Crew Management
title: "Crew Management" category: "8 · RESOURCE MANAGEMENT" categoryOrder: 8 order: 6 platform: Web status: draft
What Is a Crew?
A crew is a named group of team members. Crews let you organize your workforce into reusable groups that can be assigned to projects as a unit — instead of adding people one by one.
When to use crews:
- You have a team that consistently works together across multiple projects
- You want to assign an entire group to a project in a single action
- You want to organize your workforce by trade, skill level, or work area
Once a crew is created and assigned to a project, every member of the crew is allocated to that project for the specified date range. You can still manage individual members independently — crews are a starting point, not a constraint.
Access requires specific permissions. You need permission to access the Crews tab. Creating, editing, and deleting crews require additional permissions. If the Crews tab is not visible, contact your administrator.
--[Image: Resource Management screen with the Crews tab active, showing crew cards with member counts and assigned project tags]--
How to Access Crew Management
From the sidebar, click Resource Management. At the top of the screen, click the Crews tab. The crew list loads showing all crews in your organization.
The Crew List
Each crew card shows three columns:
| Column | What it shows |
|---|---|
| Crew | Avatar with the crew's initial, crew name, and description |
| Members | A chip showing how many members are in the crew |
| Assigned Projects | Tags showing the projects this crew is currently assigned to — up to 3 visible, with a "+N" badge for additional ones |
Use the search bar at the top to filter by crew name. The counter next to the search bar shows the total number of crews.
Each crew card has up to three action buttons depending on your permissions:
| Action | What it does |
|---|---|
| View | Opens the crew detail modal — read-only view of members and project assignments |
| Edit | Opens the edit form to update the crew |
| Delete | Removes the crew — a confirmation prompt appears inline |
How to Create a Crew
Click New Crew
The button is at the top of the Crews tab. The creation form opens as a modal.
Name the crew and add a description
Enter a Crew Name — this is the only required field.
- Maximum 30 characters.
- Description is optional (up to 100 characters) — use it to note the crew's trade, specialty, or any relevant context.
Add members
Type a name in the Members field to search for team members. Select each person you want to add.
- Members can be added or removed later — you do not need to finalize the roster at creation time.
Assign to a project (optional)
If you want to immediately assign this crew to a project, select a Project, choose the Shift, and set the Start Date and End Date.
- This section only appears if you have the
manage_project_crewspermission. - If you select a project, shift and dates are required.
- You can skip this and assign the crew to a project later from the edit form.
Save
The crew is created and appears in the list. If you assigned it to a project, all members are now allocated to that project for the specified date range.
Viewing a Crew's Details
Click View on any crew card to open the crew detail modal. This shows:
- Crew information — name, description, assigned projects, who created it and when
- Members table — name, role, projects, and email for each member
Hourly rate and overtime rate columns are only visible to users with the
can_view_pay_ratepermission.
Editing a Crew
Click Edit on any crew card to open the edit form. From here you can:
- Update the crew name or description
- Add or remove members
- Assign the crew to a new project (shift and dates required)
- Remove the crew from an existing project assignment
- Edit individual member rates (if you have the
can_edit_pay_ratepermission)
Click Save Changes when done.
Removing a project assignment from the crew does not remove individual members from the project. If a member was added to the project separately (not through this crew), they remain assigned. Only the crew-level link is removed.
Deleting a Crew
Click Delete on a crew card. A confirmation prompt appears inline — click Yes to confirm.
Deleting a crew does not remove its members from any projects they are assigned to. The crew group is dissolved, but individual project allocations remain active. To remove people from a project, do so from their resource detail page. See → Resource Detail: Projects, Crews, and Shifts.
Things to Know
Crews are a shortcut for assignment, not a permanent constraint. Once a crew is assigned to a project, individual members can be managed independently — allocation dates can be changed and new members can be added to the project directly without going through the crew.
A person can belong to multiple crews. There is no limit on how many crews a team member can be part of. Each crew can also be assigned to multiple projects simultaneously.
Crews are visible across the platform. A crew created here is the same crew that appears in the Chats module and in Project Management when assigning teams to a project. They are a shared resource across the entire organization.