Crew Ops Pro: New User Setup Guide

Before accessing the dashboard, complete the registration and initial profile setup.

1. Sign Up & Payment Setup: 

• Navigate to the signup page and enter your business details. You will be redirected to Stripe Checkout to start your 14-day free trial. No payment is charged immediately,.

• Upon successful verification, you will receive an activation email. Click the link to set your password

• Log in to the app for the first time. You will see an onboarding wizard.
• Complete your Business Profile: Enter your address, industry, and primary service areas.
• Invite Team Members: You can add your first technician or admin during this step, or skip it to add them later.

Once inside the dashboard, configure your company settings to ensure accurate scheduling and branding.

1. Company Branding:    

• Go to Settings. Upload your Company Logo and configure your email signature. This branding will appear on all estimates, invoices, and customer emails,.    
• Set your Timezone to ensure job scheduling aligns with your local time.

• Navigate to Settings → Booking Settings. 
• Configure your operating hours (e.g., Mon-Fri 8:00 AM - 5:00    PM). This prevents the Online Booking system from       scheduling jobs when you are closed.

Go to Team Management. Assign roles to your staff:

• Owner:  Full access.
• Dispatcher: Can schedule jobs and view maps. 
• Technician: Limited view; can see assigned jobs, clock in/out, and upload photos.
• Accountant: Access to invoices and reports.

Connect third-party tools to enable maps, payments, and communication.

1. Mapbox Configuration (Critical for Jobs Map):

• Go to Settings → Integrations.
• Scroll to Per-Tenant Configuration. 
• Paste your Mapbox Public Token. You can get this by creating a free account at Mapbox.com.
• Note: Without this token, the map runs in "Demo Mode" with limited usage

• Connect your Stripe account to accept credit cards, Apple Pay, and Google Pay. This enables "One-Click" payments for your invoices.

3. Communication (Twilio): 

• To enable the AI Receptionist and SMS features, configure your Twilio credentials (Account SID and Auth Token) in the integrations menu,.

4. QuickBooks Online:    

• If you use QuickBooks, enable the "Two-way sync" to automatically push invoices and customers between platforms

Phase 4: Data Import & Price Book

Populate the system with your data to start working immediately.

•  Go to Settings → Import.    
• Download the CSV template

• Fill in your client names, emails, phones, and addresses.    

• Upload the file to bulk-import your customer database.

2. Build Your Price Book:    

• Navigate to Price Book.

• Add your standard services (e.g., "HVAC Tune-up", "Faucet Replacement"). 

• Set descriptions, unit prices, and tax rates. This allows you to quickly drag-and-drop line items into estimates and invoices later,.

Phase 5: Automation & AI Setup

Activate the smart features that save administrative time.

• Go to Settings → Booking Settings. 

• Enable Online Booking to get your unique booking URL (app.crewopspro.com/booking/{ID}). 

• Set your Buffer Time (gap between appointments) and Advance Notice rules (e.g., minimum 24 hours notice).

• Configure the AI personality (e.g., "Friendly," "Formal") and input your service areas.  

• Enable Auto-Create Leads so the AI can automatically generate lead cards in your CRM when it handles calls,.

• The Smart Estimator uses AI to recommend pricing based on job complexity and location. No specific setup is required, but adding historical job data helps the AI (Gemini 2.5 Flash model) generate better insights over time,.

Phase 6: Mobile App Installation

The short answer is: You won't find us in the app stores, but you can still install the app directly to your phone!

CrewOpsPro is built using modern technology called a Progressive Web App (PWA). This means our platform is fully optimized to work and feel exactly like a native mobile app, but you install it straight from your web browser instead of navigating an app store.

Why We Built It This Way

By bypassing the traditional app stores, we can deliver a faster, more reliable experience for contractors in the field.

• No Updates Required: You never have to wait for an app update to download. Every time you open it, you are automatically using the latest version.
• Offline-First: The app works completely offline. If you lose cell service in a basement, you can still view your schedule, take photos, and clock in. The app queues your changes and automatically syncs them to the office the second you regain connection.
• Push Notifications: Just like a traditional app, you will still receive push notifications for schedule changes and new jobs.
• Saves Storage: It takes up significantly less space on your phone than a traditional app.