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Assign Technician to a Job

Difficulty:beginner

Learn how to assign work to a specific technician and manage technician workload.

When You'd Do This

  • You scheduled a job without assigning a technician
  • You need to reassign work to someone else
  • A technician called in sick and you need to redistribute work
  • You want to balance workload across your team

How to Assign a Technician

From the Job Details Page

Step 1: Open the Job

  1. Navigate to Jobs (list or calendar view)
  2. Find the job you want to assign
  3. Click to open job details

Step 2: Assign the Technician

  1. Look for the Technician field (currently shows "Unassigned")
  2. Click the Assign Technician button
  3. A dropdown appears with your technician list

Step 3: Select Technician

  1. Review the list - you'll see:
    • Technician name
    • Current workload (e.g., "3 jobs today")
    • Availability status (Available / Busy / Off)
  2. Click on the technician you want to assign
  3. Click Save

What happens:

  • ✅ Technician immediately receives push notification on their phone
  • ✅ Job appears in their "My Jobs" list
  • ✅ Job shows on their mobile calendar
  • ✅ Their workload count increases

From the Calendar (Drag & Drop)

Step 1: Switch to Calendar View

  1. Navigate to Jobs → Calendar view
  2. You'll see unassigned jobs in the left sidebar

Step 2: Drag Job to Technician

  1. Find the unassigned job (shows in grey)
  2. Click and hold the job card
  3. Drag it to a technician's calendar row
  4. Drop it on the desired time slot
  5. Confirm the assignment popup

Visual Feedback:

  • Job card changes color (blue = assigned)
  • Technician's name appears on the card
  • Notification sent automatically

From the Mobile App (Owners/Admins)

Step 1: Open Job on Mobile

  1. Open Crewdex mobile app
  2. Tap Jobs → Find the unassigned job
  3. Tap to open job details

Step 2: Tap Assign Button

  1. Tap Assign to Technician
  2. Select from the list
  3. Tap Confirm

Mobile advantage:

  • You can assign while on the road
  • Great for last-minute schedule changes
  • Instant notifications to technicians

Quick Technician Switching (Single Assignment)

For jobs requiring only 1 technician:

When assigning or reassigning, simply click the technician you want to assign. The system will:

  1. ✅ Automatically unselect the previous technician (if any)
  2. ✅ Select the new technician
  3. ✅ Show availability status immediately

To unassign completely:

  • Click the selected technician again to deselect

For jobs requiring multiple technicians:

  • Standard checkbox behavior applies
  • Manually select/deselect each technician
  • Must select exactly the required number

Checking Technician Availability

Before Assigning

View Technician Workload:

  1. Open the job you want to assign
  2. Click Assign Technician dropdown
  3. Each technician shows their current load:
    • "2 jobs today" = light load
    • "5 jobs today" = moderate load
    • "8+ jobs today" = heavy load (consider another tech)

View Technician Calendar:

  1. Navigate to Jobs → Calendar
  2. Each technician has their own row
  3. See all scheduled jobs at a glance
  4. Look for gaps (availability) vs. overlapping cards (conflicts)

Handling Scheduling Conflicts

If you assign during a conflict:

System shows warning:

⚠️ Scheduling Conflict
"Mike already has a job from 2:00 PM - 4:00 PM"

Your options:

  1. Choose Different Time: Reschedule the new job
  2. Choose Different Technician: Assign to someone available
  3. Override Conflict: Click "Schedule Anyway" if:
    • Jobs are close together (travel time okay)
    • One job is finishing early
    • Emergency requiring double-booking

Reassigning a Job

When to Reassign

  • Technician called in sick
  • Job is more complex than expected (need specialist)
  • Emergency came up and you need to shuffle schedule
  • Balancing workload

How to Reassign

Step 1: Open the Job

  1. Navigate to the job details
  2. You'll see current assignment (e.g., "Assigned to: Mike")

Step 2: Change Technician

  1. Click the Technician field
  2. Select the new technician
  3. Click Save

Step 3: Notify Both Technicians

Automatic notifications:

  • ✅ Original technician: "Job has been reassigned"
  • ✅ New technician: "New job assigned to you"

Optional: Add a note

  • Click Add Note before saving
  • Explain why reassignment (e.g., "Mike called in sick")
  • Both techs see the note

Managing Unassigned Jobs

View All Unassigned Jobs

Option 1: Jobs List

  1. Navigate to Jobs → List view
  2. Click Filter button
  3. Select Status: Unassigned
  4. Shows all jobs waiting for assignment

Option 2: Calendar View

  1. Navigate to Jobs → Calendar
  2. Unassigned jobs appear in left sidebar (grey cards)
  3. Drag them to assign

Option 3: Dashboard Widget

  1. Dashboard shows Unassigned Jobs count
  2. Click the number to see full list
  3. Assign directly from the list

Bulk Assignment (Coming Soon)

Current: Assign jobs one at a time
Roadmap: Bulk assign feature to assign multiple jobs to one technician

Workaround for now:

  • Use calendar drag & drop for speed
  • Assign 5-10 jobs in under 2 minutes

Technician Notifications

What Technicians Receive

Push Notification:

📱 New Job Assigned
"2:00 PM - AC Repair at 123 Main St"
[View Job] [Get Directions]

In-App Notification:

  • Red badge on Jobs icon
  • Job appears in "My Jobs" list
  • Shows date, time, customer, address

If Technician Doesn't Respond

Check their status:

  1. Navigate to Team → Technicians
  2. Find the technician
  3. Check status:
    • 🟢 Online: Active in last 5 minutes
    • 🟡 Away: Not active for 30+ minutes
    • 🔴 Offline: App closed or no internet

If offline:

  • Call or text them directly
  • Consider reassigning if urgent

A: Currently, only one lead technician can be assigned. If multiple techs are needed, assign the lead and add others in the job notes.

Q: Can technicians see each other's schedules?
A: Yes, technicians can view the team calendar (read-only). They cannot reassign each other's jobs.

Q: What if I don't have any technicians yet?
A: As the owner, you can self-assign jobs. To add technicians: Settings → Team → Add Technician.

Q: Can technicians decline jobs?
A: Not currently. If a technician can't do a job, they should contact you to reassign. This feature is on the roadmap.

Q: How do I see which technician is closest to a job?
A: Use the Map view (Jobs → Map). You'll see technician locations (if they're online) and job locations. Assign based on proximity.

Best Practices

1. Assign Early

  • Assign technicians as soon as you schedule the job
  • Gives technicians time to prepare and plan their day

2. Balance Workload

  • Avoid overloading one technician
  • Aim for 4-6 jobs per day per technician

3. Consider Travel Time

  • Check job locations before assigning
  • Group jobs by geographic area
  • Minimize drive time between jobs

4. Use Specializations

  • Assign complex repairs to experienced technicians
  • Assign maintenance to junior technicians

5. Communicate Changes

  • Always add a note when reassigning
  • Call technician for urgent reassignments
  • Give as much notice as possible

Need More Help?

Related Guides

Book Appointment

View Calendar

Reschedule Job

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