How to share jobs with your team

If your evenings involve texting tomorrow's jobs to the lads one by one — or answering "where am I in the morning?" for the third time — the diary is doing half its job. Shared with the team, it does the whole thing: everyone sees their own work, the office sees everything, and the group chat goes back to being about football.

This tutorial walks through inviting team members, assigning jobs to people, and what each person sees — whether that's an engineer on the tools or someone in the office doing the booking.

1. 1. Invite your team members

   In Settings, open your team section and invite each person by email. They download TradePlanr, accept the invite, and they're connected to your business — seeing the jobs you share with them rather than starting a separate account of their own.

   This works just as well for an office manager or a partner who does the books as it does for engineers on the tools. Anyone who currently has to ring you to find out what's happening is a good candidate.

   The team settings screen showing invited team members and their status

2. 2. Assign jobs to people

   When you book a job into the diary, assign it to whoever's doing the work. The job lands in their diary with everything attached — customer, address, notes, photos, access instructions — so "the details are in the job" replaces a morning phone call reading out an address from the van.

   A diary booking with a team member assigned to the job

   Tip

   Put the awkward details in the job notes — "key under the pot", "dog in the garden", "park on the next street". It's exactly the stuff that otherwise lives in one person's head.

3. 3. Let everyone see their week

   Each team member opens their diary and sees their own jobs for the day and the week ahead. No screenshots of your diary, no forwarded texts — when you move a job, their view moves with it, so the plan everyone's working from is always the current one.

4. 4. Give the office the full picture

   Whoever does the booking — you, a partner, an office manager — can see the whole team's diary at once: who's where, who's free Thursday, which day has room for an emergency. Booking a job becomes looking at the diary and putting it in the gap, instead of ringing round to ask who can take it.

   The diary showing the whole team's jobs for the week, colour-coded by person

5. 5. Keep the paperwork flowing back

   Sharing works in both directions. When an engineer finishes a job, adds photos or completes a certificate on site, it's all on the job for the office to see — so the invoice can go out the same day without anyone having to collect paperwork from four vans on a Friday.

The test of a shared diary is a quiet phone. When "where am I tomorrow?", "what's the address?" and "has Dave finished at the flat?" all stop arriving, it's working.