Crew and equipment reports

Three reports on the Reports page answer crew and equipment questions across projects: Crew & equipment demand (what the plans call for, and where that beats what you have), Resource assignments (who and what is booked on which project, day by day) and Crew & equipment lookahead (the three-week sheet a superintendent prints).

Where to find it#

Open Reports in the sidebar (under Insights): the three make up its Across projects group. They also open from Report on selected projects on the Projects page, and from Where are they? or Where is it? on Roster & equipment.

One set of words#

Demand and Resource assignments count the same way everywhere they appear: on screen, in print, in the PDF, in the Excel workbook and in the copied text. The legend spells it out:

• Need: what the plan requires.
• Unfilled: no name or unit assigned yet.
• Filled: named on the task.
• Have: the company roster and fleet, minus anything down.
• Short: the amount needed beyond what is available.
• Shared coverage: the people and machines a coverage set shares are counted once.

People count by the day. Someone booked on People for only some of a task's days fills their place on that task on those days alone; on the task's other days the place counts as Unfilled. The manpower split, the Resource assignments board and its conflicts, and the names on the lookahead also read a booking on its own days only.

Crew & equipment demand#

Crew and Equipment switch the whole report between trade demand and machine demand. By project, By day and By week choose what the chart's columns are: projects, days or Monday weeks. Weeks sets the window, from 2 to 26 weeks. A second toggle, Stack, chooses how the bars stack: By project, or By trade (By type for equipment). It is grayed out under By project, since the columns are already projects.

Under every chart, a by-project table gives each project's Need, Unfilled, Have and Short.

Have and the shortfall#

Have here is the company roster and fleet, company-wide. It leaves out retired people and machines, anyone off or on leave, machines that are down, anyone or anything whose booked leave or out-of-service time covers that day, and a rented unit past its off-rent date. It counts whether or not anyone accepted a suggestion on Crew planning; the extra capacity a project records there for subs and rentals is not included.

• A stepped capacity line crosses the chart wherever Have is known for that trade or type.
• A red shortfall band under the chart marks days where the need beats a known Have.
• For crew, the footer splits the supply into employees, subs and temps, for example Employees 12 · Subs 4 · Total 16.

When the roster carries no Have for a trade or type, the report says "No available capacity is recorded, so a shortage cannot be calculated." instead of the band, and the table's Have reads Not recorded. When the roster and fleet can't be read at all (local mode, the demo, or a failed load), it says "Company crew and fleet data are needed to compare availability. Showing planned needs only." and shows neither the band nor the split.

Named people#

The Crew allocation table lists the people named on tasks. A name that matches an account is merged into one row; a typed name that matches nobody carries an (unlinked) badge, and a person booked by two projects on the same day gets an overlaps flag. This table reads each task's Assigned To across the task's whole span, not the days someone is booked, so a person booked by the day on two projects can read overlaps here while Resource assignments shows no conflict.

Unfinished past work#

Below the chart, a panel lists incomplete tasks that were due to finish before the report's date. Their crew and equipment are not counted in the totals, because an overdue task adds nothing to this week's plan. The panel is there so the totals never quietly understate a slipping project.

The stamp and the version#

Every copy of the numbers, on screen, in print, the PDF, the workbook and the copied text, carries a stamp such as As of Mar 16, 2026 · 3 of 3 projects included. When any included project has had no progress update for 14 days or more, a third part says how many. A total is never mistaken for "every project, right now".

When a covered project is a Draft, the PDF, workbook and copied text also carry the report's publication line, in the screen's own words, for example Latest plan · Route 9 Culvert is a Draft — crews see the plan published Sep 21, 9:00 AM. It never lists what changed. A report whose projects are all Live prints nothing there. See Draft and Publish.

Outputs#

• PDF… prints the chart in color, the by-project table, the days with shortages, the unfinished past work and the conflicts list.
• Excel… writes a workbook with separate sheets: By week, By day, By project, Shortfall, Deployment (when people or machines are assigned by name) and Conflicts.
• Copy puts a plain-text summary on the clipboard: day headings, each project's crew, an unfilled count and a SHORT line. It is built for a text message from a site with no signal.

The workbook's layout#

For anyone who reads the workbook with a script: the first sheet, By week, holds the legend, the stamp (with the publication line beside it in cell B2 when a covered project is a Draft), the demand caption, the line that says when capacity is unknown (blank otherwise) and the manpower split in rows 1 to 5, and its column headers in row 6. The By project sheet's first column header still prints as Job. Its Have column reads Not recorded where a project demands a trade or type whose capacity is not recorded.

Drill down#

Click any demand cell that carries a number to see the projects and tasks behind it in the side pane. Each has Open in schedule, which opens that project in the editor with a matching filter already applied: the crew or equipment name, incomplete tasks only, and the dates you clicked. The filter is for that one visit and never overwrites your saved one.

Resource assignments#

Resource assignments shows who and what are actually on which project, day by day. It reads what the schedule already plans; it doesn't send anyone anywhere.

• Rows are your company's whole roster and fleet: machines first, then people. A person or machine with nothing booked still gets a row.
• Your own home group comes first, other groups follow alphabetically, and rows with no home group come last. A row from another group carries a dim group tag, so a borrowed resource reads as borrowed.
• Columns are days up to three weeks, and Monday weeks beyond that.
• A blank working-day cell carries a faint wash: that resource has nothing booked that day. Weekend columns are shaded differently and are not an idle signal.
• A resource booked on two projects the same day gets an outlined conflict cell; hover it to see both projects. There is no drill-down pane on this board.
• The Idle list under the board names every row with nothing booked in the window.

Resource assignments needs a signed-in company with a fleet. In local mode or the demo the board says so instead.

Crew & equipment lookahead#

A one-project, three-week landscape sheet: trades, then equipment, one column per working day, with the names and unit numbers under each count. On screen the report shows each chosen project's three-week window, for example Sep 21, 2026 – Oct 9, 2026 · 15 working days. PDF… prints the sheet; with several projects chosen it prints one project's sheet at a time and asks which. A project in Draft prints DRAFT — not published to crews in its header.

Honest limits#

• Crew & equipment demand and Resource assignments each cover at most 15 projects. When the project set is cut short, the parts that need every project refuse rather than guess: Only N of M projects are loaded. Choose fewer projects to get a complete answer. That covers the PDF's conflicts section, the workbook's Conflicts sheet and the Idle list. Demand totals still show, stamped with the real N of M.
• The Resource assignments board reads only the loaded projects. A clean row means "nothing booked among the projects on screen", not "nothing booked anywhere".
• Counting is by whole working days; there are no shifts or part days.
• Two tasks needing the same trade on the same day both count, unless a coverage set joins them. The caption "planned demand (per task; shared coverage counted once)" rides with the legend on screen, in the PDF, the workbook and the copied text.

Who can use it#

Anyone who can open Reports: every role but Field. The reports only read projects you can see. Have, the capacity line, the manpower split and Resource assignments need a connected company with its people and equipment on Roster & equipment. See Who can see and do what.