Everything you need to schedule a fleet. Nothing you don't.

Fleet Calendar — Weekly + Gantt

See your entire fleet across every job site in one screen.

The weekly calendar shows every equipment asset as a row with job site assignments as color-coded blocks. At Professional tier and above, switch to the Gantt monthly timeline — draggable bars spanning the full assignment date range, conflict overlays in Signal Red, and a one-click drag-and-drop rescheduling flow. The fleet calendar updates in real time as assignments are created, edited, and approved.

• No GPS device required
• Drag-and-drop rescheduling (Professional+)
• Operator names visible alongside equipment on each bar

Real-Time Equipment Conflict Detection

The double-booked excavator at 7am is structurally impossible.

Conflict detection fires before every save — on new assignment creation, edits, manager approvals, and drag-and-drop commits. If Excavator CAT 320 is already assigned to Riverside Commercial June 9–27, any attempt to book it at Oakwood Residential for June 15–20 is blocked with an explicit conflict modal showing the overlapping site and date range. The Admin can override with an explicit acknowledgment; all other roles are hard-blocked.

• Before: Two project managers book the same excavator in the same Google Sheet. No warning fires. A crew shows up to find the machine on another site.
• After: The conflict warning fires at booking time, not at 7am. The PM adjusts dates or requests a different asset before the conflict reaches the field.

Operator Roster and Scheduling (Professional Tier and Above)

Know which certified operator is on which machine at which site — before 6am.

The operator roster maintains a record for every equipment operator: name, certifications (NCCCO crane, CDL Class A, excavator certifications), availability windows, and shift pattern. Assign operators to equipment assignments and see them appear alongside the equipment on the fleet Gantt calendar. Operator conflict detection fires the same way as equipment conflict detection — a crane operator cannot be assigned to two overlapping equipment assignments.

• Essentials tier shows a locked upgrade prompt for operator scheduling — the feature is visible as an upgrade path, not hidden.
• Use case: Sandra (Operations Director, 75-person civil contractor) opens the operator utilization report for May. Crane operator Elena Vasquez is at 94% utilization. Sandra recognizes the need to evaluate headcount before Elena's next certification renewal.

Equipment Asset Management

Your fleet registry, always current.

Add equipment assets with name, type, asset ID, and status. Status badges (available / in-use / maintenance / retired) are driven by active assignment data — not manual entry. The 'Available on Date' filter queries confirmed assignment ranges in real time and returns every asset with no overlapping booking on the dates you need.

• Asset ID and type tracking
• Status auto-updates when assignments are created/cancelled
• Upcoming schedule view per asset
• Maintenance notes field (Business tier: maintenance reminders)

Job Site Management

Every site. Every asset. One view.

Create job sites with name, address, project number, and region. The site detail page shows all equipment currently assigned, upcoming assignments, and operator assignments in one screen. Site managers with Analyst access can submit equipment requests for a specific site without needing direct assignment access.

Equipment Request Workflow (Professional Tier and Above)

Site managers request. Equipment managers approve. Reminders send automatically.

The request workflow enforces a clean state machine: Analyst submits a request (asset + site + date range + optional operator + notes) → Manager or Admin reviews → Approved requests become confirmed assignments; declined requests include a note explaining why. Conflict detection runs at approval time — a request that would create a double-booking is blocked before the approval is committed. A 48-hour email reminder fires to the assigned project manager before each assignment begins.

Utilization Reporting (Professional Tier and Above)

Utilization percentage per asset and per operator. Any date range.

The equipment utilization report shows assigned days ÷ total days in range for every asset, sorted descending, exportable as CSV or branded PDF. The operator utilization report shows the same dimension for every operator. At Business tier and above, the idle-cost dashboard surfaces assets and operators running below a configurable utilization threshold with an estimated idle cost per asset based on your configured day-rate.

Spreadsheet status quo vs. Equipment Scheduler Pro