🧭 Key Concepts in CrewHero
Audience: Owners, Admins, Managers
Tags: #GettingStarted, #KeyConcepts, #Overview
CrewHero is built to simplify the chaos of running a field team. These are the key concepts behind how CrewHero works — and how they help you build a more organized, visible, and accountable operation. People, Fleet and Workflows. All in one place. Sounds nice doesn’t it? We fill the gap that your CRM has left behind. Scheduling the work is important, work tickets are critical for billing and job costing. But it takes forever to organize and communciate how we are going to actually pull the day off and manage the call outs, truck availability, equipment assignments and all of the other super stressful complicated stuff. Starting your workday in chaos means you are living in stress. That’s no fun.
📋 Dispatching
Dispatching is the heart of CrewHero — it’s where you plan your day, assign people and equipment, and respond to changes.
What You Can Do:
- Build crews for today, tomorrow, next week and beyond.
- Assign people, trucks, trailers, and equipment
- Point and Click to make quick changes
- Add notes, job names, or job site info to each crew
- View who's not working or which assets are out of service
Pro Tip: Put your CRM schedule on one screen and CrewHero on the other.
🧱 Divisions & Crew Organization
Divisions help you organize your company by department, region, or service type — like Maintenance, Construction, Irrigation, or Enhancements.
Within each division:
- You can assign a Division Leader
- Teams can be built based on who reports where
- Crews can be planned division-by-division
Benefits:
- Cleaner dispatch screens
- Better visibility and accountability by department
- Easier scaling as your team grows
Best Practice: Start with just one division if you're small. Add more as your company structure evolves.
🛠️ Repair Request Workflow
Field teams can submit equipment or vehicle issues directly from the Frontline App.
The Flow:
- Crew Member taps “Submit Repair”
- Describes the issue (optionally adds a photo)
- Fleet team and Production Managers sees it in the Fleet App - In Realtime!
- Mechanic marks it as Received, In-Progress, Ready
- Vehicle is flagged out of service or returned to service
- Production Managers update progress from Ready to Accepted. Tells the company they acknowledge and will get the asset back to the frontline where it belongs.
Tip: This replaces text messages and sticky notes.
🗓️ Time-Off Request Workflow
Frontline team members can request time off from their phone in just a few taps.
The Flow:
- Crew Member submits the request with dates + reason
- Manager receives the request on their home screen
- Manager can approve or deny with one click
- Approved time off shows automatically in dispatch view alerting you the team member is out/off.
- Office/HR staff changes status from Approved/Denied to Processed after adding the data for Payroll processing.
Best Practice: Approve time off the day before dispatching.
👀 Frontline Visibility, Access & Involvement
This is one of the most important CrewHero concepts.
Frontline teams — the people doing the work — should have visibility into the plan, access to the tools, and involvement in daily operations.
With the Frontline App, they can:
- ✅ See their crew and assignment for today & tomorrow
- ✅ Check weather, announcements, and job details
- ✅ Submit repair and time-off requests
- ✅ Access company links (safety docs, policies, etc.)
- ✅ Update their info (address, clothing size, emergency contact)
Why It Matters:
- Reduces morning chaos
- Improves preparation and safety
- Increases team engagement
- Boosts field-level accountability
Pro Tip: When your team knows the plan, they show up more prepared — and that changes everything.
Summary
Concept | What It Solves |
Dispatching | Replaces whiteboards and guesswork with clear assignments |
Divisions | Brings structure and accountability to your growing team |
Repair Requests | Keeps equipment safe, tracked, and out of the dark |
Time-Off Requests | Simplifies scheduling and planning around real availability |
Frontline Visibility | Empowers your team with clarity and confidence |
CrewHero isn’t about doing more — it’s about making what you already do feel cleaner, faster, and less chaotic.