Assigning Crews

Proper crew assignment ensures each project has the right people and equipment. This guide shows you how to assign teams, drillers, and equipment to your scheduled projects.

Quick Start: Assign a Crew in 4 Steps

1. Open the project from Scheduling
2. Pick a team or a person in Assigned To
3. Add the equipment for the job
4. Use Notify crew to tell the crew

Step-by-Step: Assigning a Team

From the Board

1. Open Scheduling from the sidebar and click Board in the view switcher
2. Find the project in its current team card, or click Add project to team... on a team card to add one
3. Drag the project onto the desired team's card
4. Release to assign - dates auto-calculate based on team workload

Put a Job on a Crew's Board Without a Date

Use this when you know which crew will do the job, but not which day.

1. On the Board, click Add project to team... on the crew's card.
2. Check Add without a date (hold on this crew's board).
3. Pick the project.

The job goes into the crew's Unscheduled tray on its card, marked No date. It stays off the Calendar, Gantt, and Map until it gets a date.

You can also do this from the Schedule a project dialog. Choose a crew for a job that has no schedule yet, then check Add to [crew]'s board without a date. The button changes to Add to board. A job that is already on the schedule does not get this option.

When you are ready to give the job a day:

1. Point to the job in the Unscheduled tray.
2. Click the calendar button to book it at the end of the crew's run. You can also drag the job down into the crew's scheduled jobs.

To move the job to another crew and keep it undated, drag it onto that crew's card. To take it off the crew's board, click the trash button on the row.

From the Details Panel

1. Click any project, in any scheduling view, to open the details panel
2. Find the Assigned To list. It groups Teams and Field Techs
3. Pick a team, or pick a person
4. The change saves right away. A message confirms who the job is assigned to

Picking a person assigns that person's crew. A job that was assigned to a person alone, from before crews were the unit, says "Assigned to [name], not a crew," and picking an assignee puts it on that person's crew.

Step-by-Step: Assigning a Driller

1. Open the details panel (click the project in any scheduling view)
2. Open the Assigned To list
3. Under Field Techs, pick the person. Search teams and techs by name
4. DrillerDB assigns that person's crew

The list shows how busy each crew is on the job's date, to help you choose.

Step-by-Step: Assigning Equipment

Add Equipment to a Project

1. Open the details panel
2. Find Equipment on this job
3. Click the box and search by name, make, or model
4. Pick each rig or unit that goes on the job. Add as many as you need
5. The change saves with the panel

A crew's standing vehicles are set on the crew's card in the Teams view. Equipment on this job is the per-job choice. It shows for projects. Work orders show their crew's rigs but have no per-job equipment list. Roles without equipment access do not see the box.

Check Equipment Availability

When you add a vehicle to a crew in the Teams view, DrillerDB asks first if the vehicle has planned maintenance that day (Planned maintenance that day, with Assign anyway) or is already on another crew (Already scheduled that day). See Conflict Detection.

Checking Crew Availability

View Team Schedules

In Board view:

• Each crew card shows its scheduled jobs in run order
• The members line marks anyone out in the next two weeks
• Jobs due within two days show AT RISK. Late ones show DELAYED

In Gantt view:

• Timeline shows team workload visually, one lane per crew
• Lanes are shaded on days someone in the crew is out

In Calendar view:

• Daily and weekly view of all assignments
• Click a date, or drag across dates, to open Schedule a project
• See all teams at once

In Teams view:

• Pick a date in the date filter to see who is out that day

Handling Conflicts

When you add a person to a crew who is already on another crew that day, DrillerDB asks Already scheduled that day. Choose:

1. Move to [crew] to take them off the other crew
2. Add to both if they really work both
3. Cancel and choose someone else

Reassigning Projects

Move to Different Team

Using drag and drop (Board view):

1. Click and hold the project row
2. Drag to the new crew's card
3. Release to reassign

Using the details panel:

1. Open the details panel
2. Change Assigned To

Swap Crew Members

1. Open the Teams view
2. Add the new person to the crew, using the + next to Members
3. Remove the person who is leaving, using the remove button on their name

Telling the Crew

Assigning does not send anything on its own. You tell crews in one of three ways:

Best Practices

Keep Teams Stable

Crews that work together regularly develop better coordination. Avoid frequent reassignments when possible.

Plan for Backups

Assign backup crew for critical projects in case of delays or emergencies on other jobs.

Consider Geography

Assign teams based on region to minimize drive time. Teams closer to the job site can respond faster.

Match Skills to Jobs

• Complex wells → experienced crews
• Simple residential → newer team members (training opportunity)
• Specialized work → certified technicians only

Weekly Review

Every week, review upcoming projects to ensure:

• All projects have complete crew assignments
• No scheduling conflicts exist
• Equipment is available
• Special requirements are noted

Troubleshooting

Can't find a person in the Assigned To list?

• Type the name in the search box
• Check the spelling, or look under Teams if you meant a crew

Equipment box is missing?

• It shows for projects, not work orders
• Roles without equipment access do not see it

Team not showing in Board view?

• Crews are created in the Teams view with New Team
• A crew with no scheduled jobs sits behind Show/Hide Teams Without Projects

Crew did not get a notice?

• Assigning does not notify. Use Notify crew
• Check the crew members' email addresses

Related Topics

• Teams View - Manage crews, members, and vehicles
• Calendar View - Day and week scheduling
• Gantt View - Timeline scheduling
• Conflict Detection - Resolve scheduling conflicts