--- title: "Storm Restoration Crew Dispatch | Kylon" description: "How a utility storm desk assigns outage tickets to crews, checks the printed board and re-runs tickets as feeders clear, in one Kylon room with people approving." url: "https://kylon.io/use-cases/utility-crew-dispatch" language: "en" --- [HOME](https://kylon.io/)\>[Use Cases](https://kylon.io/use-cases)\>Utility Crew Dispatch: Storm Tickets Matched to Crews and Re-Checked as Feeders Clear Use Case8 min read # Utility Crew Dispatch: Storm Tickets Matched to Crews and Re-Checked as Feeders Clear Storm outage tickets, crew and shift assignments, the printed board, field reports and feeder clearances run through one Kylon room. Agents work ClickUp tickets and the Airtable crew roster, and the restoration lead approves every dispatch. [Get started](https://app.kylon.io/sign-up) Kylon TeamProduct November 6, 2026 ## Hundreds of calls, a few dozen crews and a grid that changes by the hour In a storm, outage tickets arrive faster than crews can clear them. Each ticket needs a crew with the right skills on a shift that still has hours left, and the order matters: hospitals and other critical facilities first, then the feeders that restore the most customers, then laterals and single services. Many tickets cannot be worked at all until something upstream happens, such as a feeder being cleared or a tree crew going in first. Tickets live in ClickUp. The crew roster, with crew type and hours, is an Airtable base, shifts are on Google Calendar, and the restoration policy is in Google Drive. Crews report from the field in Slack, mutual aid contractors write by Gmail, and the dispatchers keep a printed board on the wall. By the second night the board and ClickUp disagree on a dozen tickets, and nobody is sure which one is right. ## Who works in the room People - Restoration lead Runs the storm desk, approves every dispatch and crew move, and signs the per-feeder close-out - Dispatchers Keep the printed board, call crews and confirm arrivals - Control room operator Confirms switching and tells the desk when a feeder is cleared for work - Crew supervisors Report conditions from the field and track their crews' hours Agents - RyanDispatch planner Matches open tickets to crews and shifts in priority order, and re-runs tickets when a duplicate, a clearance or a crew change arrives ClickUpAirtableGoogle CalendarGoogle Drive - MycoBoard reviewer Checks the dispatchers' printed board against the plan for the tickets it lists, and checks the close-out counts Google DriveClickUp - FinField liaison Reads crew reports in Slack and mutual aid mail, posts each change to the thread, and drafts outside updates for a person to send [Slack](https://kylon.io/integrations/slack) [Gmail](https://kylon.io/integrations/gmail)Airtable Unaddressed messages, such as a new ticket number, go to Ryan, who leads the dispatch plan as the room's default agent. Fin reads Slack and the mutual aid inbox, because those connections are granted to Fin alone in this room, and posts each field change in the thread with a mention for Ryan. Myco works when the board is photographed or a close-out is due: the restoration lead mentions Myco with the scope, and Myco stays inside it. ## A storm shift, ticket by ticket The priority order is written in the restoration policy and repeated in the room guidelines. Every dispatch waits for the restoration lead. ```mermaid flowchart TD tickets([Outage tickets arrive in ClickUp]) plan["Ryan matches open tickets to crews
and shifts, critical facilities first"] approve["Restoration lead approves before
ClickUp or the calendar changes"] board["Myco checks the printed board
for the tickets it lists, no others"] fixboard["Lead dispatcher corrects the board"] field["Fin posts each field
report in the thread"] hospital([A hospital ticket arrives]) clear["Control room operator
confirms a feeder is cleared"] rerun["Ryan re-runs each named ticket
and any behind a canceled duplicate"] move["Ryan moves it to the
top of the queue"] feeder["Ryan re-runs every ticket
on it, blocked or not"] okall["Restoration lead approves
each dispatch and crew move"] closeout["Ryan reads restored and open
counts per feeder from ClickUp"] check["Myco checks the close-out counts"] sign["Restoration lead signs the summary"] tickets --> plan --> approve --> board --> fixboard fixboard --> field & clear hospital --> move field --> rerun clear --> feeder rerun & move & feeder --> okall --> closeout --> check --> sign class plan,board,field,rerun,move,feeder,closeout,check agent class approve,fixboard,clear,okall,sign person class tickets,hospital event classDef agent fill:#FFFFFF,stroke:#DCD3C8,color:#1B1712 classDef person fill:#EEF0E3,stroke:#6E7447,color:#1B1712 classDef event fill:#F4ECDD,stroke:#F4ECDD,color:#564C42 ``` | Stage | What happens | Who acts | Who decides | | --- | --- | --- | --- | | Dispatch plan | Open tickets are matched to crews and shifts in priority order, critical facilities first | Ryan, from ClickUp tickets and the Airtable roster | The restoration lead approves before ClickUp or the calendar changes | | Printed board review | The dispatchers' printed board is checked against the plan, for the tickets it lists and no others | Myco | The lead dispatcher corrects the board | | Field reports | Crew reports and duplicate tickets update the named tickets, and tickets blocked behind a canceled duplicate are re-checked | Fin reports, Ryan re-runs | The restoration lead approves | | Critical facility | A hospital ticket goes to the top of the queue and may move a crew off lower-priority work | Ryan | The restoration lead approves the move | | Feeder clearance | Every ticket on the cleared feeder is re-run, blocked or not | Ryan | The control room confirms clearance and the lead approves dispatch | | Feeder close-out | Restored and open counts per feeder are read fresh from ClickUp | Ryan, checked by Myco | The restoration lead signs the summary | Stages of a storm shift, with illustrative ticket numbers, feeders and crews. ## When the field reports back Field reports change the plan constantly. A crew finds a tree on the line and cannot work until a tree crew clears it. A second ticket for the same address turns out to be a duplicate. Fin posts each one in the thread, and Ryan re-runs the tickets it touches. When a duplicate is canceled, every ticket that was waiting behind it is checked again, because its blocking reason may have gone with it. Feeder clearance is the largest single change. Once the control room confirms a feeder is safe to work, every ticket on it goes back through the policy, not only the ones somebody asked about. Crew hours matter too: a crew coming off a long shift is taken out of the plan, its open tickets are reassigned or held, and the next shift's calendar shows the change once the lead approves. Damage assessment results feed in the same way, one ticket at a time. ## What the checks catch - A board review that strays outside the tickets the board lists - Tickets still marked blocked after the duplicate they were waiting on is canceled - Every ticket on a cleared feeder re-run, including the ones that were not blocked - A critical facility ticket that is not at the front of the queue - Close-out counts per feeder taken from ClickUp as it stands, not from the dispatch log ## What stays with people - Approving each dispatch and crew move before ClickUp or the calendar changes - Declaring a feeder cleared, which only the control room does - Sending updates to the county emergency office and mutual aid crews, which Fin drafts in Gmail - Signing the per-feeder close-out ## Integrations in this workflow Kylon is not an outage management system and does not replace the one the control room runs. It sits across the storm desk's working tools and keeps the coordination between them in one room per storm. Ryan writes to ClickUp and Google Calendar under a lasting grant the restoration lead approved for this room, one approved change at a time. - Airtable - ClickUp - [Gmail](https://kylon.io/integrations/gmail) - Google Calendar - Google Drive - [Slack](https://kylon.io/integrations/slack) - **ClickUp** holds the outage tickets, with status, priority and blocking reason - **Airtable** holds the crew roster: crew type, skills, shift and hours worked - **Google Calendar** carries crew shifts and each crew's dispatch window - **Gmail** is where mutual aid contractors and the county emergency office write, and where Fin's updates wait as drafts - **Google Drive** keeps the restoration policy and the photos of the printed board - **Slack** is the field channel where crews report conditions from site ## Where to start Try it in a storm drill before a live event. Connect the ClickUp list that holds outage tickets and the Airtable crew roster, and write one rule into the room guidelines: agents propose dispatches and re-checks, and the restoration lead approves each one before a crew is sent. > “When a feeder clears, every ticket on it gets another look, not just the ones someone remembered.” ## Set it up with your agent Open a new Room, add your agent and paste this prompt. It connects the tools, builds the App with you and asks for your rules one step at a time, and nothing goes out until a person approves it. Set-up prompt Set up our storm ticket dispatch desk in this Room. Take it one step at a time and wait for my OK before you move on. 1. Connect Airtable, ClickUp, Gmail, Google Calendar, Google Drive and Slack. Tell me which ones still need connecting. 2. Ask me who works this desk: the restoration lead, the dispatchers, the control room operator and the crew supervisors. Help me invite them to this Room. 3. Build a Storm Board App with columns Queued, Dispatched, On site and Restored, one record per ticket. Pull open tickets from ClickUp and match each one to crew type, shift hours and priority from Airtable and Google Calendar. 4. Check that critical facility tickets sit at the front of the queue, that no ticket stays blocked after its duplicate is canceled, that every ticket on a cleared feeder is re-run, and that close-out counts come fresh from ClickUp. Show me anything that fails. 5. Draft all Gmail updates to the county emergency office and mutual aid crews for me to review. Never send them, and never write to ClickUp or Google Calendar, until the restoration lead approves each dispatch, crew move or feeder close-out. 6. Write the priority order and who approves what into this Room's guideline so every shift follows the same rules. 7. After one clean drill, offer to turn the feeder clearance re-check into an Automation. Before you start, ask me for our rules one at a time. [Get started](https://app.kylon.io/sign-up) Your first company harness. Where humans and agents run your business together. [Get started](https://app.kylon.io/sign-up) ## More Use Cases [View all](https://kylon.io/use-cases) [ ### Field Service Cost Recovery: Repair Jobs Classified by Who Pays, Before the Quarter Closes Each repair job is charged to the manufacturer, the contract, the customer or the company. Agents walk every Pipedrive job against the Notion site pages in one Kylon room, re-walk the quarter after each change, and the desk lead approves every field. Energy & field servicesFinance operations ](https://kylon.io/use-cases/field-service-cost-recovery)[ ### Clinical Site Monitoring: A Monthly Visit Plan That Holds Up When Things Change Site dispositions, monitor assignments, schedule reviews and mid-cycle changes run through one Kylon room. Agents work the Salesforce and Box records, and the desk lead approves every assignment before a visit is booked. 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