops you saving. They're there so you can fix it.

## Open, change or delete a visit

Click a visit to see everything about it. **Edit** opens the form, if you can change the visit.

From there, owners, admins, office staff and estimators get **Open job**, which opens the job's page. Crew leads and field crew get **Open visit**, the visit's own page with its checklist, photos, materials and notes. The office sees the checklists the crew filled in on the visit's form (**Edit**), and on the job's page under **Checklists**, with the visit photos under **Photos**.

In the form:

- **Status**: **Scheduled**, **On the way**, **In progress**, **Completed**, **Cancelled** or **Unscheduled (no date yet)**. You can also complete a visit with its check button on the job page.
- **Delete** asks "Delete this visit?" ("Time logged against it is kept.") and **Delete visit** removes it. A visit you delete from a recurring job stays deleted. To keep a record that it was called off, set it to **Cancelled** instead.

People on a visit hear when they're added to it or taken off, or when it's moved or cancelled. See [Your profile, notifications and Crewtavo on your phone](https://crewtavo.com/docs/team/your-profile-and-phone/).

## Move a rain day

1. Choose **⋯** (**More scheduling tools**) next to **New visit**, then **Rain day: move a day's visits**.
2. Pick the day to move **From**, the day to move **To**, and the **Crew**, or **All crews**.
3. Choose **Move visits**.

Every visit on that day that isn't completed or cancelled moves, keeping its start time and length. Anytime visits stay anytime. Weather warnings on them are cleared. Crewtavo says "Moved 12 visits to Thu, Oct 30", or "No open visits on that day".

A crew lead without **Schedule the whole team** moves their own crew's day only.

:::caution
There's no undo for a rain day. Moving the visits back the same way also moves anything that was already booked on that day. The later days of a multi-day job don't move with it either.
:::

## Add a visit to many jobs

For a snow day or storm cleanup:

1. Choose **⋯** (**More scheduling tools**), then **Add a visit to many jobs**.
2. Pick the **Date**, and a **Crew** or **Each job's default crew**.
3. Tick the jobs (**Filter jobs** narrows the list, **Select all** ticks them all). Only active jobs are listed.
4. Choose **Add 14 visits**.

Each job gets an anytime visit on that day, named after the job. It's there for people with **Schedule the whole team**.

## Weather warnings

Crewtavo checks the forecast for visits today and the next two days, every six hours, against your trade's weather rules. When a visit's weather is a problem, it says why, like "Weather: Weekly mow: 80% chance of rain":

- On the visit on the schedule (with ⚠), in its details, and on the job page.
- On **Home**, under today's visits and in **Needs attention** as "Weather hold: …".
- On the crew's **My day** and on the visit.

**Nothing moves on its own.** You decide: drag the visit, or move the whole day with a rain day. Moving a visit to another day clears its warning, and the new day is checked next time. If the forecast gets better, the warning goes away at the next check.

The rules come with your trade preset. To add, change or delete them, open **Settings → Weather rules** (owners, and admins and office staff whose role has **Price list, checklists, crews and booking forms**). Each rule is for a price list item, or **Every job**, with limits for rain, temperature, wind or dry hours. Each trade starts with these:

| Trade | Rules |
| --- | --- |
| **Lawn & Exterior Maintenance** | **Weekly mow** above a 70% chance of rain. **House power wash** when the low is under 40°F. |
| **Paving & Sitework** | **Hot-mix asphalt surface** when the low is under 50°F or above a 40% chance of rain. **Sealcoat** when the low is under 50°F, or when rain is likely in its 24-hour dry time. |
| **Roofing & Exteriors** | **Architectural shingle roof** and **Standing-seam metal roof** above a 40% chance of rain. |
| **Landscaping & Hardscaping** | **Paver patio** above a 50% chance of rain, or when rain is likely in its 24-hour dry time. **Block retaining wall** above a 60% chance of rain. |
| **Pest Control** | **Mosquito yard treatment** above a 50% chance of rain. |
| Every other trade | None to start with. |

A visit isn't checked when:

- It's not on a job, like a task, an event or an assessment for a request.
- The job has none of the items your rules are for. Rules follow their item, so renaming **Weekly mow** in your price list keeps its rule.
- Its property isn't on the map yet (the client's page says "Not on the map yet").
- It's already **On the way** or **In progress**.

The forecast comes from Open-Meteo, so there's nothing to set up. If it can't be reached, warnings stay as they were until the next check.

## Events from your other calendars

If you've connected Google Calendar or another calendar, its events show on the schedule in that calendar's color, so nobody books over a supplier meeting or a day off. On **Day**, a crew's own calendar shows in its lane. **Hide calendars** hides them, and **Show calendars** brings them back.

Click an event to see it. **Open in its calendar** opens it there, and **Add to schedule** starts a new visit with the event's time and details. Change the event in its own calendar: the schedule catches up within 15 minutes. See [Google Calendar and other calendars](https://crewtavo.com/docs/connections/google-calendar/).

Source: https://crewtavo.com/docs/jobs/run-the-schedule/ (last updated 2026-11-04)