Schedule, manage, and pay your crew for non-job activities
Crew Events help you schedule overhead activities that are not tied to a moving job but still require your crew’s time and need to be tracked on the calendar and payroll. These could include cleaning the warehouse, truck maintenance, safety meetings, or equipment inventory.
Why Crew Events Matter
Capture real crew availability
Crew Events can reduce capacity on your dispatch calendar, helping you avoid overbooking.
Ensure fair crew pay
Assign time and wages for overhead activities directly into payroll.
Clean up workarounds
No more fake jobs or complex reporting tricks.
Crew Events are designed specifically for non-job tasks.
When Should You Use a Crew Event?
Crew Events are perfect for any paid activity that is not a job.
Common examples include:
Cleaning the warehouse
Performing truck inspections or maintenance
Holding team meetings or training
Organizing equipment
Assisting with administrative office tasks
Not for: Pre- or post-job tasks like prep or cleanup directly tied to a move. Crew Events are for overhead tasks outside of jobs.
How to Add a Crew Event
From the Dispatch Board, hover over any open slot and click to Add Event.
In the event drawer:
Choose a template (e.g., “Clean Warehouse”) or enter a custom title.
Set the start time and duration.
Toggle “Reduces Capacity” if you want this time to affect crew availability
Assign crew members to the event.
Set pay details for each crew member or a default one that applies to all the assigned crew members:
Enter a flat dollar amount or use the default labor rate
Click Save.
If you're ready to publish during this step, you can click Publish to Payroll directly from here instead of going to the Payroll section later to confirm payout.
Use Case: Cleaning the Warehouse
Every other Friday, Andrew and Johnny clean the warehouse for two hours.
You drag in a saved “Clean Warehouse” template
Time is blocked off on the schedule, reducing their availability for jobs
You assign $30 pay to each of them
After the event, you publish it to payroll with one click
Creating and Managing Crew Event Templates
Crew Event Templates let you save time by pre-defining common overhead tasks, perfect for repeat activities like cleaning the warehouse or truck inspections.
To create a template:
Go to Dispatch Settings > Crew Event Templates.
[Insert Screenshot Placeholder – Crew Event Templates Settings]
Click Add Template.
Fill in the following:
Title (e.g., “Team Meeting”)
Start Time and Duration
Whether it Reduces Capacity
Click Save.
Templates appear as options when adding a Crew Event, saving you time on repeat activities.
Tip: Templates are helpful even if you don’t schedule events to recur automatically.
Crew Events and Payroll
Crew Events are fully integrated into your payroll workflow, ensuring overhead activities are paid out just like jobs.
Assign Time and Pay
Beta Behavior: Payment Entry Order Matters
During the beta period, the order in which you assign pay and crew members affects whether you can save or publish the event:
Option 1 (Recommended)
Set a payment default first.
Then drag in crew members from the left.
Each member gets the default pay automatically.
You can save or publish right away.
Option 2
Set a default payment and also enter payment amounts for each crew member manually.
Once all payment fields are filled out, you can proceed to save.
Note: ❗Post-beta, the payment default will be assignable directly from the event drawer, simplifying this process.
Publishing the Event
While creating the event, you can click Publish to Payroll right from the modal.
No need to go to the Payroll section if you're ready to finalize.
Unpublished Events Stay Editable
Events remain editable until they're published in the payroll module.
Easily make last-minute changes to crew, time, or pay as needed.
Unpublished events appear in Payroll under “Unpublished Events.”
Publishing Locks the Event
Once published, the event is locked in for payout.
Go to the Payroll period, click the event, and hit Publish.
Track Published Events Easily
Published Crew Events are marked with a green checkmark ✅ in Dispatch.
This helps you quickly confirm which events are finalized for payment.
Note: Crew Events follow the same payroll process as jobs. Anything your crew is getting paid for should be published and tracked here.
Will Crew See These Events?
Assigned crew members will receive notifications like they do for jobs.
Coming soon! Crew will also see Crew Events in the crew app, displayed similarly to jobs.
Key Reminders
Crew Events are not jobs and will not show in job reports
They are for overhead activities that still require scheduling and compensation
Templates are optional, but they make setup faster for repeat tasks