Staff Management Intermediate 5 min read

Staff Scheduling & Assignments

Assign work, manage schedules, and balance workload across your team

Staff Scheduling & Assignments

Efficient work distribution keeps your team productive and customers happy. Learn how to assign service jobs, manage availability, and optimize your team's workload.

Assigning Service Jobs

From the Service Job

  1. Open any service job
  2. Click Assign or the current assignee
  3. Select a team member from the dropdown
  4. Click Save

Service job with assignment dropdown open

The assigned member:

  • Sees the job in their dashboard
  • Receives a notification
  • Can update job status

From the Service Board

For visual assignment:

  1. Go to Service Jobs → Board
  2. Drag a job card to a team member's column
  3. Or click the job and select an assignee

Kanban board with team member columns

Bulk Assignment

Assign multiple jobs at once:

  1. Go to Service Jobs → List View
  2. Check the boxes next to jobs
  3. Click Assign Selected
  4. Choose a team member
  5. Click Apply

List view with multiple jobs selected and assign button

Staff Availability

Setting Individual Availability

Team members can set their own availability:

  1. Click their Profile → Availability
  2. Define working hours per day
  3. Add time off dates
  4. Save changes

Personal availability calendar with time blocks

Viewing Team Availability

See your whole team's schedule:

  1. Go to Company → Schedule
  2. View the team calendar
  3. Each member's availability is color-coded
  4. Quickly spot gaps or overlaps

Team schedule overview with all members visible

Time Off Requests

Team members can request time off:

  1. They go to Profile → Request Time Off
  2. Select dates and reason
  3. Submit for approval

Managers receive a notification to approve or deny.

Time off request form

Workload Management

Viewing Current Workload

See how work is distributed:

  1. Go to Company → Team
  2. Click the Workload tab
  3. View jobs assigned per team member
  4. Identify overloaded or underutilized staff

Workload bar chart showing jobs per team member

Workload Indicators

The system shows workload status:

  • 🟢 Light - Under capacity, can take more
  • 🟡 Moderate - Normal load
  • 🔴 Heavy - At or over capacity

These appear next to names when assigning jobs.

Assignment dropdown showing workload indicators

Reassigning Work

Manual Reassignment

When someone is unavailable:

  1. Open the assigned service job
  2. Click Reassign
  3. Select a new team member
  4. Add an optional note
  5. Save

Reassign modal with note field

Automatic Suggestions

Hydra suggests reassignments based on:

  • Current workload
  • Skills/specializations
  • Availability
  • Past similar jobs

Look for the Suggested badge when assigning.

Assignment dropdown with suggested member highlighted

Job Specializations

Setting Skills

Tag team members with their specializations:

  1. Open their profile
  2. Go to Skills & Specializations
  3. Add relevant skills (e.g., "Oil Change", "Brake Repair")
  4. Save

Skills input with multiple tags

Skill-Based Assignment

When assigning, filter by skill:

  1. Click Assign on a job
  2. Enter a skill in the filter
  3. Only qualified members appear
  4. Select the best fit

Assignment dropdown filtered by skill

Scheduling Shifts

Creating Shifts

Define work schedules:

  1. Go to Company → Schedule
  2. Click Add Shift
  3. Set:
    • Team member
    • Date and time
    • Repeat pattern (if recurring)
  4. Save the shift

Add shift modal with all fields

Recurring Shifts

For regular schedules:

  1. Create a shift as normal
  2. Enable Repeat
  3. Choose frequency: Daily, Weekly, Custom
  4. Set end date or "indefinitely"

Repeat shift options

Viewing the Schedule

The schedule calendar shows:

  • All shifts color-coded by member
  • Time off marked with stripes
  • Conflicts highlighted in red
  • Click any entry to edit

Full schedule calendar view

Shift Conflicts

When schedules overlap:

  1. Conflicts appear with a warning icon
  2. Click to see the conflict details
  3. Resolve by:
    • Adjusting one shift
    • Reassigning affected jobs
    • Approving the overlap (if intentional)

Conflict warning on calendar

Notifications & Reminders

Team members receive alerts for:

  • New job assignments
  • Schedule changes
  • Upcoming shifts
  • Time off approvals

Configure notification preferences in Settings → Notifications.

Performance Tracking

Monitor team productivity:

  1. Go to Reports → Team Performance
  2. View metrics:
    • Jobs completed per member
    • Average completion time
    • Customer satisfaction ratings
    • On-time delivery rate

Team performance dashboard with charts

Best Practices

  • Balance workloads - Distribute work evenly
  • Respect availability - Don't over-schedule
  • Use specializations - Match skills to jobs
  • Plan ahead - Set schedules in advance
  • Review regularly - Adjust based on performance data
  • Communicate changes - Notify team of reassignments

Troubleshooting

Team member not seeing their jobs?

  • Verify assignment was saved
  • Check their notification settings
  • Ensure they're looking at correct date filter

Can't assign to someone?

  • Check their role has job access
  • Verify they're not deactivated
  • Confirm they're within your plan limits