Assign Jobs to Team Members
Assign the right technician to each job based on skills, location, and availability. Single-click assignment with automatic notifications ensures your team knows what they're doing today. Reassign work instantly when plans change.
Smart Job Assignment Benefits
- ✅ Right person, right job: Match skills to requirements
- ✅ Instant notifications: Team gets alerts immediately
- ✅ Clear accountability: Everyone knows their responsibilities
- ✅ Workload balance: See who's busy, who's available
- ✅ Customer preferences: Send their favorite technician
- ✅ Route optimization: Assign based on location
Ways to Assign Jobs
Method 1: When Creating Job
- Click New Job
- Fill in job details
- In Assigned To field, select technician
- See their current workload (e.g., "3 jobs today")
- Save job
- Technician notified automatically
Method 2: From Schedule View
- Go to Schedule
- Find unassigned job (gray color)
- Click job to open quick view
- Click Assign button
- Choose technician from list
- Job color changes to technician's color
Method 3: Drag and Drop
- Open Team Schedule view
- See all technicians in columns
- Drag job from unassigned to technician column
- Drop in their schedule
- Assignment complete
Method 4: Bulk Assignment
- Go to Jobs list
- Filter by "Unassigned"
- Select multiple jobs (checkbox)
- Click Bulk Actions → Assign
- Choose technician
- All selected jobs assigned at once
Tip: Use color coding for technicians. Each team member gets a unique color that shows on the schedule, making it easy to see who's doing what.
Assignment Considerations
Before Assigning, Check:
- 📅 Availability: Is technician working that day?
- 🔧 Skills match: Can they do this type of work?
- 📍 Location: Are they near the job site?
- ⏰ Workload: How many jobs already assigned?
- 👥 Customer preference: Does customer request specific tech?
- 🚗 Equipment: Do they have required tools/parts?
- 💰 Authorization: Can they handle job value?
Technician Notifications
When you assign a job, technician receives:
- 📱 Push notification: If mobile app installed
- 📧 Email alert: Job details and customer info
- 💬 SMS message: If SMS notifications enabled
- 📋 In-app notification: Shows in their dashboard
Example Notification:
New job assigned!
Customer: John Smith
Address: 123 Main St
Time: Tomorrow 9:00 AM
Service: Boiler repair
View details in Toolfy →
Reassigning Jobs
Need to change who's doing a job?
- Open the job
- Click current technician name
- Select Reassign
- Choose new technician
- Add reason (optional but recommended)
- Click Update
- Both technicians notified of change
Common Reassignment Scenarios
Technician Calls in Sick
Filter jobs by sick technician → Select all → Bulk reassign to available team members → Customers notified if enabled
Running Behind Schedule
Move afternoon jobs to another technician → Drag from overloaded tech to available one → Automatic rebalancing
Skill Requirement Change
Job needs electrical cert → Current tech not certified → Reassign to qualified technician → Note reason for records
Customer Request
Customer wants specific technician → Check their availability → Reassign if possible → Note customer preference
Team Workload View
See everyone's assignments at a glance:
- Go to Team section
- View shows each technician with:
- • Jobs assigned today
- • Total hours scheduled
- • Current status (on job, traveling, break)
- • Tomorrow's schedule
- Click technician for detailed schedule
- Drag jobs between technicians to rebalance
Auto-Assignment Rules
Set up automatic assignment in Settings → Jobs:
- Round-robin: Distribute jobs evenly
- By zone: Assign based on service area
- By skill: Match job type to technician specialty
- Preferred tech: Honor customer preferences
- Least busy: Give to whoever has fewest jobs
- Manual only: Always assign manually (default)
Note: Auto-assignment is a suggestion. Always review assignments before confirming, especially for complex or high-value jobs.
Assignment History
Track who was assigned and when:
- Open any job
- Click History tab
- See assignment timeline:
- • Originally assigned to: [Name]
- • Reassigned to: [Name] by [Admin]
- • Reason: [If provided]
- • Date/time of each change
Unassigned Jobs Management
- Dashboard alert: Shows count of unassigned jobs
- Red highlight: Jobs starting soon without technician
- Daily reminder: Email about tomorrow's unassigned work
- Quick filter: View all unassigned jobs instantly
Best Practices
- Assign early: Give team time to prepare
- Balance workload: Don't overload one person
- Consider travel: Group nearby jobs for same tech
- Note special requirements: Gate codes, customer preferences
- Review daily: Check tomorrow's assignments each evening
- Communicate changes: Always notify when reassigning
Troubleshooting Assignment Issues
Can't Assign Job
- Check you have permission to assign
- Verify technician is active (not disabled)
- Ensure job isn't completed/cancelled
- Check for scheduling conflicts
Technician Not Getting Notifications
- Verify their email is correct
- Check notification preferences
- Ensure they're not marked "on holiday"
- Test with manual notification
Wrong Technician Showing
- Refresh the page
- Check for recent reassignment
- Verify looking at correct job
- Clear browser cache if persists
Pro Tip: Create "teams" for multi-person jobs. Assign a lead technician who brings helpers. This keeps accountability clear while allowing flexibility for larger jobs.
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