Team Scheduling

When you have a crew, you need to know who’s doing what. Tallie lets you assign jobs to team members so everyone knows their schedule.

What You’ll Learn

• Assigning team members to jobs
• Creating tasks for your crew
• Understanding team permissions

Requirements

Team scheduling features are available on Pro plans and higher. Basic and Starter plans can create jobs but cannot assign team members.

To upgrade, go to Settings > Billing.

Assigning Team Members

When Creating a Job

1. Open the job form
2. Find the Assign To dropdown
3. Select a team member from the list
4. Save the job

Team members are shown with their assigned color, making it easy to identify them on the calendar.

From Job Details

1. Click on a job to open the detail drawer
2. Go to the Team tab
3. Click Change (or Assign Team Member if unassigned)
4. Select the team member

Quick Assignment

You can also assign from the calendar:

1. Right-click on a job
2. The context menu shows team options
3. Select a team member

Creating Tasks for Team Members

Tasks are perfect for non-billable work you need someone to do:

1. Click Add New > Task
2. Enter the task description (e.g., “Pick up paint from supplier”)
3. Assign To is required for tasks - select a team member
4. Set the priority (Low, Medium, High)
5. Choose a due date
6. Optionally link it to a project or job
7. Click Create Task

Tasks appear on the calendar and help you track all the work your team needs to do.

Task Fields

Team Member Colors

Each team member has a unique color that shows up:

• As a dot next to their name in dropdowns
• On jobs they’re assigned to
• In the Team tab of job details

This helps you quickly see who’s assigned to what when looking at the calendar.

How Team Members See Their Schedule

Team members with their own Tallie login can:

• View jobs assigned to them
• See job details and instructions
• Add notes to jobs
• Update job status

What they can’t do (unless they’re an admin):

• Edit job details
• Delete jobs
• Assign other team members
• See jobs they’re not assigned to

This keeps your team focused on their work while you maintain control of the schedule.

Managing Your Team

To add or manage team members, go to Settings > Team.

You can:

• Add new team members
• Set their role and permissions
• Assign a color for easy identification
• Deactivate members who no longer work with you

Best Practices

Assign Jobs Early

Give your team visibility into their upcoming work by assigning jobs as soon as you schedule them. This helps them:

• Plan their week
• Know where they need to be
• Prepare for the work

Use Instructions

When assigning a job, add instructions in the job form. These show prominently in the job details and help your crew understand exactly what you need.

Check for Conflicts

When the same person is assigned to overlapping jobs, you’ll see conflict warnings. Review these to make sure no one is double-booked.

Use Tasks for Support Work

Keep track of non-job tasks like:

• Material pickups
• Equipment maintenance
• Permit submissions
• Client follow-ups

This gives you a complete picture of what your team is doing.

Tips

• Color-code by role - Assign similar colors to similar roles for quick visual grouping
• Add contact info to jobs - Your team can easily call the client if needed
• Review assignments weekly - Make sure workloads are balanced
• Use the Team tab - Quickly see and change assignments without editing the full job

Related Articles

• Member Dashboard - What your team members see when they log in
• Creating Jobs
• Calendar View
• Job Details