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Why this matters

Crews are the teams that perform your services. Setting them up in ProBase allows you to schedule work efficiently, optimize daily routes, and track which crew completed each job. Even if you’re a one-person operation, you’ll have a crew for yourself.

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Where crews live

Your crews sit under Team Roster in the sidebar. Open it and choose the Crews tab — you’ll see a card for each crew showing its color, its members, its starting location, and how many upcoming appointments it has. The Crews tab

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Your default crew

When you create your ProBase account, a default crew named “My Crew” is automatically created for you. This crew is ready to use immediately for scheduling appointments. You can:
  • Edit it to add a more descriptive name
  • Add the people who work on it
  • Add start and end locations for route optimization
  • Set a start time so appointment scheduling anchors to the right time of day
  • Keep using it as-is if you’re a solo operation
If you only have one crew, appointments are automatically assigned to that crew when you schedule work — no need to select a crew each time.

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Create a crew

1

Open the Crews tab

Go to Team Roster in the sidebar and click the Crews tab.
2

Click New crew

Click the New crew button. The crew form opens.Create crew form
3

Fill in the details

Enter the crew information:
  • Crew Name — A descriptive label for the crew (e.g., “Team 1”, “South Crew”)
  • Crew Color — Pick a color from the palette. This color is used on the calendar and crew labels to make it easy to tell crews apart. ProBase auto-picks the first color that isn’t already in use, so you only need to change it if you want a different one.
  • Starting Address — Where the crew begins their day. Address suggestions appear as you type — pick one and the full one-line address drops into the field. See Address suggestions as you type.
  • Ending Address — Optional. Where the crew ends their day. Check Use same address for ending location if they return to the start, or leave it empty if the crew simply finishes wherever the last job is.
  • Start Time — The time the crew begins work each day (e.g., 8:00 AM).
  • Members — Tap the people who work on this crew to add them (see Add members to a crew below). Crew form filled in
If you’ve already added more crews than there are palette colors, you’ll see a notice that some crews may share the same color. You can still pick any color from the palette.
4

Save

Click Create Crew. The new crew appears in the list and is ready to be assigned to appointments.Crew list after creating

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Add members to a crew

Assigning people to a crew tells ProBase who’s doing the work and lets those crew members see the jobs scheduled for them. You can manage a crew’s members in two places:
  • From the crew — on the crew’s create or edit form, the Members section lists everyone on your team. Tap a person to add or remove them; a checkmark shows who’s on the crew. People you’ve invited but who haven’t joined yet show a Pending badge and can still be added.
Choosing crew members on the crew form
  • From the person — on the Team Roster, open a member’s Edit member form and use the Crews field to pick which crews they run with.
Click Save to apply your changes. A crew’s members are listed right on its card and on its detail page. A crew's members listed on the crew detail page
Deactivated members are automatically dropped from every crew. When you reactivate someone, add them back to their crews — reactivation doesn’t restore crew assignments.

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View crew details

Go to Team Roster → Crews and click a crew to open its detail page. You’ll see:
  • Crew name and color
  • The crew’s members, each with their role
  • Starting location
  • Ending location (if different from start)
  • Start time for the crew’s day
  • Map of the start and end locations
Crew show page

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Edit a crew

  1. Go to Team Roster → Crews
  2. Click on the crew name
  3. Click Edit
  4. Update any of the following:
    • Crew Name — A descriptive label for the crew
    • Crew Color — Pick a different color from the palette. The crew’s color shows on the calendar and crew labels.
    • Starting Address — Where the crew begins their day (shop, home, equipment storage). Address suggestions appear as you type — see Address suggestions as you type.
    • Ending Address — Optional. Where the crew ends their day. Clear it if the crew has no fixed place to return to.
    • Start Time — The time the crew begins work each day (e.g., 8:00 AM). This is used as the anchor when appointment times are recalculated after reordering or optimizing a route.
  5. Click Save
Edit crew form After edit
Setting a Start Time on your crew ensures that when you reorder or optimize your route, appointment times cascade correctly from the right time of day.
Only the Starting Address is needed for route optimization — it’s where the drive is measured from. The Ending Address is optional: leave it empty and the optimizer simply finishes the day at the last job instead of routing the crew back to a depot. Either way, Optimize drive works normally.
Crew start time setting

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Delete a crew

If you no longer need a crew:
  1. Go to Team Roster → Crews
  2. Click on the crew name
  3. Click Edit
  4. Click Delete
  5. Choose another crew to reassign existing appointments to
  6. Confirm the deletion
Delete crew modal When the crew has scheduled appointments, a warning shows how many will be reassigned. The Reassign appointments to dropdown lists your other crews — pick one to take over those jobs before deleting. Appointments are never left without a crew. Reassign appointments on delete
You can’t delete your only crew. When this is your last crew, the Delete button is disabled and a message reminds you to create another crew first.
Delete button disabled for the last crew

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Managing multiple crews

When you run more than one crew:
  • Each crew gets its own color on the calendar — ProBase auto-picks an unused color when you create a crew, and you can change it anytime from the create or edit form
  • Use distinct names for easy identification
  • Set realistic start locations to optimize routing
  • Assign specific service types to specific crews if they specialize

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Next steps