Schedule a crew week and get it acknowledged

Before you begin

Have your crews defined with the people who belong to them, and make sure each person has a mobile number or an email address on file. Anyone unreachable is called out explicitly when you go to issue, so it's worth fixing the roster first rather than discovering the gap on Sunday night. Know which projects and trades you're staffing for the week, because the grid filters by both.

Steps

1. Go to Resources & Assets → Crews & Resources, then open the Crew Scheduling tab.
2. Filter to the project and trade you're staffing. The grid gives you one line per assignment for the week.
3. Use Assign Crew to place crews against the work, line by line, until the week is covered.
4. Click Issue week to open the issue panel. The status badge at the top tells you where you are: Not published, Issued v1, or Changes not issued if you've edited the grid since the last send.
5. Click Publish this week. This freezes a numbered version of the schedule, which is the thing people will be confirming. Editing afterwards produces Publish v2, so a revision is a new version rather than a silent overwrite.
6. Click Issue by text & email. Each person gets their assignment along with a private link. The button changes to Already issued once it's sent, so you can't double-send by accident.
7. Watch the acknowledgement tracker. It reads "3 of 9 confirmed" and shows each person as Confirmed (reply), Confirmed (link), or Waiting. A reminded person reads Waiting — reminded 2x.
8. Click Remind the N who have not confirmed to chase only the outstanding people. It doesn't re-send to anyone who already confirmed.
9. Download the Schedule PDF if you need a printed copy for the trailer or the gate.

What happens next

The acknowledgement is a confirmation of the schedule, not a read receipt. Opening the link does nothing on its own — the person has to press Confirm my schedule on the page. That distinction is deliberate: carrier link scanners and mail security products follow links automatically, and if merely fetching the page counted as confirmation, half your crew would show as confirmed without having looked at it. Replying to the text confirms too, and shows as Confirmed (reply) so you can tell the two apart.

If you change the week after issuing it, the badge flips to Changes not issued until you publish and issue the new version. Nobody's prior confirmation carries over to a version they never saw.

Where the record lives

Each published version is kept with its version number, who issued it, when, and the confirmation state of every person on it. When someone says they were never told to be on a different job Monday, the record shows which version they were sent, through which channel, and whether they confirmed it.

Troubleshooting

Someone shows as unreachable when you go to issue: they have no mobile number and no email on file. The issue panel warns about this before sending rather than silently dropping them from the distribution.

A person confirmed but says they never saw a change: check the version number against what they confirmed. A confirmation is bound to a specific published version, so a confirmation against v1 doesn't cover v2.

The reminder button is greyed out: everyone has confirmed, or the week hasn't been issued yet. There's nobody to chase in either case.