# Schedule visits and organize mowing routes > Book visits of any length, see who's on each one, get directions in your maps app, and put each crew's day in the shortest driving order, by hand or for you. The **Schedule** works like Google Calendar: drag a visit to move it, drag its bottom edge to change how long it takes, and click an open time to book one. On top of that, Crewtavo can put each crew's day in the shortest driving order, which is what lawn mowing routes need. ## Book a visit for any length When you add or edit a visit, set **Starts** and **Ends** to any minute, like 9:00 to 9:50. The length shows under the end time. Moving the start keeps the length, as in Google Calendar. For a recurring job (weekly mowing, say), open the job, choose **Edit details and schedule** from its menu, and set **Minutes per visit** to any whole number, like 20 or 50. Dragging on the schedule snaps to 5 minutes, like Google Calendar's phone app. To change that, an admin opens **Settings → Schedule and routes** and picks another **Time steps**: **1 minute (exact)**, **5 minutes** or **15 minutes**. Typed times can always be any minute. ## See who's on each visit There's one schedule for the whole business. Every visit shows the people on it: their photo if they've [added one](https://crewtavo.com/docs/getting-started/invite-your-team/#add-photos), or else their initials in the color they picked under **Settings → Profile → Color on the schedule**. You have a green ring. Visits with room also list first names, like "You, Luis". To put people on a visit, open it, choose **Edit**, and tick them under **People**. Picking a **Crew** brings that crew's people along. Subcontractors with a sign-in are under **Subcontractors** in the same form, for people who schedule the whole team. The visit shows on the sub's phone with the address and the work, but not your prices, and not your client's phone or email unless you allow it on their page. When a sub takes a job offer, or you agree their pay, they're put on the visits it covers for you. See [Work with subcontractors](https://crewtavo.com/docs/team/subcontractors/). To see one person's visits, use the **Person** filter at the top (it starts on **Everyone**): - **You**: the visits you're on. - A person's name: the visits they're on. - **Nobody assigned**: visits still waiting for someone. Shown to people who schedule. Crewtavo remembers your choice on that device. Field crew (the **Employee** role) only ever see the visits they're on, so they don't get this filter. On **Day** and **Week**, **People** gives each person a row of their own instead of each crew a lane. :::tip On a phone, the hours on the schedule are twice as tall, so even a 30-minute visit has room for its time and name. ::: ## See everything about a visit Click or tap a visit on the schedule to open it. You see the day and time, the address and gate code, the client and their phone number, the crew and people on it, equipment, weather holds and the instructions for the crew. Nothing changes until you choose **Edit**, which opens the visit form. From the same view you can **Call** or **Text** the client, open the job, or get **Directions**. ## Get directions in your maps app Tap an address or **Directions** anywhere in Crewtavo (a visit, a job, a client, or **My day** on a phone). Crewtavo asks which app to open: - **Apple Maps** on an iPhone, iPad or Mac - **Google Maps** - **Waze** - **Other app** on Android, which shows Android's own list of the maps apps on that phone - **Copy address** Tick **Always use this app on this device** to skip the question next time. To change it later, open **Settings → Profile** and pick under **Directions**. :::note A web app can't see which apps are installed on a phone, so iPhones always show the same three. If you pick one that isn't installed, its website opens instead. ::: ## Organize a crew's route 1. Open **Schedule** and switch to **Day**, with **Crews** picked. 2. In a crew's column, choose **Plan route**. 3. Crewtavo shows the crew's stops in the shortest driving order, starting from your shop, with a time for each stop. It counts how long each visit takes plus the drive between stops. You also see a small sketch of the route, the miles of driving, and when the crew will be done. 4. Choose **Save route**. The schedule shows the new times and stop numbers, and the crew sees them on **My day**. **Undo** puts everything back. To set the order yourself, use the up and down arrows next to each stop before you save. **Use shortest route** goes back to Crewtavo's order. A day you ordered by hand is never reordered automatically. On today's route, stops a crew has already started or finished stay as they are, and the rest are ordered from where the crew is now. :::tip Routes start (and end) at your shop. Add its address in **Settings → Company** if you haven't. Until then, routes start at the first stop. ::: ## Open the whole route in Apple Maps or Google Maps Crewtavo can hand a crew's day to Apple Maps or Google Maps in one go: your shop, then every stop in order, then back to the shop. - **On the schedule:** switch to **Day** and choose the map button at the top of a crew's column, next to **Plan route**. To open only your own stops, pick **You** under **Person** first. - **On a phone:** open **My day** and choose **Open route in maps**. The stops go in the order the schedule shows, so [organize the route](#organize-a-crews-route) and save it first if you want the shortest drive. Once the day is under way (a stop is **On the way**, started or done), the route starts from where you are and only has the stops still to do. Whether it ends back at the shop follows **End the day back at the shop** in **Settings → Schedule and routes**. Crewtavo asks which app to open, with the same **Always use this app on this device** choice as directions. Waze and Android's **Other app** take one place at a time, so they aren't offered for routes, and on Android the route opens in Google Maps. :::note A maps app takes only so many stops from a link: 10 in Google Maps and 12 in Apple Maps. A longer day opens in parts, like **Part 1 · 8 stops** and **Part 2 · 7 stops, then the shop**. Each part starts where the last one ended, so open the next part when you finish one. ::: :::note Routes with stops need iOS 18.4 or macOS 15.4 or later for Apple Maps. Google Maps' website only takes a few stops on a phone, so crews who use Google Maps should install its app. ::: ### Keep a customer's time Some customers need a set time, like a gate that opens at 9:00 or a school lot that has to be done before 7:00. Open the visit, choose **Edit**, and turn on **Fixed time**. Organizing the route keeps that time and plans the other stops around it. If a crew can't make it in time, the route says so. For a recurring job with a set **Visit time**, turn on **Keep this time when routes are organized** in the job's **Edit details and schedule**, so every visit keeps it. ### Who can organize routes People who schedule the whole team can organize any crew's route. A foreman (crew lead) can organize their own crew's route. Field crew see their stops in order, with times, on **My day**, but can't change the order. ## Organize routes automatically An admin can have Crewtavo do this every day. Open **Settings → Schedule and routes** and turn on **Organize routes automatically**. - Each crew's next 7 days are put in the shortest order once. - A new visit added later with no set time is fitted into the route where it adds the least driving. - A day someone ordered by hand is left alone, and so is today, since crews may be partway through it. ## Route settings In **Settings → Schedule and routes**: | Setting | What it does | | --- | --- | | **Give each stop a time** | On: each stop gets a start time. Off: stops are only numbered, and left as anytime that day. | | **End the day back at the shop** | Counts the drive back to the shop in the miles and finish time. | | **Average driving speed (mph)** | Used to estimate drive times. Around 25–35 mph in town. | | **Unload and load at each stop (minutes)** | Time added between stops for trailers and mowers, on top of each visit's length. | :::note Drive times are estimates from the distance between addresses, so no map account or key is needed. A stop whose address can't be found on the map goes last, with a note to check the address on the client. ::: Source: https://crewtavo.com/docs/jobs/schedule-and-routes/ (last updated 2026-11-04)