The Roster & equipment page

The Roster & equipment page is the company's roster: everyone and everything it can put on a project. People are the crew you schedule, each with a trade; Equipment is the fleet — machines with a unit number and a machine type. The page also keeps the company's trade and machine type catalogs, the words everyone picks from when they plan crews and equipment, and its saved crews.

Where to find it#

Roster & equipment in the sidebar, the first row under Resources (until 1.12.0 the page was called People & equipment; its address is the same). Company admins and people with the Master planning capability also see a People row at the end of that group, a different page: People is where you book these people on tasks. For them, the page head carries People →, which opens it. The Company page's Overview also carries a Roster & equipment card: "People, trades, machine types and units are managed on the Roster & equipment page." with Open Roster & equipment, and a reminder worth reading first — "Renaming a trade there can also update the people that carry the old name."

How these fit together#

The three pages under Resources follow the order a team works in:

1. 1
   Roster & equipment sets up the list: who and what your company has, the people with their trades and the machines with their types.
2. 2
   Crew planning plans the counts: how many of each trade one project needs, per day, against how many you have.
3. 3
   People books the names: it puts named people from the list on tasks, day by day, across projects.

Crew planning counts trades (how many carpenters); People books names (which carpenter).

The four tabs#

Tabs under the page head switch the list; the arrow keys, Home and End move between them.

• People — name, trade, group, source, status, and whether the person is linked to a login.
• Equipment — unit number, machine type, group, owned or rented, status, and the date a machine is down until.
• Saved crews — the company's named crews; see Saved crews below.
• Itinerary links (company admins only) — every active itinerary link, one row per person. Select a row and the pane shows that person's itinerary. See Crew links and itineraries.

Each tab keeps its own actions. People has Add, Export CSV, Manage (Catalogs… and Seed roster from accounts…), Paste list…, Import file…, Print and Refresh; Equipment has the same, with Manage offering Catalogs… only; Saved crews has Filter crews and, for those who manage crews, a + button, Add crew; Itinerary links has just Print and Refresh. Add, Manage, Paste list… and Import file… show for company admins only. Export CSV and the printed stamp follow the tab on screen.

Sorting and organizing the lists#

• Sort. Double-click a column header to sort by it; double-click again for Z–A, and a third time for the original order. On a touch screen a single tap sorts. Enter or Space on a header sorts too. Right-click or long-press a header for its two directions, such as Sort A–Z and Sort Z–A, and Original order. Your sort is saved to your account and follows you to other devices.
• Organize. Organize ▾, beside Group and Show, picks the headings the list is split under. On People: None, Group, Trade, Source or Status. On Equipment: None, Group, Type, Owned or Status. Group is where it starts. Each heading shows its count, and the blank one, such as No trade or Unassigned, comes last. Inside a heading, retired rows sit at the bottom. Export CSV follows what is on screen. The choice lasts while the browser tab is open.
• From a menu. The last item in Organize ▾ lists Original order and each column's two directions, named for what the column holds: Trade, A–Z, Source, employees first, Status, active first or Down until, earliest first. It is the same sort as the headers. On a phone, where the column headers are hidden, the ⋯ menu carries the Group, Show and Organize choices and Sort by…. On a narrower laptop or tablet window with no room for Organize ▾, the ⋯ menu appears and carries them too.

People are not logins#

The roster is not your list of users. On the People tab a company admin reads so beside the actions: "People here are the crew you schedule. Adding someone does not give them a login — invite users in Company › Users & access." Adding a roster entry never creates an account and never uses a license. A name becomes a login only when an admin links it to an invited account, and retiring someone from the roster never touches their account. To give someone a login, invite them — see Invitations and password resets.

Adding people and machines#

• Add rows one at a time, or Paste list… — names or unit numbers, one per line — or bring in a payroll or fleet file with Import file… (see Import your roster or fleet from a file).
• Manage › Seed roster from accounts… turns your existing users into roster people in one pass.
• Typing a trade or machine type that is already in the catalog links the person or machine to it, with the catalog's spelling. A word that matches nothing — or only a retired entry — stays as plain text.
• The fleet is equipment with a unit number that you send to projects, not the tool crib. The tools a crew should bring are a list on each task — see Equipment on tasks.

Import your roster or fleet from a file#

Import file…, beside Paste list… on the People and Equipment tabs (in the ⋯ menu on a phone or a narrow window), brings the roster or the fleet in line with a payroll or HR export, or a fleet list. Company admins only.

The file never leaves your browser. The dialog says so: "The file stays on this device. Only the columns you map are sent." Ganttry reads the file on your device, sends only the columns you map, stores no copy, and drops the file's cells when the dialog closes.

1. 1
   Choose the kind and the file. People or Equipment (the dialog starts on the tab you came from), then a CSV or Excel (.xlsx) file of up to 10 MB and 2,000 rows. Save an old .xls workbook as .xlsx or CSV first. Any other kind of file is refused: "This isn't a CSV or Excel file. Choose a .csv or .xlsx file."
2. 2
   Check the sheet and header row. Ganttry finds the header row itself — by the names it knows, by the headers you mapped before, or as a row of text above columns of values — and never offers a workbook's hidden sheets; if it can't, it starts on No header row (every row is read as data) and you can pick the Sheet and Header row. A workbook that unpacks to more than 100 MB is refused: save just the roster columns as CSV or .xlsx.
3. 3
   Map the columns. Each field offers the file's columns, with a sample value, or Ignore. People need an Employee # or a Name column (or First name and Last name); machines need a Unit # column. A column is matched for you only when its whole header is a name Ganttry knows for that field, such as Employee ID or Last Name; the rest start on Ignore ("Columns we didn't recognise start on Ignore — pick any you want to import."). Sensitive columns, such as an SSN, pay, bank details, an address or a date of birth, are never matched for you, and their samples read (hidden). Leave them on Ignore: a row with a Social Security number in a mapped column is refused. Your mapping is remembered for next time (the header names only), and so is a column you set to Ignore that Ganttry would have matched. Notes keep their line breaks, and a date that doesn't exist is refused on its row.
4. 4
   Decide what happens to records not in the file: Retire them or Leave them as they are.
5. 5
   Check the import. Check import shows what would change, without changing anything yet:

   • New, Updated (each change, such as Trade: Laborer → Operator), Restored (Back from Retired) and Unchanged;
   • Errors and Ambiguous: these rows are skipped, and nothing is merged. Two people with the same name and no employee number are Ambiguous, and so is a unit number that two machines share;
   • Skipped, in grey: a row marked Retired for someone who isn't on the roster. It isn't an error; nothing is added. Skipped rows stay counted in the summary;
   • Not in the file, split into still booked and not booked. Retired people and machines keep their place on saved plans. A retired person's itinerary link turns off; tick Keep to leave anyone active.
6. 6
   Apply. Apply import writes the changes and shows what it did, for example Imported · 1 new · 30 updated · 2 restored · 4 retired. If someone changed the roster since your preview, nothing is written and you check again. If you change the file or a column while a check runs, that check is dropped: Apply only sends the rows its preview came from.

A file where nothing matches retires no one. When no row is new, updated, restored or unchanged — a wrong file, say — Retire them does nothing, and the preview says "Nothing in this file matched; no one will be retired."

How rows are matched:

• People match on the employee number first, then on a name that only one person on the roster has. A row with a number that belongs to a retired person restores them.
• Machines match on the unit number. Case and extra spaces don't matter; leading zeros do, so 012 is not 12. A row whose number belongs only to a retired machine offers to restore it, or Add as a new machine instead.
• New trades and machine types are kept as text and named in the preview.
• Rented machines. If the file has no Owned/Rented column, rented machines are left alone: they are never retired for being missing from the file. If it has one, the file is taken to be your whole fleet, rentals included.

A partial file. When an import would retire more than a quarter of your active people (or machines), for example because the file is one crew's sheet, the button reads Retire 41 people and import and takes a second press. Ganttry asks: "This import retires 41 people, more than a quarter of your active people. Press Retire 41 people and import again to confirm."

Undo. After an import, Undo import puts back what it changed. It stays on offer until you reload the page, and the dialog shows your last import when you open it again. Undo never overwrites an edit made after the import: a record changed since is skipped and named. It also never turns itinerary links back on, and it says only what it did: "People the import added are retired." when the import added people, "People the import retired are back, with their itinerary links still off." when it retired some.

Employee ##

A person's Employee # is in their pane and in Export CSV, for company admins only; nobody else sees it. It is how an import recognises a person, so a name change in payroll doesn't create a second person.

• Plain letters (A–Z), digits, spaces and keyboard symbols like - / ., up to 40 characters.
• Unique in the company, retired people included, and compared without regard to case. Leading zeros count: 00123 is not 123. A number already in use is refused by name: "Employee number 00123 is already on Rosa Diaz".
• If that person is retired, the message ends "(retired) — Restore them instead". Someone coming back is restored, not added again.

Fixing duplicate unit numbers#

Two active machines can't share a unit number. Adding a machine, renaming one with Unit # in its pane, restoring one, or a row of Paste list… that uses a number an active machine already has is refused: "Unit 412 is already in the fleet (Excavator, North Yard)". Case and extra spaces don't make a number different. A retired machine's number is free to use again.

Paste list… used to add a machine with a number already in the fleet and warn you; it now skips that row.

Machines that already shared a number before this rule are kept as they are. On the Equipment tab a company admin reads, for example, 2 unit numbers are used by more than one machine · Show. To fix them:

1. 1
   Press Show. The list shows only the machines that share a number.
2. 2
   Select one of each pair. Give it its own number in Unit #, or retire it.
3. 3
   When no number is shared, the notice goes away. Show all brings back the whole list in the meantime.

Until a shared number is fixed, an import skips it as Ambiguous.

Trades and machine types#

Manage › Catalogs… keeps the company's trade and machine type lists. While the company's trade list is still empty, Seed trades… (beside the trade box in the People add row, or inside Catalogs…) starts it from the words already used in the open project plus a starter list.

Renaming a trade or machine type. Renaming a catalog word never rewrites a saved project — the crew and equipment text stored in projects stays as it was. The rename row carries an unticked checkbox that counts what it would touch, for example Also update 3 people to "Concrete Finisher" (or "Also update the people on this trade" / "Also update the machines of this type" when the list is too long to count). Tick it to rename the roster or fleet rows too; the change is recorded in the company's activity. The checkbox disappears when nothing carries the old name.

Groups, status and source#

• Group: All ▾ (beside Show ▾) sorts and filters both lists by group, with Unassigned always last. A group here is a label for planning, not a permission: it never limits who can see or use a person or machine. In the pickers elsewhere in the app your own group is listed first, and other groups fold under Other groups.
• Any Editor or Admin can flip a machine to Down and back — a mechanic on the ground knows before the office does.
• Only company admins change a person's status (Active, Away, Retired) or source (Employee, Sub, Temp).

Saved crews#

A saved crew is a named group of people, usually a foreman and the people who work with them, kept so you can book them together on People. The tab says what a crew is and isn't: "A saved crew is a shortcut for booking people together. Projects keep the people, not the crew — renaming or retiring a crew changes no project."

• The list's columns are Crew, Foreman, People (the foreman counts), Trades and Booked now, which names the project a crew is staying on, for example Bridge 12 from Sep 28. Retired crews fold under Retired crews · 2.
• Select a crew and its pane renames it, sets its foreman and adds or removes members, with Retire crew… (Restore crew once it is retired). Retiring asks first and changes nothing on any schedule.
• Company admins and people with the Master planning capability manage crews; everyone else who can open the page reads them.

Where people and machines are committed#

Select a row and the pane shows Committed to the project you have open: the tasks in that one project where the person or machine is planned. A booking for only some of a task's days lists its own days and how many of the task's days it books, for example Mon Sep 28 – Tue Sep 29 · 2d, or · not on this task's days once the task has moved away from them. For the picture across every project, Where are they? (or Where is it? for a machine) jumps to their row on the Reports page's resource assignments board — see Crew and equipment reports. To plan crews and equipment on tasks, see Crew planning and Equipment on tasks.

Who can use it#

• Everyone signed in to a company can open the page and read its lists, except a field-only account or a training student.
• Anyone can Export CSV what they can see; phone and notes export blank for non-admins.
• Company admins add, paste, import, seed and retire rows, see and set employee numbers, keep the catalogs, and change a person's status or source.
• Company admins and people with the Master planning capability manage saved crews.
• Itinerary links are for company admins.

See Who can see and do what.

Good to know#

• The page needs a Ganttry account — it isn't part of the browser-only demo.
• A Field account doesn't reach this page in this release.