User Groups & Crews
User groups allow you to define reusable crews — named collections of workers who are frequently scheduled together. Instead of individually assigning 6 workers to a job every day, create a crew group and schedule the entire group in one action. This is how real ICI contractors operate — foremen run the same crew week after week.
Navigation
Sidebar → Workforce → User Groups (or Settings → User Groups)
Overview
The User Groups page lists all defined crews with their member counts. Groups can represent permanent field crews, project-specific teams, or functional groups like "Safety Committee."
Typical Crew Structure
Field Crews
ICI contractors organize field workers into named crews led by a foreman:
| Crew Name | Composition | Typical Assignment |
|---|---|---|
| Crew A — Pipe Insulation | 1 Foreman + 3 Journeymen + 2 Apprentices | Large industrial piping projects |
| Crew B — Vessel & Tank | 1 Foreman + 2 Journeymen + 1 Apprentice | Equipment and vessel insulation |
| Crew C — Duct Wrap | 1 Foreman + 2 Journeymen + 1 Apprentice | Commercial HVAC duct insulation |
| Crew D — Cladding | 1 Foreman + 2 Sheet Metal Workers | Metal jacketing and cladding |
| Crew E — Fireproofing | 1 Foreman + 2 Journeymen | Firestopping and fireproofing |
| Shop Team | 1 Shop Foreman + 2 Fabricators | In-house metal fabrication |
Administrative Groups
| Group Name | Purpose |
|---|---|
| Estimating Team | Estimators and takeoff specialists |
| Project Managers | All PMs — for scheduling meetings and reviews |
| Safety Committee | JHSC members |
| Supervisors | All foremen and superintendents |
Creating a User Group
- Navigate to User Groups.
- Click Add User Group.
- Configure:
| Field | Description |
|---|---|
| Name | Crew or group name (e.g., "Crew A — Pipe Insulation") |
| Members | Select workers to include in the group |
Adding Members
Select workers from the user list to add them to the group. Workers can belong to multiple groups — a foreman might be in both "Crew A" and "Supervisors."
How User Groups Connect to Other Features
| Feature | How User Groups Are Used |
|---|---|
| Scheduling | Schedule an entire crew to a job in one action — all members get assigned |
| Bulk Timesheet Entry | Enter time for the whole crew at once — one entry covers all members |
| Notifications | Send schedule change notifications to the entire crew |
| Reports | Generate crew-level labour utilization reports |
| Mobile | Crew members see their shared schedule in the mobile app |
Crew Scheduling Workflow
The primary use case for user groups:
- Operations manager creates crews based on skill mix and project needs.
- Scheduler drags the crew group onto a job in the scheduling view — all members get assigned.
- Workers see their assignment in the mobile app.
- Foreman enters time for the crew using bulk timesheet entry.
- Office approves the crew's timesheets together.
This reduces scheduling from N individual assignments to a single crew assignment.
Managing Crew Composition
Crews are not static — workers rotate between crews based on project needs:
- Add a worker when someone joins the crew
- Remove a worker when they're reassigned to another crew or project
- Create temporary crews for short-duration jobs (e.g., shutdown turnarounds)
Keep crew names consistent with how your foremen refer to them on site. If everyone calls it "Crew A," name it "Crew A" — not "Insulation Team Alpha."
Related Pages
- Departments — Organizational divisions your crews belong to
- Trade Classifications — Worker skill levels for crew composition planning