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Team Size Overrides

Team Size Overrides let you adjust how many technicians are counted on a team for a specific day. When someone calls out sick or a helper joins a crew, you can update the team size so that scheduled job durations recalculate automatically. This keeps your timeline accurate and helps you spot when a team is running behind.

Who Can Access This​

RoleAccess Level
AdministratorFull access (view and adjust)
Office ManagerFull access (view and adjust)
SalesFull access (view and adjust)
HR AdminFull access (view and adjust)
Payroll AdminFull access (view and adjust)
note

This feature may need to be enabled for your company. If you do not see the Team Size button on the Schedule page toolbar, contact your administrator to check your feature settings.

Overview​

Every team has a size the system uses to calculate how long each job should take: the technicians actually scheduled on that team for the day, falling back to the team's full roster when nobody is scheduled. A three-person team finishes a job faster than a two-person team, so the scheduled end time is different depending on how many people are working.

Modify Schedule is the exception: it sets each rebuilt job's length from the scope's Team Size, not from the technicians on the team or an override. Adjust Jobs can still change those jobs afterwards.

The formula is straightforward:

Scheduled duration = Labor hours ÷ Team size

For example, if a service needs 3 labor hours and the team has 3 people, each job is scheduled for 1 hour and its allowed time is 1 hour. If one person calls out and you override the team size to 2, the scheduled duration and the allowed time both become 1.5 hours.

Team size overrides are date-specific. They apply only to the day you set them on. Tomorrow the team automatically reverts to its calculated size for that day.

How to Open the Team Size Drawer​

  1. Navigate to Schedule from the left menu.
  2. Make sure you are on the Timeline tab.
  3. Click the Team Size button in the top toolbar (it has a people icon).
  4. The Team Size Override drawer slides open from the right side.

The drawer shows the currently selected date and a table of all active teams.

Understanding the Team Size Table​

The drawer displays a table with one row per active team. Each row shows:

ColumnWhat It Shows
TeamThe team's name. If an override is active, an "Override" badge appears next to the name.
RosterThe default team size — how many technicians are assigned to this team by default.
TodayHow many technicians are actually scheduled on this team today. This may differ from the roster if someone called out or was reassigned.
Calc SizeThe number used to calculate job durations. This is the field you edit. It defaults to today's scheduled crew, falling back to the roster when nobody is scheduled — unless an override has been set.
ResetA button to reset a single team back to that default — today's scheduled crew, or the roster when nobody is scheduled.

How to Adjust Team Size for a Day​

  1. Open the Team Size drawer from the Schedule toolbar.
  2. Find the team you want to adjust.
  3. In the Calc Size column, change the number to the actual crew size for today. For example, if a three-person team has one person out, change it to 2.
  4. The field highlights in blue to show it has been changed.
  5. Repeat for any other teams that need adjusting.
  6. Click Adjust Jobs at the bottom of the drawer.

The system saves your overrides and immediately recalculates the scheduled end time for every job on the affected teams for that day. A confirmation message tells you how many jobs were updated.

How to Reset a Single Team​

If you set an override and want to undo it for just one team:

  1. Open the Team Size drawer.
  2. Click the Reset button on the team's row.
  3. The Calc Size reverts to the team's default — today's scheduled crew, falling back to the roster when nobody is scheduled.
  4. Click Adjust Jobs to save the change.

How to Reset All Teams​

To remove all overrides for the day at once:

  1. Open the Team Size drawer.
  2. Click Reset All at the bottom of the drawer.
  3. Every team's Calc Size reverts to its default — today's scheduled crew, falling back to the roster when nobody is scheduled.
  4. Click Adjust Jobs to save.

What Gets Recalculated​

When you click Adjust Jobs, the system recalculates the scheduled end time and allowed time of every pending job on the affected teams for that day. Jobs that are already closed, skipped, cancelled or moved keep their times. Here is what changes and what stays the same:

ChangesDoes Not Change
Job scheduled end time (duration adjusts based on new team size)Job start time
Job allowed time (recalculated with the duration)
Job date
Team assignment
Pricing or fee structure
Actual timesheet entries
Payroll calculations

The job's allowed time is recalculated along with the end time: it is the service's labor hours divided by the new team size, so it equals the scheduled duration. The labor hours themselves come from the service's fee structure and do not change. A job whose service has no base hours for that date keeps its current times.

When to Use Team Size Overrides​

Someone calls out sick. A three-person team drops to two. Set the override to 2 so job durations reflect the smaller crew. This helps you see if the team will run late and whether you need to reschedule jobs.

A helper joins a crew. An extra technician is added to a team for the day to help with a heavy workload. Set the override to the higher number so the timeline shows the faster expected completion times.

Mid-week staffing change. A new employee joins a team's roster. Until the default schedule catches up, you can override today's team size to include the new person.

Training day. A trainee is shadowing a team but not doing full work. You may want to keep the team size at its normal count rather than inflating it, since the trainee does not reduce job time at a full rate.

Tips and Best Practices​

  • Override early in the day. Adjust team sizes as soon as you know about callouts or additions. This keeps the timeline accurate from the start of the day so dispatchers can plan around it.
  • Check the Today column. The Today column shows how many technicians are actually scheduled. If it already matches reality, you may not need an override.
  • Overrides are date-specific. You do not need to undo them at the end of the day. Tomorrow goes back to its own Calc Size: that day's scheduled crew, falling back to the roster when nobody is scheduled.
  • Check Today before overriding. Calc Size already defaults to today's scheduled crew, falling back to the Roster number when nobody is scheduled. If your number matches that default, you do not need to save — the system already uses it.
  • Overrides change expected end times and allowed time, not actual work. They do not change how long technicians actually work, and payroll is based on actual clock times. The default additional hours offered when you skip or lock out a job are based on its allowed time, so they follow the override.

Troubleshooting​

What you seeSolution
The Team Size button is not visibleThe team size override feature may not be enabled for your company. Contact your administrator.
Adjust Jobs button is grayed outYou have not changed any team sizes. Edit at least one Calc Size value before saving.
A team's override did not stickMake sure you clicked Adjust Jobs after editing. Closing the drawer without clicking Adjust Jobs discards your changes.
Job durations did not change after savingOnly jobs with a scheduled start time are affected. Unassigned or waiting jobs are not recalculated.
The Calc Size shows a number different from RosterNormal when techs are out or added: Calc Size defaults to today's scheduled crew (the Today column), and only falls back to Roster when nobody is scheduled. If the row is flagged Override, an override was set for this date — click Reset on that row, then Adjust Jobs to clear it.
The Today column shows a different number than RosterToday shows how many technicians are actually scheduled. If someone called out or was moved to another team, Today reflects that. The Roster column always shows the default assignment count.