Send crews their links and itineraries

By the end of this workflow a crew member has the plan on their phone without an account: either one project's work from a crew link, or one person's work across every project from an itinerary.

Who does this#

• Crew links: anyone who can edit the project, an Editor or an Admin. A Field account never makes one.
• Itinerary links: a company Admin.

See Who can see and do what.

Before you start#

• The tasks carry their crew and equipment, and the people filling them are named, for the whole task or day by day (see Plan crews and equipment for the weeks ahead and Book people day by day).
• If the project is in Draft, a crew link shows the last published plan, so publish first if crews need your latest changes, bookings made on People included (see Publish the plan crews see).
• Enter the project's Site address in Project settings. Without it the phone shows no address and the printed sheet says Site address not entered.

Steps#

Make a crew link for a project#

1. 1
   Open Share. In the editor choose File ▾ → Share…, and go to the Crew links section.
2. 2
   Choose what it covers. Under Dates it shows, pick Whole project, or a from and to date for a window. Choose when the Link expires: never, or after 7, 30 or 90 days. Tick Include task notes if the crew should see them (off by default). Tick Stop when the project is marked Complete to retire the link when the job site wraps up.
3. 3
   Look first. Preview shows the phone screen the crew will see, before anything is made.

4. 4
   Make it. Press Create crew link. The link appears once, in its own dialog. Copy it now and send it by text or email: Ganttry doesn't show it again.

Make an itinerary link for one person#

5. 5
   Find the person. Open the Roster & equipment page, stay on its People tab, and select the person.
6. 6
   Make the link. In the side pane's Itinerary section, press Make a link… (or Preview first). An itinerary shows that person's work day by day on every project they are on, from last week to eight weeks ahead, with each project's address, and moves forward each time it is opened. A task they are booked on for only some of its days shows on those days alone. On a day a planner keeps them on a project with no task anywhere (a stay, made on People), it shows the project, its address and a line such as On Bridge 12 · no task.

What the crew sees#

7. 7
   The link opens on today, with a strip of the week's days, Today, Day and Week, and Refresh. Each task shows its dates, status, crew and equipment with the names booked that day, its tools, and the day notes you ticked for crews. At the foot is Print crew handout (Print itinerary on an itinerary), for a paper copy (see Crew paper).

Turn a link off#

8. 8
   A crew link: File ▾ → Share… → Active links, then Turn off on its row. A phone that already has it open stops at its next refresh.
9. 9
   An itinerary link: Turn off in the person's Itinerary section. Replace makes a fresh link and turns the old one off. The Itinerary links tab on Roster & equipment lists every active itinerary link.

Good to know#

• What a crew link never shows: costs, attachments, checklists, the project's own columns, or anyone's account details. A window link shows work outside its dates without the task names.
• Nothing updates on its own. The page reads the plan again when the crew taps Refresh, or when they come back to it after half an hour away. A screen left on in the trailer keeps the day it opened on; tap Refresh each morning.
• Ten links per project. A project can have at most 10 active links, crew links and planner views together.
• One itinerary per person. A person has one itinerary link at a time, and retiring them from the roster turns it off for good.
• A connection is needed. Every crew page says so at its foot; the printed sheet is the backup. See Run the day from the handout or the Day plan.
• People with accounts. A Field account signed in to Ganttry sees more than a crew link: the Work page, with task notes. The Share dialog's People section says so.