Team Schedule: field-crew planner

What the Team Schedule is

The Team Schedule is a monthly field-crew planner. It gives you a grid of every active team member (rows) against every calendar day (columns) for the selected month. Managers fill in who is doing what each day — deployed on a job, in the warehouse, in the office, training, off, or TBC — and the roster stays inside ProMan so the whole team sees the same picture.

Access it from the sidebar at Schedule, or from any project's Schedule tab for a project-scoped view.

Who can do what

Role	View the grid	Edit cells	Manage guests	Export
Viewer	✓	—	—	✓
Member	✓	—	—	✓
Manager	✓	✓	✓	✓
Admin / Owner	✓	✓	✓	✓

Editing is locked to managers and above so that members can't accidentally change their own roster without authorisation.

Navigating the grid

Use the ← → arrows at the top to move forward or back a month. The legend row below the navigation shows every activity type with its colour so you don't need to remember them.

Columns are calendar days. Weekend days are dimmed. The sticky first column keeps names visible when you scroll right across a long month.

Assigning a day

Click any cell (managers only). The cell editor opens:

1. Activity — choose one of the six types:

   • Deployment / Job — the crew member is on a billable project that day.
   • Warehouse — on-site at the warehouse or yard.
   • Office / Lab — desk or lab work not tied to a specific deployment.
   • Training — internal or external training day.
   • TBC — placeholder; known they're busy, job not confirmed yet.
   • Off / Rest — leave, public holiday, or rest day.

2. Project / job (Deployment only) — link the cell to a real project so it appears in the Project Reference table and feeds the profitability reports.

3. Job-specific sidecar fields (all optional):

   • Vessel / equipment — the survey vessel, truck, crane, etc.
   • Weather window — required wind/sea conditions ("Wind < 15kt").
   • Subcontractor — third-party company on this day.
   • Notes — anything else the field team needs to know.

4. Click Save. The cell updates immediately and the page refreshes from the server to confirm.

To clear a cell, open it and click Clear (the red button, bottom-left).

Guest members — crew without ProMan accounts

Some team members — subcontractors, day-labourers, technicians who don't use email for work — don't have ProMan accounts. You can still roster them.

Click Add guest in the header. Type their full name and click Add. They appear as a separate "Guests" section at the bottom of the grid, with a guest label under their name. You assign, clear, and export their rows exactly the same as regular members.

To remove a guest (e.g. the engagement ended), click add / manage in the Guests section header, then the trash icon next to their name. Removing a guest hides them from the grid but preserves their historical schedule entries for record-keeping.

Selecting people for export

Every person row — regular member or guest — has a checkbox on the left. The TEAM header has a master checkbox to check/uncheck everyone at once. Unchecked people are dimmed in the grid and excluded from the export (both their row and their entries in the Project Reference table).

When a subset is selected, a small counter appears: "Exporting N of M people". This is session-only — it doesn't change the underlying roster.

Use it when you need a subcontractor-only handout, or when certain staff are on admin hold and shouldn't appear in the external copy.

Exporting to Excel and PDF

Click Excel or PDF in the header.

Excel export:

• Frozen team-name column and two header rows (weekday + day number) so the grid stays navigable in a wide spreadsheet.
• Each cell is colour-filled to match the legend.
• A Project Requirements / Reference table below the grid aggregates every project rostered that month with client, vessel, subcontractor, crew list, and notes.
• Prepared-by name and date stamp embedded in the workbook metadata.

PDF export:

• A3 landscape, same structure as Excel.
• Suitable for printing and posting in a site office.

Both exports are filtered by your current include/exclude checkbox selection.

The Project Reference table

Below the grid (in the app and in exports) is a summary of every project that appears in the current month's roster. For each project ProMan aggregates:

• Project Ref — the project code.
• Description — project name.
• Client — linked client name.
• Vessel / equipment — de-duplicated list of all vessels mentioned in assignments for that project.
• Subcontractor — de-duplicated list.
• Crew — all members (including guests) rostered on that project.
• Notes — combined field notes from all assignments.

This table is what you hand to the logistics or procurement team — everything they need for a one-month field operation in one page.

Per-project schedule view

On any project page, open the Schedule tab. It shows the same data filtered to that project only — who is deployed on it, which days, with their job-specific details. An Open full planner button deep-links back to the org-level schedule at the same month.

Editing still happens in the full planner (so the manager has the full month context), not from the project tab.

Tips for field operations teams

• Fill TBC early. As soon as you know someone is earmarked for a mobilisation, use TBC. It blocks the slot and removes them from "available" without committing to a project.
• Use the vessel field consistently. The Project Reference table de-duplicates vessel names — if you spell "Survey Launch 2" differently across days, it shows up twice. Agree on a naming convention.
• Guest members for subcontractors. If the same subcontractor individual appears every month, add them as a guest once. Their name persists and they accumulate history.
• Uncheck admin/support staff before exporting if your handout is for a site superintendent who only cares about field crew.
• The PDF is A3 landscape. Most months fit cleanly. For organisations with more than ~20 people, split exports by team using the checkboxes.

Next up

Schedule is set. Time to log the hours — chapter 6 covers timers, manual entries, and timesheet approvals.