✅ Quick Start Checklist for Owners

Audience: Owners

Tags: #Onboarding, #Checklist, #GettingStarted

Getting started with CrewHero should feel quick and empowering — not overwhelming. This checklist is designed for Owners who want to set up the basics, create their first crew, and get a dispatch out the door. FYI: Our users can typically upload their people and asset information, create divisions, crews and a first dispatch within a couple hours and be ready to invite their Frontline for the next day’s dispatch!

✅ Step 1: Log In as the Owner

Go to go.crewhero.app

Enter your phone number or email

Use the One-Time Passcode (OTP) to log in

Explore the Owner Dashboard — no password needed, just clean access

Tip: Bookmark the app on your desktop or phone homescreen for easy access each morning.

✅ Step 2: Set Up Your Company Info

Click Settings → Company

Upload your logo

Add company contact info

Optional: Add links to your handbook, safety manual, or Google Drive folders (be sure to create a public link)

✅ Step 3: Create Your Division(s)

Click Settings → Divisions

Add a division name (e.g., Maintenance, Construction, Irrigation)

Assign a Division Manage or Owner as the manager.

You can add more division leaders later as you grow

Pro Tip: Small Companies (Under 5 crews) - Create a Division ‘Your Company Name’. Keep your people and assets grouped together. Medium Companies (6-15 Crews) - Create a couple divisons to assign your people and assets but give you opportunity to filter and search easier. Large Companies (16+ Crews) - Create +5 Divisions and don’t forget to include Admins, Fleet etc.

✅ Step 4: Add People & Assign Their App Access

Before anyone can log in, you’ll need to manually add each person to CrewHero and set what parts of the app they can access.

Go to Team → People

Click “+ Add Person”

Enter their name, phone number, and email (if available)

Assign a Division

Save, then click into their profile to continue

Inside their profile:

Click the hex icon (⚙️ Settings) in the top-right

Scroll to the CrewHero App Access section

Check the boxes for the access they need:

App Access	What It Unlocks
✅ Frontline App	Most common — lets users view crew assignments, submit repair and time-off requests, and update info. Ideal for Crew Leaders and Crew Members.
✅ Manager App	For owners and ops managers — allows dispatching and people/asset planning.
✅ Maintenance Access	For mechanics and fleet admins — used to view and manage repairs, service logs, and equipment statuses.
✅ Owner Access	Full visibility and control of the app and company setup.

Tip: Don’t give everyone full access. Just enable what they need — it keeps the app simple and reduces mistakes. When you Add People - They immediately get access to Frontline. IF you want them to access more features, you need to add access in their individual People Profile.

Reminder: CrewHero currently doesn’t have a formal “invite” button — so once access is set, team members log in directly via go.crewhero.app using their phone or email and a one-time passcode (OTP).

✅ Step 5: Add Vehicles, Trailers & Equipment

Navigate to the Asset tabs on the left menu

Add trucks, trailers, and equipment in your database. Don’t worry if you don’t have all the info. You can come back to that later.

Include license plate, VIN, Nicknames or asset #’s if you have them

✅ Step 6: Create Your First Crews

Navigate to the ‘Crews’ Tab on the Menu

Create your Crews and assign them to a division

✅ Step 7: Create Your First Dispatch (For Tomorrow)

Now it’s time to put your first plan together.

Go to the Dispatch tab in the left-hand menu

At the top, The Division Filter Bar will help you focus on an individual division

Select the Day/Date you want to build a dispatch for

Add Crews to Dispatch by Clicking “+ Add Crew” on Bottom Right of Screen

Click the appropriate columns and add people, trucks, and trailers into that crew

Add a Note - This isn’t designed to replace your CRM work ticket info but rather a summary of what type of work the crew is doing and any small reminders or heads up you want to offer them. Be as simple or complex as you would like.

Repeat for additional crews as needed

Click ‘Plans’ and Save these assignments as a template

Once saved, Crew Leaders and Crew Members will see their assignments when they log in the next morning.

Pro Tip: Put your CRM on one screen and CrewHero on the other.

Best Practice: laying out your dispatch for the next 5 days will help you see issues before they become a problem in the morning. It also helps your crew show up prepared — with no confusion, no chaos, and no waiting in the yard.

Next Steps: Add a team announcement or drop a link in Shared Links so your crew knows where to find the safety manual, uniforms list, or schedule.

✅ Step 8: Check It From a Crew Leader’s View

Ask your Crew Leader to log in at go.crewhero.app

They’ll receive a one-time login code

They’ll see their assignment, weather, and any announcements

Take a moment. Appreciate your effort and realize what you just did to support your frontline teams. This is a huge step in the whiteboard revolution. You are changing your culture and reducing chaos. Forever…

✅ You're Ready

Now that your company, crews, and assets are live — you're officially dispatching with CrewHero.

Start small, iterate often, and lean into the simplicity.

We built this for you, your managers, and the crew that makes it all happen.

We have a lot of great features coming. It’s going to take time but we welcome your input and involvement. The only test we ask ourselves is if the feature reduce stress, chaos and support the frontline teams, we build. Once you support them, they will solve the countless little things that use to happen naturally. Everyone wants to feel seen, heard and appreciated. Your Frontline teams are the most important in your organization. Support them, they will support you.

Get Started Checklist