A workable roster needs more than a name beside a job. The crew needs the right information, the office needs a response and the supervisor needs records that make sense at the end of the shift. These traffic control scheduling tips focus on those handovers.
1. Agree the booking details before allocating
Use a consistent checklist for the client, job location, start time, expected work and required resources. Identify any missing information and who will confirm it. A clear booking gives the scheduler a stronger starting point than scattered messages.
2. Review crews, vehicles and equipment together
Check the complete resource requirement before sending assignments. Trafftrak lets the office allocate employees, vehicles and equipment to jobs. When a vehicle or crew member changes, review the rest of the allocation rather than treating the change in isolation.
3. Check availability before committing resources
Review other assignments and known unavailability. Trafftrak initially hides unavailable resources from the picker, but schedulers can reveal them and override the filter. Resolve the reason for a conflict before proceeding; the system does not guarantee that double-booking cannot occur.
4. Match job-ticket requirements to the shift
Identify required tickets for the job and check the employees being selected. Trafftrak’s ticket filter checks validity against the shift date, with overrides available where the depot permits them. Keep responsibility for exception review clear and revisit requirements when the job changes.
5. Put the right documents with confirmed work
Make sure the team knows which job documents apply and who maintains them. Through the mobile app, staff can access relevant documents for confirmed assignments. Check that the information is suitable for the current job rather than assuming an older attachment remains correct.
6. Make crew responses part of the handover
Field staff can confirm or decline assignments through the app. Review outstanding responses and agree who follows up. Sending information and receiving a response are different steps; both matter when the office needs to know whether an allocation is ready.
7. Give last-minute changes a clear owner
Decide who updates the allocation, who checks the affected resources and who confirms the change with the crew. For an urgent change, use the communication method needed to reach the people involved. Test the app notification and response workflow in advance.
8. Keep checklists relevant to the task
Use digital forms for the information your team needs to record, such as equipment inspections, incidents or site audits. Trafftrak supports configurable templates that can be linked to an assignment or used independently. Identify who reviews a completed form and any issue it raises.
9. Review worked hours before using them downstream
A planned shift and the hours actually worked may differ. Team leaders can record worked hours in digital dockets for supervisor review. Resolve missing details or discrepancies before preparing information for payroll and invoicing, and confirm any integration requirements separately.
10. Review one recurring problem each week
Choose a useful measure: unanswered assignments, allocation changes or records needing follow-up. Compare similar workloads and ask both the office and field team where the process is unclear. Small, specific changes are easier to assess than an assumed percentage improvement.
For the full field workflow, explore the Trafftrak app. If you are evaluating a change from spreadsheets, our cost comparison guide shows how to use your own figures.
Put your scheduling process to the test
Bring a typical traffic control job and a last-minute change to a demonstration. We can walk through the allocation, crew response and field records with you.
Sources
- Trafftrak field app — assignment details, confirmations and digital dockets.
- Digital checklists and forms — templates and field records.
- Trafftrak pricing — plans, capacity and support.