Note: This article covers the Dispatch Beta. If you’re using legacy Dispatch, the steps here don’t apply.
Assigning decides who does the work. Balancing means checking each crew’s load so no one is overbooked while someone else has room. This walkthrough covers both.
Before you start
Permissions: You'll need permissions that can update events on the calendar (Complete & Invoice or higher).
BH Capacity: Capacity bars depend on each employee’s capacity settings. Check your employees' set capacities if totals look off.
Routes: Reassigning a stop that’s on a route takes it off that route. More on that below.
1. Choose one crew or a set of employees
A visit can be assigned to one crew or to one or more employees, never both.
Choosing a crew also assigns the crew’s members.
Choosing individual employees clears the crew.
2. Assign from the list or table
Select one or more visits and click Assign in the top bar. You can also open a visit’s "⋮" menu and choose Assign.
In the Assign crew or employee dialog, search or scroll, then pick a crew or employees. The footer shows what you’ve chosen (for example, “1 crew (2) assigned”).
Click Assign (or Update assignment if the visits already had someone).
You’ll see a toast such as “Crew assigned to X events”.
If you select visits with different assignments, the dialog opens on “Mixed assignment.” Pick a crew or employees to give them all the same assignment.
To unassign: select the visits and click Unassign in the footer. You can also open Assign, click Clear, then click Unassign.
3. Assign by dragging in Board view
Switch to Board view, where each crew and each set of employees has its own lane. Drag a card to another lane:
Crew lane: assigns that crew and its members.
Employee lane: assigns exactly those employees and clears any crew.
Unassigned lane: clears the crew and employees.
The card dims while it saves. If the save fails, the card jumps back and a toast names the lane it was headed to.
4. What happens to the route when you reassign
When a stop’s crew or employees change, it comes off its route. This is true whether you use Assign, Unassign, or drag it to another lane.
The stops left behind renumber from 01 with no gap.
The moved stop shows 00 until you route it again.
A route is never split and never ends up spanning two lanes.
Assigning a stop the same crew it already has leaves it on its route.
If the assignment saves but the stop can’t be taken off its route, you’ll see “Assignment saved, but the event couldn’t be removed from its route.” The new assignment stays, and the stop remains on the route.
💡 To avoid this, assign the crew while you build the route rather than after.
5. Balance work with lane capacity
Each lane header in Board view compares the crew’s booked hours with its capacity:
7 / 14 means 7 budgeted hours booked against 14 hours of capacity.
Available 7 shows what’s left.
A red bar and a red Over figure mean the lane is overbooked.
A few details:
A lane with no members counted toward capacity shows only its booked hours, with no bar.
A capacity of 0 for the day counts as a real limit, so any booked work reads as over.
In Week view, capacity adds up across your company’s work days and respects each member’s weekly cap and any per-day changes.
Click a lane’s capacity bar to see the breakdown by Employee or Type.
To balance a day: scan for lanes marked Over, then drag cards to lanes with Available time. Remember that moving a routed stop takes it off its route, so you may need to re-route afterward.
Good to know
Users who can only see their own assigned visits see only those visits in lanes and on the map.
If an assignment fails, nothing changes, and a toast tells you what happened.