Teams & Crews

Required Role: OWNER, EMPLOYEE (for management), TEAM_LEADER, TEAM_MEMBER (for viewing)
Plan Required: PROFESSIONAL

Organize your workforce into teams and crews, assign jobs to specific teams, and manage team member access and permissions.

Overview

The Teams & Crews system allows you to create teams, add crew members with specific roles, assign jobs to teams, and control what team members can see and do in the system.

Getting Started

Before setting up teams, consider:

• How do you want to organize your teams? (by location, service type, etc.)
• Who will be team leaders?
• What access do team members need?
• Review user roles: OWNER, EMPLOYEE, TEAM_LEADER, TEAM_MEMBER

User Roles

Understanding the different roles:

OWNER

• Full access to all features
• Can manage all teams and users
• Can assign any job
• Full business management capabilities

EMPLOYEE

• Similar to OWNER but may have some restrictions
• Can manage teams and assign jobs
• Full access to most features

TEAM_LEADER

• Can view and manage their team
• Can assign jobs to team members
• Can view team jobs and schedules
• Limited access to other business data

TEAM_MEMBER

• Can view assigned jobs
• Can update job status
• Can view personal schedule
• Very limited access to other data

Creating Teams

Step-by-Step: Create a New Team

1. Navigate to Teams & Crews in the sidebar

2. Click "New Team" or the plus icon

3. Enter team details:

• Team Name: Name of the team (e.g., "North Crew", "Lawn Care Team")
• Description: What this team does
• Color: Color for team identification (used in calendar)

4. Click "Save Team"

Team Information

• Team Name: Descriptive name
• Description: Team purpose and responsibilities
• Color: Visual identifier for calendar and views
• Status: Active or Inactive
• Members: List of team members

Adding Team Members

Inviting Team Members

1. Open the team detail page

2. Click "Invite Member" button

3. Enter invitation details:

• Email: Team member's email address
• Role: TEAM_LEADER or TEAM_MEMBER
• Name: Team member's name (optional)

4. Click "Send Invitation"

5. Team member receives email invitation

6. They accept invitation and create account

7. They're automatically added to team

Adding Existing Users

1. Open the team detail page

2. Click "Add Member" button

3. Search for existing user

4. Select user

5. Choose role (TEAM_LEADER or TEAM_MEMBER)

6. Click "Add to Team"

Team Member Roles

• TEAM_LEADER: Can manage team, assign jobs, view team data
• TEAM_MEMBER: Can view assigned jobs, update status, limited access

Managing Teams

Editing Teams

1. Open team detail page

2. Click "Edit" button

3. Update team information

4. Click "Save"

Removing Team Members

1. Open team detail page

2. Find team member in members list

3. Click "Remove" or menu option

4. Confirm removal

5. Member is removed from team

Deactivating Teams

1. Open team detail page

2. Click "Deactivate" or "Archive" button

3. Team is marked inactive

4. Can be reactivated later

5. Existing jobs assigned to team are not affected

Assigning Jobs to Teams

Assign jobs to specific teams or team members.

Assigning to Team

1. When creating or editing a job

2. Select "Assigned To" dropdown

3. Choose team name

4. All team members can see the job

5. Save job

Assigning to Team Member

1. When creating or editing a job

2. Select "Assigned To" dropdown

3. Choose specific team member

4. Only that member sees the job (unless team leader)

5. Save job

Team Calendar View

1. Go to Jobs → Calendar View

2. Jobs are color-coded by team

3. Filter by team to see team-specific schedule

4. Team members see only their team's jobs

Team Member Access

What Team Members Can See

TEAM_MEMBER can:

• View jobs assigned to them
• View jobs assigned to their team
• Update job status
• View personal schedule
• View customer information for assigned jobs
• Limited access to other features

TEAM_LEADER can:

• Everything TEAM_MEMBER can do
• View all team jobs
• Assign jobs to team members
• View team schedule
• Manage team members (limited)

What Team Members Cannot See

• Other teams' jobs (unless assigned)
• Customer financial information
• Invoices and payments
• Business settings
• Other team members' personal data
• Reports (limited)

Common Tasks

Viewing Team Schedule

1. Go to Jobs → Calendar View

2. Filter by team

3. See all jobs for that team

4. Team members see this automatically when viewing calendar

Reassigning Jobs

1. Open job detail page

2. Click "Edit"

3. Change "Assigned To"

4. Select new team or member

5. Save job

Viewing Team Performance

1. Go to Reports (if available for your role)

2. Filter by team

3. View team-specific metrics

4. Analyze team performance

Troubleshooting

Team member can't see jobs

• Check assignment: Verify job is assigned to team or member
• Verify role: Ensure member has correct role
• Check team: Confirm member is on correct team
• Refresh: Try refreshing page

Can't invite team member

• Check email: Ensure email address is valid
• Verify permissions: Only OWNER and EMPLOYEE can invite
• Check existing: User may already have account
• Review settings: Check team settings

Team member can't update job

• Check assignment: Job must be assigned to them
• Verify permissions: Check role permissions
• Review job status: Some statuses may be restricted
• Contact admin: May need permission adjustment

Invitation not received

• Check email: Verify email address is correct
• Check spam: Look in spam/junk folder
• Resend invitation: Try resending invitation
• Check email settings: Verify email is configured

Can't remove team member

• Check permissions: Only OWNER and EMPLOYEE can remove
• Verify assignments: Member may have active job assignments
• Review role: Some roles may be protected

Related Articles

• Job Scheduling - Assigning jobs to teams
• User Management & Roles - Managing user accounts
• Account Settings - Team member account settings

Best Practices

1. Organize logically: Create teams that make sense for your business
2. Use clear names: Name teams clearly (e.g., "North Crew", "Commercial Team")
3. Assign leaders: Designate team leaders for each team
4. Set permissions: Only give access team members need
5. Use colors: Assign colors to teams for easy visual identification
6. Communicate roles: Ensure team members understand their access
7. Review regularly: Periodically review team composition
8. Update assignments: Keep job assignments current
9. Train leaders: Ensure team leaders understand their capabilities
10. Monitor access: Regularly review who has access to what