Crew Management
Crew Management is the people layer of the Cloud CRM. Every field technician, crew lead, and subcontractor your business deploys is a crew record — with their contact info, role, skill set, certifications, scheduling availability, labor rate, and CRM access permissions in one place. This is the source of truth that feeds scheduling, dispatch, job costing, and GPS tracking across the entire platform.
Most trades businesses manage their people in a spreadsheet, a group text, or someone's head. Crew Management replaces that with a live system that knows who is certified for what, who is available when, and who is currently on site at which job. Dispatchers stop asking "who's available?" and start looking at a grid that tells them.
The module is built for businesses with both employees and subcontractors. Each crew member type has a configurable record — employees track certifications, hourly rates, and payroll-relevant time logs; subcontractors track their trade, license numbers, insurance expiry, and the projects they're assigned to.
Crew Record Fields
Identity
- Full name
- Photo
- Role (Technician, Crew Lead, Foreman, Subcontractor, Admin)
- Trade specialties (HVAC, plumbing, electrical, roofing, general, etc.)
- Contact phone and email
- Emergency contact
Employment
- Employment type (W-2 employee vs. 1099 subcontractor)
- Start date
- Hourly rate (used for job costing)
- Overtime eligibility and rules
- Payroll export ID (for external payroll integrations)
Certifications & Licenses
- Certification name and issuing body
- License number
- Issue date and expiry date
- Document upload (PDF or photo of the physical card)
- Automated expiry alert (configurable days before expiry)
Scheduling
- Default working days and hours
- Time-off calendar (vacation, sick, unavailable)
- Current and upcoming job assignments
- Maximum concurrent job assignments
CRM Access
- User role (determines module-level permissions)
- PIN for mobile app clock-in (optional additional verification)
- Last login and activity timestamp
Crew Assignment
Crew members are assigned to jobs from two places: the Project record and the Project Timeline. From the Project record, you assign one or more crew members to the entire job or to individual phases. The Timeline view shows each crew member's schedule across all jobs so conflicts are visible before assigning.
When a crew member is assigned to a job, they receive an automatic notification on their Mobile App with the job details, customer address, and scheduled time.
Certification Tracking
The CRM tracks expiry dates for any certification or license logged in a crew record. Configurable alerts notify the crew member and their manager when a certification is approaching expiry. Jobs can be configured to require a specific certification — if a tech without the required cert is assigned to that job type, the dispatcher receives a warning.
CRUD Operations
| Operation | Available | Notes |
|---|---|---|
| View | Yes | Crew list with search, filter by role/trade/status; individual record with full history and schedule |
| Create | Yes | New crew member created from Crew Management module; triggers mobile app account creation and invite SMS |
| Update | Yes | All fields editable; certification and license updates are versioned; rate changes logged with effective date |
| Delete | Yes | Crew records are deactivated, not deleted; deactivated records are removed from scheduling but retained for historical job costing and time log accuracy |