How to schedule crews and trucks for moving jobs

1. Start from real capacity, not from orders

Before you accept a job you need to know how many people and which vehicles are actually free that day. Holidays, sick days, maintenance and vehicle inspections all reduce capacity. Keep them in the same calendar as the jobs, not in a separate spreadsheet.

2. Match the crew and truck to the job

Every move needs a different mix. A fifth-floor flat with no lift needs more movers; a long-distance move needs a large truck and a driver with the right licence.

• Crew size based on volume, floors and heavy items
• Vehicle type based on volume and street access
• A driver with the licence category the vehicle requires
• Special equipment: ladder lift, hoist, dollies

3. Leave buffer time between jobs

Traffic, a busy lift or a customer who has not finished packing all stretch the day. If you plan two moves on the same day, leave a margin between them and count the drive from the first delivery to the second pickup. A route with real distances helps you estimate it.

4. Confirm everything the day before

The day before, confirm the time, addresses and access with the customer, and check that parking permits are ready. Send the crew a clear brief: addresses, floors, customer contact, materials to bring and survey notes. Fewer phone calls on moving morning means on-time starts.

5. When a job changes, update one place

Moved dates, extra volume, a truck in the workshop: changes are normal. The trouble starts when the information stays in WhatsApp or in someone's head. Update the job, and the calendar and crew should see the change straight away.

MovesFlow shows crews and vehicles on one daily availability table. You assign people and trucks to the job, see conflicts immediately, sync with Google Calendar, and the crew finds the addresses, notes and job chat in one place.