A list tells you what's open. The calendar shows you the whole week at once: what's filled, what isn't, and who's free to take it.
Summary
Open Workspace › Calendar. It has three tabs: Orders, Jobs and Crew Members. Colors show where each one stands: orange is open, blue is partly filled, and green is filled. On the Crew Members tab, open jobs sit in the Unassigned row at the top, and you drag a job onto a Crew Member to book them. What goes wrong: looking for someone who isn't on the calendar yet. Only Crew with jobs that week show; add others with the add-Crew icon.
How to do it
- Go to Workspace › Calendar.
- Choose Orders, Jobs or Crew Members.
- Pick Day, Week or Month, and move between dates with the arrows or Today.
- Narrow it down with the status list (Unassigned, Partially Filled, Completely Filled) or Filter.
- On Crew Members, drag a job from Unassigned onto a Crew Member's day to book them.
▶ Watch how the calendar works (2 minutes)
▶ Watch drag-and-drop scheduling (1 minute)
That's your week on one screen. Read on for what each tab is best for.
On this page
Which tab to use
| Tab | Best for |
|---|---|
| Orders | Seeing every order across the week, and which ones still have open spots. |
| Jobs | Each job on its day, so you can see the gaps by date. |
| Crew Members | Who's working when. Open jobs sit at the top, and you drag them onto people. |
What the colors mean
| Color | Meaning |
|---|---|
| Orange | Open. Nobody is booked yet. |
| Blue | Partly filled. Some spots are still open. |
| Green | Filled. |
Each card shows how many jobs and positions are filled, such as 3/5, so you can see how far each one has to go.
Book and move Crew by dragging
- Drag a job from the Unassigned row onto a Crew Member's day to book them.
- Drag a job to another Crew Member or another day to move it.
- Drag a job back to Unassigned to take someone off it.
- Click an empty day to add a job there, or use Add Order.
Crew hear about these changes the same way they would if you made them on the job itself.
More you can do
- Switch time zones with the time zone list, so you see each job in the time you need.
- Save the way you've set it up with Save, and pick it again from the views list.
- Use Export to take the calendar out of NextCrew.
- For a printable week, run the Weekly Calendar or Weekly Calendar By Employee report. See Find and Use Reports and Dashboards.
Why schedule on the calendar
| Working from lists | On the calendar |
|---|---|
| Opening jobs one by one to see what's open. | Open jobs stand out in orange. |
| Checking each person's bookings before you offer a job. | See who's already working that day. |
| Editing a job to move it to another day or person. | Drag it. |
If something isn't working
| What you see | Check this first | Who fixes it |
|---|---|---|
| A Crew Member isn't on the Crew Members tab | Only Crew with jobs that week show. Add them with the add-Crew icon next to Crew. | You |
| The calendar is slow to load | Narrow it with Filter or the status list. A big week with many Crew takes longer. | You |
| Times look wrong | The time zone list at the top. | You |
Questions people ask
Does dragging a job notify the Crew Member?
Yes. It works the same as booking them on the job.
Where do multi-day jobs show?
On their first day, marked as running over several days.
Can I print the week?
Run the Weekly Calendar or Weekly Calendar By Employee report.
Other ways people ask this
- How do I see my schedule for the week?
- Is there a drag and drop scheduler?
- How do I see who is working each day?
- How do I see open shifts on a calendar?
- Can I print a weekly schedule?
Related guides
- Create an Order and Its Jobs — adding work
- Change One Crew Member's Booking, or Book Them Fast — changing one person
- Save and Share Your Own List Views — saved views
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