Setting up your team
After your first checkout, you'll land on the AI scheduling walkthrough. This is a 5-minute conversation where you tell Crew OS how your team's schedule actually works — who works which days, whether you have a weekend rotation, who's part-time, that kind of thing.
You can drop in old schedules — a screenshot, a CSV, even a phone photo of a printout — and the AI reads them. When you're done, the conversation saves a structured config to your org. Smart Fill uses that config to generate future weeks.
Add your reps from Settings → Reps. Each rep is a seat ($15/month each). The first user (you) is automatically a rep — adjust your name and add the rest of the team.
Send invitationsto the rest of the team from the same settings page. Each invite goes to the rep's email; once they accept, they can sign in to view their schedule, request time off, and post swaps.
Re-tune scheduling any time from Settings → Scheduling. The AI will pick up where it left off and edit the config rather than starting from scratch.
Running Smart Fill
Smart Fill takes a week and generates the schedule from your saved config. It respects:
- Each rep's typical weekly template (from the AI walkthrough).
- Weekend rotations — the cycle parity for that specific week.
- Approved time-off (overlay, never overwritten).
- Holidays (stamps cells as HOLIDAY automatically).
- Per-rep blocked days, blocked shift types, and weekly shift caps.
On the schedule page, click Smart Fillto preview proposed changes. You'll see exactly which cells will change and what they'll change to. Click Apply to accept; click Cancelto discard. Locked weeks are read-only — Smart Fill won't touch them.
Auto-post runs Smart Fill on a recurring day and time (e.g. every Friday at 9 AM, generating two weeks ahead). Set it up at Settings → Auto-post. If Smart Fill detects a conflict, the post is paused and you get an email instead — no half-baked schedules go out.
Approving time off
Reps submit time-off requests at /time-off. Each request includes a date range and an optional reason. Admins see all pending requests on the same page.
To approve:click the request, click Approve. The schedule updates immediately — that rep's cells in the affected days will overlay as TIME-OFF, and Smart Fill will skip them on subsequent runs.
To deny:click Deny. The rep gets an email. Denials stay in the audit log; the request can't be re-submitted under the same ID.
Cancellations (pulling back a request) preserve the audit trail. The status flips to cancelledrather than being deleted, so you can always reconstruct what happened.