Run the schedule day to day

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.

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.

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.

A crew hidden in Settings → Crews has no lane, and its visits show under No crew. See Set up crews and checklists.

Add a visit, task or event

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.

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.
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.

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

Move a rain day

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

Add a visit to many jobs

For a snow day or storm cleanup:

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