Guides · Jobs & scheduling

Booking the crew in

A sold job isn't a booked job. Here's how Knack turns "accepted" into a day on someone's calendar — for the people who log in, and the ones who never will.

8 steps · about a 6-minute read

Booking visits and running jobs are part of the Pro and Crew plans — and of the 30-day trial, which has every plan feature.

  1. Accepted work waits in the booking tray

    The moment a quote is accepted, the job appears under Needs booking on the Schedule page, and it stays there until it's actually on the calendar. Accepted doesn't mean booked.

    A new account starts with one person to book: whoever signed up. Everyone else — your team and your subbies — gets added as you need them, which is step 3.

    The Schedule page's booking tray with two accepted jobs under Needs booking.
    Two accepted jobs, waiting to be booked.

  2. Book the visit

    Press Book on a job in the tray, or Schedule visit in the toolbar and pick the job. Set a date, a start time and how many hours, and Knack works out the finish time.

    What kind of visit sets its colour on the board — Work, Quote / site measure, Callback or Meeting. What you're doing is a short label of your own, useful when a job needs several visits and "Tuesday, 9am" wouldn't tell them apart. Then Assign: everyone you can book is one tap, no typing.

    • KindWork
    • DoingSwitchboard upgrade
    • Hours3
    • AssignMike Tulloch

    The customer only hears about it if you say so. Tick "Email the customer this booking" and Knack sends one confirmation, then a reminder the day before on its own — and a note if the visit moves. Leave it off and the booking stays between you and the crew.

    The Schedule visit dialog filled in for a three-hour switchboard upgrade assigned to Mike Tulloch.
    Monday 9am to 12pm, Mike Tulloch on it, and the customer email left off.

  3. Crew don't need a login to be on the board

    Add subbies and labour-only hire under Settings → Team → Crew without a login: a name and, if you like, a mobile number. They can't sign in, Knack never tracks their rates or hours owing, and they don't cost you anything. Once they're added, they're one tap to assign, same as anyone with a login.

    Settings, Team: the owner, the invite form, and two crew members added under Crew without a login.
    Ana Petrov and Dave Ferris — bookable onto visits, neither with a Knack sign-in.

  4. See the whole crew's week at once

    Switch the Schedule's view to People · week and the board turns sideways: one row per person, one column per day, Monday to Sunday. It answers "what's everyone doing on Thursday?" without clicking through the week one day at a time.

    Drag a visit to another day or another row to move or reassign it — you read the board and change it in the same place.

    The People · week board: one row per person, one column per day, with the week's visits across three crew members.
    Three people, four visits, Monday to Friday — the whole crew's week at a glance.

  5. Or plan by the day, if that's how you think

    Days, People and Month are the other views of the same booked work. Nothing belongs to one view: book a visit in Days and it's already there in People · week. The Needs booking and Unassigned visits counts in the tray stay live in all of them.

    The Schedule's Days view with booked visits on the week grid and Needs booking at zero.
    The Days view — both jobs booked, and Needs booking back to zero.

  6. Open a visit to see — and change — who's on it

    Click any booked visit and its details open alongside the board: who's on it, whether the customer's been told, and every action for that visit — Reassign, Edit times, Book follow-up, Duplicate, Cancel visit. Changing who's on it is the same one-tap row of names as the booking dialog.

    A visit's detail panel showing who's on it, whether the customer has been told, and every action for the visit.
    Aroha Ngata's visit — Mike Tulloch on it, the customer not told yet, every action in one place.

  7. Tell the customer you're on the way

    From the same panel, On my way asks how far out you are — 15, 30 or 45 minutes, about an hour, or no time at all — and sends the customer one message on the spot. It's a courtesy, not a tracker: nothing keeps updating after it's sent.

    The On my way options: 15, 30 or 45 minutes, about an hour, or send without a time.
    One tap, one time, one message — then back to the job.

  8. Keep a file off the crew's copy

    Not everything filed on a job is for the person doing the work. A supplier quote, a margin working — Hide from crew on any document keeps it off the job sheet without deleting it or moving it. Show to crew puts it back.

    A supplier quote in the job's documents marked Hidden from crew, with a Show to crew option.
    Hidden from crew — still on the job, still yours, just not on the sheet the crew reads on site.

What Knack doesn't do here

No timesheets, no clocking in and out, no payroll. Booking a visit says who's meant to be where — it was never meant to answer how many hours they actually worked.

Next guide Inviting people

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