Crew Scheduling · SubTrade feature
Your whole team,
one board
Monday, 6:45 AM, and the phone is already ringing: which site today? SubTrade crew scheduling puts every worker and every job on one weekly board. Schedule the whole crew at once, repeat shifts through the week, catch double-bookings before you save, and everyone knows where they are going.
Up and running in under 10 minutes.
Crew Scheduling in 52 seconds: add shifts for the whole crew, skip weekends, catch double-bookings.
The weekly board
Every worker, every job, the whole week
One row per worker, one column per day. Every shift shows the hours and the job, so you can see at a glance who is on Riverbend, who is at the office tower and who has nothing booked on Friday. Total scheduled hours sit at the top and update as you build the week.
- Weekly view with every worker and every day on one grid
- Each shift shows start and end time and the project
- Total scheduled hours for the week, at the top
- Filter by employee or by project
- Jump week to week with the date arrows
- Today highlighted so the current day stands out
Add shift
Schedule the whole crew in one go
Building a crew of four onto the same job should not take four forms. Pick as many workers as you need from the list, set the date and time once, and SubTrade creates a shift for each of them.
- Select several employees in one shift
- Your whole team listed with their initials and colour
- Date picked once for everyone selected
- Remove a worker from the selection with one click
Repeat shifts
Repeat it through the week, skip the weekend
Turn on repeat, set how many days, and tick skip weekends. SubTrade lists exactly which dates the shifts will be created for and how many shifts that adds up to, so a Thursday start runs Thursday, Friday and Monday without you touching Saturday.
- Repeat a shift for multiple days
- Skip weekends so Saturday and Sunday stay clear
- Preview of every date the shifts will land on
- Total shown before you save: days times employees
Conflict check
Double-bookings caught before you save
If someone you picked is already booked on another job at that time, SubTrade flags it right in the form. Open the conflict to see the worker, the day, the hours and the other project. The conflicting shift is skipped automatically when you save, so nobody ends up booked on two sites at once.
- Conflicts flagged on the worker as you select them
- Count of scheduling conflicts detected
- Conflict panel shows the day, hours and the other project
- Conflicting shifts skipped automatically on save
Hours, job and task
The hours, the job and the task on every shift
Quick presets for morning, afternoon, all day and night shifts, or set the exact times. Then pick the project and, if you want, the task, so the crew knows they are on Westgate Office Tower framing the L4 demising walls, not just on site.
- Quick time presets: morning, afternoon, all day, night
- Overnight shifts that run from today into tomorrow
- Exact start and end times
- Project on every shift, task optional
- Notes for anything the crew needs to know
Shift details
Hover for the details
Point at any shift on the board to see the full story: the hours, the project and the task. No clicking into forms to find out what someone is actually doing on Thursday.
- Hours, project and task on hover
- Works on every shift on the weekly board
- New shifts land on the board the moment you save
- Scheduled hours added up as you go
Day view
The whole crew’s day
Switch to the day view and see one day for everyone: who starts when, on which job and on which task, with the total hours for the day at the top. It is the list the foreman wants at 6:45 in the morning.
- Daily view for one date, every worker
- Start and end time, project and task per person
- Total scheduled hours for the day
- Switch between daily and weekly in one click
Shift coverage
Gaps fixed before they cost you a day
Coverage shows every project’s planned shift against who actually showed up, missing crew flagged by name, and the next seven days of scheduling per site. The gap gets fixed before it becomes a lost day.
- Planned versus actual crew per project, live
- Missing workers flagged by name, not discovered at noon
- Partial coverage warnings before they cost you the day
- Next 7 days of shifts across every project in one grid
- Empty days are one tap from scheduled
No phone tree
Everyone knows before they leave site
Change the schedule and the affected crew members are notified on their phones. Nobody drives to the wrong site, nobody stands around Monday morning waiting for instructions, and the group text finally dies.
- Notifications on every schedule change
- Crews see where they are going before they leave today’s site
- Reassignments take seconds, not an evening of calls
- Works across three jobs or fifteen
- iOS and Android, every crew member
Schedule meets timesheet
The schedule that checks itself
Scheduling connects to GPS clock-ins, so the plan and the reality meet every morning. Who was scheduled, who showed up, and where the hours actually went, without asking anyone.
- Scheduled crews matched against GPS clock-ins
- No-shows visible by 8 AM, not at lunch
- Hours land on the scheduled job automatically
- Real manpower history per project
- Feeds job costing without a single spreadsheet
Common crew scheduling questions
Questions, answered straight
What is construction crew scheduling software?
Software that plans which worker is on which job, on which day and for which hours, and tells the crew. SubTrade does it on one weekly board built for subcontractors running several jobs at once, connected to GPS time tracking so the plan and the hours match.
How does crew scheduling work in SubTrade?
Every worker and every day sit on one weekly board. Add a shift, pick one or several workers, set the time with a preset or exact hours, choose the project and task, and save. The shifts land on the board and the total scheduled hours update.
Can I schedule several workers at once?
Yes. Select as many employees as you need in one shift and SubTrade creates a shift for each of them with the same date, time, project and task.
Can I repeat a shift through the week?
Yes. Turn on repeat, set the number of days and tick skip weekends. SubTrade shows every date the shifts will be created for and the total number of shifts before you save.
What happens if a worker is already booked?
SubTrade flags the conflict on that worker as soon as you select them and shows the day, hours and project they are already on. The conflicting shift is skipped automatically when you save, so nobody is double-booked.
Can I schedule night or overnight shifts?
Yes. Use the night preset or switch on overnight shift for work that runs from today into tomorrow, or set any exact start and end time.
Is there a daily view?
Yes. Switch between the weekly view and the daily view, which lists one day for every worker with their hours, project and task and the total hours for the day.
Do crews get notified when the schedule changes?
Yes. Affected crew members are notified on their phones, so everyone knows where they are going before they leave site.
How do I know if someone did not show up?
The schedule is matched against GPS clock-ins, so planned versus actual coverage is live. A missing crew member is flagged by name in the morning, not discovered at noon.
Does scheduling connect to time tracking and job costing?
Yes. Clock-ins land against the scheduled job, so hours, manpower history and job costing all flow from the same schedule.
Can I plan the job itself as a Gantt chart?
Yes. Crew scheduling plans who is on which site each day. Project Schedule plans the work on each job as a Gantt chart, with templates, a baseline and critical path, and Master Schedule puts every job on one timeline. Both are included on every plan.
Video tutorials
See crew scheduling in the app
Short walkthroughs from the SubTrade team, each with a PDF guide your office can keep.
PDF guideCrew scheduling
Book your crew for the week, repeat shifts and catch double-bookings.
TutorialScheduling workflow and drawings upload
Schedule crews and attach the right drawings to the right job.
PDF guideEmployee time sheets workflow
Review, correct and approve crew hours without the Friday detective work.