Free tool
Crew schedule planner
By Umair Nawaz, founder of Lirevon Updated How we test tools
Plan the week for up to 6 crews, Monday to Saturday. Add your jobs, give each one a crew and a day, and see hours booked against hours available. The board flags overbooked days and machines needed by two crews at once. Keep unscheduled jobs and estimate visits in their own lists, then print a week sheet for each crew.
Hours are your estimates. Nothing is sent anywhere; the board is saved in this browser only.
Related: dispatch · crew hour · Lirevon for growing tree companies · our offers.
1. Your week and crews
Hours each crew can work per day
Starting point: 8 hours Monday to Friday, Saturday off. Change it. Use 0 for a day off.
2. Equipment you have
How many of each machine you can send out on one day. Starting list, change it. Set 0 for something you always rent.
3. Add a job
4. Estimates to visit
Quote visits you still need to make. When a customer says yes, turn the visit into a job.
The board
Your week, crew by crew
Each cell shows hours booked / hours available. Select a job on the board to jump to its crew and day menus. Estimates only.
Unscheduled jobs
Jobs that still need a crew, a day, or both.
Scheduled jobs
Change the crew or day here to move a job. Set either one back to none to unschedule it.
How the board works
- Hours booked for a crew on a day = the estimated hours of every job given to that crew on that day, added up.
- Hours available = the hours you set for that crew on that day.
- Overbooked = hours booked are more than hours available. A day set to 0 with any job on it is also flagged.
- Equipment clash = on one day, the number of crews with a job needing a machine is more than how many of that machine you have. One crew using a machine on two jobs counts once.
- Unscheduled = any job missing a crew or a day. It stays off the board until it has both.
- Week totals = all of a crew's booked hours and available hours, Monday to Saturday.
Where the jobs come from
How a booking page and text-back feed this board
A full board starts with calls you actually catch. Invoca reports that about 27% of calls to home-service businesses go unanswered, and under 3% of those callers leave a voicemail. Here is the path from a ringing phone to a job on a crew's sheet.
Step 1
Missed call, fast text
You are up a tree and miss the call. Missed-call text-back sends the caller a text within about 30 seconds and asks what they need and which town they are in.
Step 2
They book a visit
The text links to your booking page. The customer picks a time for an estimate. That is a new line in your estimates to visit list.
Step 3
You quote, they say yes
At the visit you estimate the hours and the machines. When they accept, turn the visit into a job. It lands in unscheduled.
Step 4
Onto a crew and day
Pick the crew and day that have the hours and the equipment free. Print the week sheet and hand it to the crew lead.
This free planner is a stand-alone tool. It does not connect to your phone, booking page or any other system; you add jobs and visits by hand. Write out your own text-back message with the text-back script tool.
Questions about crew scheduling
How do I schedule tree crews for the week?
List every sold job with its estimated hours and the equipment it needs. Set how many hours each crew can work each day. Then give each job a crew and a day, biggest and most time-sensitive jobs first. Check that no crew is over its hours and no machine is needed by two crews at once. This planner does those checks for you.
How many hours should I book a crew for in a day?
Use your own number. Many owners book less than a full day on purpose, so there is room for weather, a slow removal or an extra stop. The hours you set per crew per day are starting points, change them to match how your crews really work.
Should job hours include travel?
Yes. Your crew is paid while it drives between the yard, the job and the dump. Put the whole crew time for the job, including travel, in the estimated hours. Then the board shows how full the day really is.
What does an equipment clash mean here?
It means that on one day, more crews have jobs needing a machine than you have of it. For example, two crews both need the only stump grinder on Tuesday. Move one job, swap the order across days, or book a rental. A machine you set to 0 owned is flagged as a rental to book.
Can the same crew use one machine on two jobs in a day?
Yes. The planner counts a machine once per crew per day. If one crew takes the chipper to two jobs on Wednesday, that is one chipper in use, not two.
What goes in the estimates to visit list?
Quote visits you still need to make: who, which town, what they asked for and when they prefer. When the customer says yes, press Turn into job. The details move into the job form so you can add hours and equipment and put it on the board.
How do I print a week sheet for each crew?
Choose a crew in the print menu, or choose all crews, and press Print week sheet. Each crew gets its own page with every day, the jobs, towns, hours and equipment, and space for notes. Only the sheet prints, not the rest of the page.
What does Clear week do?
It removes all jobs and estimate visits so you can start a new week. Your crews, their hours and your equipment list stay. You are asked to confirm first, because it cannot be undone.
How do online booking and missed-call text-back feed this board?
Text-back answers a missed call with a text, so the caller tells you what they need instead of calling the next company. A booking page lets the customer pick a time for an estimate visit. Both give you new estimate visits, and the visits you win become jobs on this board. This free tool does not connect to anything; you add them by hand.
Is anything I type sent to Lirevon?
No. Everything runs in your browser. Your crews and jobs are only kept in this browser on this device so the board is still there next time. Clear your browser data to remove them, or use Clear week.
A full board needs answered calls
Plan the week. Then catch every call.
Lirevon sets up missed-call text-back, an AI receptionist, online booking, follow-ups and review requests for tree companies, so the estimate list keeps filling while your crews work.