Pro Crew Schedule
SchedulingConnect AI agents to Pro Crew Schedule, construction crew scheduling and resource management. Agents build crew schedules, assign tasks to employees, track time and time off, and manage inventory against each job.
What This Integration Enables
Pro Crew Schedule manages construction crews, and the resource it schedules is a person who cannot be in two places at once. That constraint is what separates it from the booking platforms it shares a category with: a double booked webinar seat costs nothing, and a double booked electrician costs a day on one of two sites. The connector gives full create, read, update and delete access across ten resources, and the shape is consistent enough that a flow built against one transfers to the rest. Crews and Employees are the people. Schedules are the job sites. Tasks are the work planned on a site, and Task Employees are the assignments that put a named person on a named task. Time Off and Time Tracker Entries are the availability and the actuals. Inventory and Picklists are materials against a job, and Attachments record file references.
Two mechanical properties shape how flows are written here. Every resource offers both a full update and a partial one: Update is an HTTP PUT that expects all required fields and may reset omitted writable fields, and Patch is an HTTP PATCH that changes only what you send. That distinction is not a style preference in an automated flow. An agent syncing a single date onto a schedule through Update rather than Patch can silently blank the fields it did not resend, and nothing in the response says so. Patch is the default an agent should reach for, and Update belongs to the cases where a full record is genuinely being replaced. The second property is that status, type and role are free form strings rather than enumerations. The API defines status on Tasks, Time Off and Time Tracker Entries, type on Tasks, and role on Task Employees as plain strings with a maximum length and does not publish allowed values, so a flow that filters on "Approved" and a foreman who types "approved" will not meet. Agree the vocabulary at design time and normalise it inside the flow.
The gap that matters most is what the API does not do. Nothing here validates an assignment against anything else. Create Task Employee will happily put a person on a task that overlaps another task they are already on, and it will equally happily put them on a task that falls inside an approved time off record. The information needed to catch both is available, in List Task Employees and List Time Off, but the check is the flow's job rather than the platform's. That is precisely the kind of work an agent is good at and a foreman with a phone in one hand is not.
There are no triggers in this connector, because the Pro Crew Schedule API does not expose a webhook subscription endpoint. Near real time behaviour comes from polling the list actions, which all take limit and offset and return a count alongside a results array. Tasks and time tracker entries also carry created and updated timestamps, which is what an incremental poll filters on rather than re-reading the whole schedule. One more boundary worth knowing before designing around it: Attachments are metadata only. The resource records a file path reference and related fields and does not upload or store binary content, so the file itself lives wherever your flow puts it.
Without FlowRunner
With FlowRunner
Use Case Scenarios
The dispatch sheet that writes itself before anyone is awake
Every morning somebody assembles who is going where. The agent calls List Tasks filtered to the coming day, then List Task Employees to resolve each task to the people assigned to it, and List Employees and List Crews to turn IDs into names and crew groupings. It calls List Schedules to attach the job site each task belongs to, and List Picklists for the same sites so the materials due out with each crew appear on the same sheet. The result goes to Google Sheets as a per crew dispatch page and to each foreman individually through Slack, so a crew lead gets their own crew rather than the whole company's. It writes nothing back, which is what makes it safe to run at five in the morning without anyone watching.
Time entries that reach payroll with the job attached
Payroll needs hours by employee and finance needs hours by job, and those are usually two separate reconciliations. On a weekly schedule the agent calls List Time Tracker Entries for the period, using the created and updated timestamps to pick up entries added or amended since the last run rather than re-reading the month. For each entry it resolves the task through Get Task and the job site through Get Schedule, so an hour is attributed to a cost code rather than sitting under an employee name alone. It calls List Time Off for the same window and flags any time entry that lands inside approved leave, which is usually a mistyped date and occasionally something that needs a conversation. The reconciled set goes to the payroll system and the job level summary to finance, and the flagged entries go to the operations manager as a short list rather than being corrected silently.
A reschedule that does not quietly erase the job site
Rain moves a week of exterior work. The foreman needs every task on two sites pushed by three days. The agent calls List Tasks filtered to those schedules and the affected date range, and for each one calls Patch Task with only the new dates, deliberately not Update Task, because a full update expects all required fields and may reset the writable ones that are not resent, which on a task means the description, type and status a crew has been working from. It calls List Task Employees for the moved tasks and checks the new dates against List Time Off and against those employees' other assignments, so a three day push that lands a bricklayer on top of his own annual leave is caught in the flow rather than on the day. Where the moved work now collides, the agent does not resolve it. It reports it, and the reassignment waits for a person.
Human-in-Loop Highlight
Create Task Employee is the gate, and the case for it is a gap rather than a hazard: nothing in this API stops the assignment being wrong. Create Task Employee puts a named person on a named task, and the platform performs no conflict check. It does not compare the task's dates against that employee's other assignments, and it does not compare them against List Time Off, so an agent can assign a crew member to two job sites on the same Tuesday, or onto a day they booked off in January, and receive a clean success response for both. The consequence is not a corrupted record, which would at least be visible. It is a person who arrives at one site and does not arrive at another, and the site that lost them finds out at seven in the morning with a concrete pour booked. What the flow can do is exactly the detection work: List Task Employees and List Time Off between them hold everything needed to find the collision the day before it costs anything. What the flow cannot do is decide which job loses. That judgment weighs a pour that cannot be moved against a client who has already been rescheduled twice, a crew member's certification against what the other site actually needs, and a foreman's read of who is having a bad week. None of that is in the API, and free form status and role strings mean an agent cannot even reliably infer priority from the record. So the agent brings the conflict fully worked out and stops. It posts to the operations manager: "Task 7741, Meadow Rise, screed pour Tuesday 18 March 07:00 to 15:00, needs a finisher. The only qualified finisher in Crew 3 is D. Whelan, and List Task Employees already has him on Task 7690, Kingsway fit out, same day 08:00 to 16:00. List Time Off is clear for both. Kingsway has been pushed twice already; Meadow Rise is a pour and the concrete is booked. Tell me who takes Whelan and I will create the assignment and patch the other task, or name a substitute and I will check their availability first." One answer, and the agent executes it with Patch rather than Update so nothing else on either task is quietly cleared. That is the human-in-the-loop moment in field operations: an agent can prove two job sites are expecting the same person, and only a person can decide which one goes short.
Agent Capabilities
60 actionsCrews
6- List Crews Returns crews with limit and offset paging and a count alongside the results array.
- Create Crew Creates a crew, the grouping that dispatch and reporting are organised around.
- Get Crew Returns one crew record.
- Update Crew Full update by HTTP PUT. Expects all required fields and may reset omitted writable fields, so prefer Patch Crew for a partial change.
- Patch Crew Partial update by HTTP PATCH. Changes only the fields supplied, which is the safer default in an automated flow.
- Delete Crew Deletes a crew record.
Employees
6- List Employees Returns employees with limit and offset paging. The read that turns assignment IDs into names on a dispatch sheet.
- Create Employee Creates an employee record, typically from an onboarding flow in an HR system.
- Get Employee Returns one employee record.
- Update Employee Full update by PUT, with the same field reset caveat as every other Update in this connector.
- Patch Employee Partial update by PATCH.
- Delete Employee Deletes an employee record.
Schedules
6- List Schedules Returns schedules, which in Pro Crew Schedule are the job sites that tasks belong to.
- Create Schedule Creates a job site schedule, usually from a won job in a CRM or an estimating system.
- Get Schedule Returns one job site schedule, the read that attributes a task or a time entry to a cost code.
- Update Schedule Full update by PUT. On a job site this is the riskiest of the Update actions, because a partial sync run through it can clear fields the crews are working from.
- Patch Schedule Partial update by PATCH, the action a date shift or a status change should use.
- Delete Schedule Deletes a job site schedule.
Tasks
6- List Tasks Returns tasks with limit and offset paging. Tasks carry created and updated timestamps, which is what an incremental poll filters on since there is no webhook to subscribe to.
- Create Task Creates a task on a job site. Status and type are free form strings rather than enumerations, so agree the vocabulary at design time and normalise it in the flow.
- Get Task Returns one task, the read that resolves a time tracker entry to the work it belongs to.
- Update Task Full update by PUT. Expects all required fields and may reset the writable ones not resent, including the description and status a crew is working from.
- Patch Task Partial update by PATCH. The action a weather reschedule uses, because it moves the dates without touching anything else.
- Delete Task Deletes a task.
Task Employees
6- List Task Employees Returns the assignments linking employees to tasks. Joined against List Time Off and against each employee's other assignments, this is the read that finds a double booking before the morning it costs a day.
- Create Task Employee Assigns an employee to a task. The API performs no conflict check, so an assignment overlapping another task or falling inside approved time off is accepted and returns success, which is why this runs behind an approval.
- Get Task Employee Returns one assignment record.
- Update Task Employee Full update by PUT, with the standard field reset caveat.
- Patch Task Employee Partial update by PATCH, used to change a role on an existing assignment. Role is a free form string.
- Delete Task Employee Removes an assignment, which is how a person is pulled off a task when a clash is resolved the other way.
Time Off
6- List Time Off Returns time off records with limit and offset paging. Read this for the same window as any assignment being created, because nothing in the API blocks an assignment that lands inside approved leave.
- Create Time Off Creates a time off record, typically synced from the HR system that actually approves leave.
- Get Time Off Returns one time off record.
- Update Time Off Full update by PUT.
- Patch Time Off Partial update by PATCH, the action a status change should use. Status is a free form string.
- Delete Time Off Deletes a time off record.
Time Tracker
6- List Time Tracker Entries Returns time entries with limit and offset paging. Entries carry created and updated timestamps, so a payroll run reads what changed rather than the whole period.
- Create Time Tracker Entry Creates a time entry, for hours captured outside the app.
- Get Time Tracker Entry Returns one time entry.
- Update Time Tracker Entry Full update by PUT.
- Patch Time Tracker Entry Partial update by PATCH, the safer correction for a single field on an entry that payroll has already seen.
- Delete Time Tracker Entry Deletes a time entry.
Inventory
6- List Inventory Returns inventory items with limit and offset paging.
- Create Inventory Item Creates an inventory item.
- Get Inventory Item Returns one inventory item.
- Update Inventory Item Full update by PUT.
- Patch Inventory Item Partial update by PATCH, which is what a stock level adjustment should use.
- Delete Inventory Item Deletes an inventory item.
Picklists
6- List Picklists Returns job site picklists, the materials due out with a crew.
- Create Picklist Creates a picklist against a job.
- Get Picklist Returns one picklist.
- Update Picklist Full update by PUT.
- Patch Picklist Partial update by PATCH.
- Delete Picklist Deletes a picklist.
Attachments
6- List Attachments Returns attachment records. Attachments are metadata only: the resource records a file path reference and related fields and does not upload or store binary content.
- Create Attachment Creates an attachment record pointing at a file path your flow has already placed somewhere.
- Get Attachment Returns one attachment record.
- Update Attachment Full update by PUT.
- Patch Attachment Partial update by PATCH.
- Delete Attachment Deletes an attachment record, which removes the reference rather than any stored file.
Frequently Asked Questions
What can FlowRunner do with Pro Crew Schedule?
FlowRunner agents can run List Crews, Create Crew, and Get Crew in Pro Crew Schedule, plus 57 more actions.
Does connecting Pro Crew Schedule to FlowRunner require OAuth?
No. Pro Crew Schedule connects to FlowRunner with an API key, no OAuth flow required.
Can Pro Crew Schedule trigger a FlowRunner workflow automatically?
Pro Crew Schedule doesn't currently expose triggers in FlowRunner. It connects as an action step inside workflows started by another trigger.
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