Adding & Managing Staff
Adding & Managing Staff
This article covers the operational side of managing your team — organizing staff into crews, connecting them to schedules, and tracking their work. For user access, permissions, and inviting new users, see Managing Your Team.
Getting a new team member set up
After inviting a user and assigning their permission profile, get them operational:
- Add them to a crew — if they work in the field, assign them to a Crew so they appear in scheduling and routing.
- Set their schedule — define their working hours and shifts in Staff Scheduling so the system knows their availability.
- Set up time tracking — make sure they know how to Clock In & Out from the mobile app.
- Configure time off — set up their Time Off types and starting balances if you track PTO.
Organizing into crews
Crews group field staff together for scheduling, routing, and job assignment. A team member can belong to one crew at a time.
- Create crews from the Crews page.
- Assign a crew lead and members.
- Crews flow into Route Optimization and the Schedule Calendar.
See Crews for full details.
Time and attendance
Track working hours and manage paid time off:
- Time Clock — view, edit, and export clock entries for payroll. Configure lunch break settings and manual entry rules.
- Time Off — manage time-off requests, types, balances, and accrual rules.
- Clock In & Out — how field techs punch in and out from the mobile app.
When someone leaves
- Deactivate their user account to revoke login access.
- Remove them from their crew if applicable.
- Review any jobs assigned to them and reassign as needed.
Their historical data (job assignments, clock entries, notes) is preserved for your records.
Tips
- Get field techs into a crew and on a schedule before their first day so they see their assignments in the mobile app.
- Review your team list regularly and deactivate former employees promptly for security.
- Use Staff Scheduling overrides for one-off changes (sick days, shift swaps) instead of editing the template.
Related
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