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Managing jobs efficiently often requires teamwork. Instead of scheduling individuals one by one, you can assign an entire Crew to a job in just a few clicks, saving time and ensuring the right people are scheduled for the task.
This feature is perfect for businesses that rely on teams for installations, maintenance, or large-scale projects. In this guide, we’ll walk you through how to create Crews based on employee skills and schedule Crews with ease.
Your company probably hires employees with industry-specific skills and certifications. Before we assign these skills to employee profiles, we need to add skills to Smart Service Cloud first.
Go to the Administration Center and scroll down to "Employee Skills".
In this example, you will see certifications for Electricians, Construction, and Commerical Drivers Licence. To add a new skill or certification, click on the plus symbol on the bottom-right of your screen. We will add a certification for HVAC.
In the example above, we are adding certifications for an HVAC company. You can add any skills or certifications that fits your industry, such as painting, drywall hanging, etc.
Now that we have added our industry-specific skills, we need to attach these skills to the relevant employee profiles. Go to the Human Resources Center and select "Employees". Click on the employee profile that you would like to add skills to. Then click on edit at the bottom of your screen.
Note: For this exercise, make sure that the Employee List is set to "Grid View".
Near the bottom of your screen, you will see the Skills Section. Let's add the HVAC certification to this employee's profile. You can also create a new skill or certification here and it will show up in the Employee Skills List.
Now that we have attached skills and certifications to employee profiles, let's create a Crew based on those skills.
We will start by searching for employees that have the skills needed for our new Crew. Go back to the Human Resources Center and select "Employees". Using the scroll bars, find the "Skills" column on the right.
You can see the skills and certifications of all of your employees so that you can build your new Crew accordingly.
Go back to the Human Resources Center and select "Crews". For this example, I already created a Service Crew and a Residential Installation Crew. Click on the plus symbol on the bottom-right to create a new Crew.
Give your new Crew a name. Then select your Crew Leader and add Crew Members.
These goals are the combined total of each individual member’s goal. These goals are set for each employee in their employee profiles.
Determining these goals is essential when using the Route Logistics Calendar to schedule your Crews.
Now that we have created our Crews, let's learn how to schedule them.
When creating a new Work Order for example, select the desired Crew from the Crew Field. The Work order will automatically be assigned to the Crew Leader.
In The Dispatch Board, you will see that this Work Order is assigned to Jeff, as he is the Crew Leader, and is connected to the Crew Members. Jeff's color is solid, and the Crew Member's color are transparent.
As Crew Members, Renee, Sam and Tim will not clock in/out, nor change their status on their mobile devices. This will be done automatically when Jeff, the Crew Leader, clocks in/out and changes his status on his mobile device. Also, Jeff will be managing all aspects of the Work Order on his device.
If one of the crew members is late to the job, this will need to be reported back to the office so that time card adjustments can be made.
When scheduling the job, you may have noticed that you can add “Additional Employees”. Let’s add William to this job for example.
In this case, William’s color will be lighter, indicating that he is an additional employee. As such, he will need to use his device to clock in/out and update his status.
