How to use CrewAssign

Getting started

Pick the lane that matches you. Each one takes about ten minutes and leaves you with something real on the schedule.

You run the office

1. Sign in on a computer. Go to app.crewassign.app. The admin app is where scheduling, workers, estimates and settings live. It works on a phone browser, but the calendar is far easier on a screen.
2. Add your crew. Workers → Add worker. Name, email, phone and their skills. They get an email with a temporary password and are asked to change it on first sign-in. Hiring several at once? Workers → Import takes a spreadsheet.
3. Create a job site. Job sites → New. The address is what the crew navigates to and what GPS clock-in is checked against, so get it right. Give it a start date and an estimated end date — both stay editable.
4. Schedule a visit. On the Schedule, drag across the days the work actually runs and pick who is on it. CrewAssign warns you if someone is already booked or has approved time off, and names the conflict.
5. Add the tasks for that visit. Open the visit and add tasks — either assigned to a specific person or left unassigned for whoever gets to it first.
6. Turn on notifications you care about. Settings → Notifications. Materials requests and time-off requests are the two most offices want in real time.
7. Let the customer watch. On the job site, create a customer share link. The homeowner sees progress, appointments and estimates with no app to install.

You are on the crew

1. Install the app. CrewAssign is on the App Store and Google Play. No phone? field.crewassign.app does the same job in a browser.
2. Sign in with the email your employer used and the temporary password they sent you. You will be asked to pick a new one. Tap the eye icon in the password box if you want to check what you typed.
3. Look at Schedule. Your visits for the next few weeks. Switch between list and calendar with the toggle at the top. Every job site has its own colour, so repeat work at the same address is easy to spot.
4. Open today’s visit and clock in. The visit screen has the address, the tasks and the clock-in button. Your location is recorded at clock-in as proof you were there.
5. Work the tasks. Tick tasks off as you finish them, add a note, and take before/after photos straight from the task.
6. Ask for what you need. Running low? Submit a materials request — mark it urgent if the job stops without it. Need a day? Submit a time-off request and watch its status.
7. Clock out when you leave. Out of signal? Everything above still works and sends itself when you get a bar back.

You are the homeowner

1. Open the link your contractor sent you. There is nothing to install. The link signs you in.
2. Check progress and appointments, approve or decline estimates, and send a request when something comes up.
3. Set a password if you want one, so you can come back to hub.crewassign.app without hunting for the email.

Which app do I use?

CrewAssign is one product with four front doors. Which one you want depends on your job, not your device.

For office & admins

The vocabulary

• Job site — one address you are working at, with its own colour, dates, tasks, permits and customer.
• Visit — a worker at a job site for a block of time on a particular day. Visits are what fills the calendar.
• Task — a piece of work at a job site. Assigned to a person, or left unassigned for whoever picks it up.
• Materials request — the crew telling you they need something, normal or urgent.
• Time off — a worker’s request for a period away, which the schedule then treats as a conflict.
• Estimate — a priced proposal you send a customer, which they approve or decline, and which can become a job site.
• Customer share link — the URL that lets a homeowner into the hub for their job, revocable at any time.

Scheduling

Drag a crew across the days a job runs; drag an existing visit to move it. If the move is not allowed — a double booking, or approved time off — the visit stays where it was and CrewAssign names what is in the way.

Recurring visits repeat on a pattern you set; editing one occurrence asks whether you meant that day or the series. The scheduling gap in Settings is the buffer CrewAssign leaves between two visits for the same worker, so back-to-back jobs across town are not silently allowed.

You can schedule from your phone too. In the mobile app an admin can tap New visit on the calendar, press and hold an empty slot to book that time, or open a job site and choose Add visit — where the site is fixed, so a visit cannot land on the wrong address by accident. Tasks can be attached as you create the visit, either picked from the job site’s open tasks or typed fresh.

Requests: materials and time off

Both land in the requests inbox on web and on mobile, and can notify you by email, push or in-app depending on your notification preferences. Approve or decline a time-off request and the worker hears about it; the schedule then treats approved time off as a conflict. Approving one by mistake is reversible — open the request and change the decision.

Estimates and invoices

Build an estimate from a template or from scratch, send it to the customer, and they approve or decline it in the hub. An accepted estimate can be turned into a job site so you are not re-keying the scope. The PDF picks up your logo, colour and terms from Settings → Branding.

Workers

Add them one at a time or import a spreadsheet. Skills on a worker are what skill-matched scheduling uses. Deactivating a worker keeps their history and stops them signing in. If someone forgets their password, send a reset from their worker page — you never need to know the old one.

Customers and the hub

Add a customer to a job site, then create a share link. They see progress, appointments and estimates. If the homeowner opted in, CrewAssign can text them when a worker is on the way and ask for a review when the job is done — both are off until you switch them on in Settings.

For the crew

My schedule

Schedule shows your visits for the next few weeks. The toggle at the top switches between a list (best for scanning today and tomorrow) and a calendar (best for the shape of the week). Each job site has its own colour, so two visits the same colour are the same address. Cancelled visits are grey. Tap any visit for the address, the tasks, the notes and the clock-in button.

See a visit you do not recognise? Open it — the job site name, address and the admin’s notes are all there. If it still looks wrong, tell your admin rather than skipping it.

Clocking in and out

Clock in from the visit screen when you arrive and clock out when you leave. Your location is captured at both ends as proof you were on site. Forgot to clock out? Tell your admin — they can correct the entry, and the app will not silently record a zero-minute day.

Tasks, notes and photos

Tick a task complete as you finish it. Add a note for anything the next person needs to know. Photos attach to the task, which is what makes before/after pairs useful later — they stay tied to the job site instead of scattering across a text thread.

My tasks collects everything assigned to you across all job sites in one list. If you spot work that needs doing and is not on the list, propose it — an admin approves or declines, and you can see it waiting.

Materials

Running low, or something turned up broken? Submit a materials request from the visit or from the job site’s tasks. Normal means “get it to us soon”. Urgent means the job stops without it — use it when that is true, because it is routed differently.

Time off

Submit a request with the dates and a reason, and watch its status change from pending to approved or declined. Past requests stay in the list. If you get assigned during time off that was already approved, that is a mistake worth flagging — the schedule is supposed to catch it.

For homeowners

Your contractor sends you a link. Opening it signs you in — there is no app to install and no account to create first. You can set a password afterwards so you can come back to hub.crewassign.app directly.

• Progress — where the job has got to.
• Appointments — when someone is coming.
• Estimates — read one and approve or decline it.
• Requests — ask your contractor for something and have it land in their inbox rather than a voicemail.

If you gave permission, you may also get a text when a worker is on the way, and a review request when the work is finished. Reply STOP to any of those to stop them.

Working offline

Job sites lose signal. CrewAssign is built for that rather than apologising for it.

• Your schedule, your visits and their tasks are readable with no connection.
• Clocking in and out, completing tasks, adding notes and taking photos all work offline. They queue on the phone.
• A banner at the top of the screen tells you when you are offline, so an empty screen is never a mystery.
• When signal returns, the queue sends itself — and a clock-in keeps the time you actually clocked in, not the time it reached the server.
• If something in the queue cannot be applied, it goes to a Sync Issues list rather than disappearing quietly.

Notifications

There are three channels, and you control each one:

• In-app — the bell inside CrewAssign. Always available.
• Push — on your phone’s lock screen. Off until you turn it on. Open Notification preferences and switch on what you want; your phone will also ask for permission the first time.
• Email — to the address on your profile.

Typical events: a visit assigned or changed, a task assigned, a materials request submitted or handled, a time-off request submitted or decided, and a daily summary at the time your company sets.

Not getting push? Check three things in order: the switch in Notification preferences, your phone’s system settings for CrewAssign, and whether you are signed in on that device. Signing out deliberately unregisters the device, so push resumes after your next sign-in.

Language

CrewAssign is fully bilingual in English and Spanish — the apps, the notifications and the emails. It follows your device’s language the first time you sign in, and you can change it any time from your profile. The choice is yours alone: changing it does not affect anyone else on the crew.

Accounts & passwords

Troubleshooting

Get help — and tell us what is missing

Email support@crewassign.app, or use Send feedback inside the app, which is on the Help screen and in your profile. Feedback from inside the app arrives with your app version and platform attached, which usually saves a round trip.

Useful things to include: what you expected, what happened, the screen you were on, and roughly when. If it is a mobile issue, the version under Profile → About.

Want to know what changed recently? Every release is written up on the release notes page.