AppWT CRM

Topic: Staffing

Projects and the staffing calendar

Set up a project for a customer, fill its positions without double booking anyone, and see who works where on the calendar.

Video, 1 minute 30 seconds · 8 steps

This lesson uses Projects. If Projects is not in your menu, it is not turned on for your account yet. Ask AppWT to turn it on.

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Read the transcript Read the steps
Narrated by Jessa, with soft background music. Captions start off. Press the Captions button, or use the player's own caption menu, to turn them on.

What you will learn

  • How to read the Projects list
  • How to make a project
  • How a project links its customer, lead and talent folder
  • How to find matching people and add them to the folder
  • What each person's row shows
  • How double booking is stopped
  • How to use the staffing calendar

Step by step

  1. Step 1: Projects

    Open Projects from the menu. Each row shows the client, the dates, the status, and how many people are still unfilled.

    The Projects list with made-up projects and their needed, shortlisted, confirmed and unfilled counts.
    Step 1 screen, from the demo account.

  2. Step 2: Make a project

    Click New project. Add the name, the customer company, the dates, and the contractors you need. Then click Create project.

    The New project form with boxes for the name, the customer company, the lead it came from, the dates and contractors needed.
    Step 2 screen, from the demo account.

  3. Step 3: Customer, lead and talent folder

    Open a project. The Customer, lead and talent folder box shows its customer, the lead it came from, and its talent folder.

    The Customer, lead and talent folder box on a made-up kitchen remodel project, with its customer company, the lead it came from and its talent folder.
    Step 3 screen, from the demo account.

  4. Step 4: Positions and stages

    Add a position for each trade, like two carpenters. Then add people and move each one through the stages, up to Confirmed.

    The Positions list with a made-up Carpenter position and its needed, shortlisted, confirmed and unfilled counts.
    Step 4 screen, from the demo account.

  5. Step 5: Find matching people

    Click Find matching people to search your talent pool for that position. In the Find available list, Add to folder files someone in the folder.

    The Find available list for a position, with made-up people and an Add to folder button for each one.
    Step 5 screen, from the demo account.

  6. Step 6: Each person's row

    Each person's row shows three answers: Willing to do the project, Willing to travel, and Duration fits. Below them are Last logged, Dates, and Travel.

    A made-up carpenter's row on a project with his three answers, his last contact, his availability and if the dates and travel fit.
    Step 6 screen, from the demo account.

  7. Step 7: No double booking

    If someone is already confirmed on another job for those dates, the CRM stops the booking. Only a manager can override it, with a written reason.

    The message that stops a booking because the made-up painter is already confirmed on another project for the same dates.
    Step 7 screen, from the demo account.

  8. Step 8: The staffing calendar

    Open Staffing calendar to see who is working where, and who finishes soon and can go to the next job.

    The staffing calendar for November 2026, grouped by project, with confirmed work and a tentative hold.
    Step 8 screen, from the demo account.

Transcript

In this lesson, you will set up a project, fill its positions, and see everyone on the staffing calendar.

Open Projects from the menu. Each row shows the client, the dates, the status, and how many people are still unfilled.

Click New project. Add the name, the customer company, the dates, and the contractors you need. Then click Create project.

Open a project. The Customer, lead and talent folder box shows its customer, the lead it came from, and its talent folder.

Add a position for each trade, like two carpenters. Then add people and move each one through the stages, up to Confirmed.

Click Find matching people to search your talent pool for that position. In the Find available list, Add to folder files someone in the folder.

Each person's row shows three answers: Willing to do the project, Willing to travel, and Duration fits. Below them are Last logged, Dates, and Travel.

If someone is already confirmed on another job for those dates, the CRM stops the booking. Only a manager can override it, with a written reason.

Open Staffing calendar to see who is working where, and who finishes soon and can go to the next job.

Next, learn how onboarding works.

Every screen here comes from a demo account. All of its people, phone numbers and email addresses are made up.