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ManageCal
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For field and facilities teams

Crews, vans and jobs on one calendar, with every van booked once.

Field work is people, vehicles and equipment in the right place at the same time. ManageCal schedules all three, refuses a van that is already out, and gives the office the whole picture and each crew its own week.

The problems

Three things that cost a field team a morning.

01

The van is already out

Two jobs are scheduled on Wednesday morning, both assuming Van 2. The second crew finds out in the yard.

Make each vehicle and each shared piece of equipment a sub-calendar that refuses overlapping events. A job that needs a van already booked is refused when it is saved, with the job it collides with, so the office picks another van while the crew is still at home.

WednesdayVehicles
08:0010:0012:0014:0016:00
Van 1
07:30Roof repair
13:00Inspection
Van 2
08:00Boiler service
09:00Gutter clearanceRefused
13:00Fit-out
Trailer
09:00Gutter clearance

Van 2 is out on a boiler service, so the gutter job is refused and goes out with the trailer.

02

One job needs a crew and a van at the same time

A job is not one person’s appointment: it is a crew, a vehicle and sometimes a lift, all committed for the same hours. Keeping those in separate diaries means updating three places when the customer moves it.

In ManageCal one event can sit on several sub-calendars. Put the job on Crew A and on Van 2 and it appears on both, once. Move it and both move. Van 2’s double-booking check still applies, and editing the job needs write access to every calendar it is on.

ThursdayCrews and vans
08:0010:0012:0014:0016:00
Crew A
08:00Kitchen fit-out
13:00Snagging
Crew B
09:00Office rewire
Van 1
09:00Office rewire
Van 2
08:00Kitchen fit-out

Each job appears on its crew and its van, and is edited in one place.

03

The job details arrive by phone call

The site address, the job number, whether the parts have arrived and who to call at the gate are the difference between a job done and a wasted trip. Give each of them a field, so every job carries the same details in the same place.

Status is a choice field the office can filter by, so every job still waiting on parts is one filter away. A field for the job’s value can be visible only to people who can edit, so crews see the work and the office sees the money.

Boiler serviceWed 14 Oct · 08:00 – 11:00 · Crew A, Van 2
Job Number
JOB-2291
Site
14 Mill Lane
Status
Scheduled
Parts Ordered
Yes
Site Contact
Gatehouse, ext. 204

Job value: visible only to editors

A starting set-up

A calendar a field team could start with.

Crews, vehicles and equipment each get a folder, and the office’s own calendars sit alongside. Every vehicle and every shared machine refuses overlaps.

Where became Site
Renamed, and shown under the title, so the grid says where every job is.
Job Number is required
A field can be required, so no job is saved without one.
Crews do not refuse overlaps
A crew can split, and the vans are where a clash actually strands someone.
OperationsSuggested set-up
Crews
  • Crew A
  • Crew B
  • Crew C
Vehicles
  • Van 1No overlaps
  • Van 2No overlaps
  • TrailerNo overlaps
Equipment
  • Scissor LiftNo overlaps
  • GeneratorNo overlaps
Office
  • Time Off
  • Training
Custom fields
  • Job NumberText
  • SiteText
  • StatusChoice
  • Parts OrderedCheckbox
  • Customer EmailEmail
  • Job ValueNumber, editors only
Who sees what

The operations manager, a crew lead and a subcontractor, on the same Wednesday.

The office runs the whole calendar. A crew lead sees and updates their crew’s jobs and reads the vehicles. A subcontractor sees when the equipment they share is booked, and nothing about the jobs.

Operations managerAdministrator
Wed 14
08:00Boiler service
12:00Warehouse lights
13:00Fit-out

Every crew, vehicle and job.

Crew A leadModify my events · Read only
Wed 14
08:00Boiler service
12:00Warehouse lights

Their crew’s jobs and the equipment. Crew B is not shared.

SubcontractorRead only, no details
Wed 14
12:00Reserved

Knows when the lift is out.

Crew AScissor LiftCrew B
Questions

What field teams ask before they start.

Is there an app for crews?

Not a separate one. ManageCal runs in a web browser, and crews sign in with a link sent to their email address, with no password to remember.

Does ManageCal track vehicles or plan routes?

No. It schedules which crew has which van and when, and refuses a van that is already booked. It does not track location or plan routes between jobs.

Can a job be on a crew and a van at once?

Yes. One event can be assigned to several sub-calendars and appears on each. The van’s double-booking check applies, and editing the job needs write access to every calendar it is on.

Can the office see job values that crews cannot?

Yes. A field can be visible only to people who can edit the event. Everyone else is never sent the value, and a search or filter does not match on it.

How much does it cost for the whole team?

One price per workspace, not per person: Team is $20 a month for up to 40 people and Business is $50 a month for up to 100. The Free plan covers 5 people. Prices are indicative while ManageCal is in development, and nothing is charged yet.

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Put your whole organisation on one calendar.

Set up your sub-calendars, decide who sees what, and start scheduling.

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