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Knowing what your subcontractors can put in the field on any given day is one of the most important things a contractor needs to get right. Before KYRO AI, that information moved through text messages. A coordinator would reach out to a sub, the sub would reply with their numbers, and the coordinator would carry that information forward however they could. The data had no structure, no timestamp, and no shared home. The FTE Resource Update Form changes all of that.
The FTE Resource Update Form is a digital form that contractors send to their subcontractors to collect current crew and equipment availability. Instead of relying on informal texts that get lost or forgotten, each response is submitted through KYRO AI, saved with a timestamp, and tied to the sub that sent it. The contractor always has a current, structured record of what each sub can field.
The contractor initiates the process from their Home page in KYRO AI. They select the subcontractor's point of contact and send them the form. No extra setup is needed. The form goes out directly from the platform.
The sub receives the form and fills in their current availability. The form asks for five things: how many FTEs they have ready, whether the crew is union or non-union, where the crew would be departing from, what type of equipment is available, and how many units of that equipment they can provide.
If a sub has more than one crew ready, or crews in more than one location, they can add additional rows to the same form. Each row covers a separate crew, location, or equipment type. Everything gets submitted together in one response, so the contractor receives a complete picture in a single submission rather than multiple back-and-forth messages.
Once the sub submits, KYRO AI saves the response and records a timestamp showing when it was last updated. That timestamp travels with the data, so anyone pulling up the form later knows exactly how recent the information is.
If a sub works with more than one contractor, each contractor sends their own form and receives their own separate response. There is no overlap between them.
Text-based resource tracking worked on the surface, but it created three gaps that became harder to manage over time.
There was no consistent format. Every sub responded however they chose to. Some were detailed, some were vague, and some just referenced a previous message. Comparing responses across subs meant standardizing them by hand first, which added time and room for error.
There was no way to know how current the numbers were. A coordinator might reference a text from earlier in the week without realizing the sub had already committed part of their crew to another job. Without a timestamp on the data, there was no way to know.
The information was not shared. It lived in one person's messages. If that coordinator was unavailable, the data was out of reach. There was no central log that the wider team could access.
The FTE Resource Update Form closes all three gaps. Every response follows the same structure, every response carries a timestamp, and every response is stored where the whole team can see it.
Contractors use the form on blue sky days to stay current on what their subcontractors have available. Building that picture ahead of time means they are not starting from scratch when a storm is called.
Subcontractors fill out the form and submit their availability. Because each contractor they work with sends a separate form, their responses stay organized and independent across relationships.
Operations and dispatch teams use the logged responses to plan crew deployment. When it is time to mobilize, the data is already in the system and ready to act on.
The form is built for blue sky days, not active ones. Contractors who wait until an event is underway to collect availability lose time they cannot afford during the early hours of a response. Contractors who keep their subcontractor data current through regular form submissions already have a baseline to work from the moment a storm is called.
Each new submission from a sub updates their record. The contractor always sees the most recent numbers without having to ask again or search through old messages.
Knowing what your subcontractors can put in the field on any given day is one of the most important things a contractor needs to get right. Before KYRO AI, that information moved through text messages. A coordinator would reach out to a sub, the sub would reply with their numbers, and the coordinator would carry that information forward however they could. The data had no structure, no timestamp, and no shared home. The FTE Resource Update Form changes all of that.
The FTE Resource Update Form is a digital form that contractors send to their subcontractors to collect current crew and equipment availability. Instead of relying on informal texts that get lost or forgotten, each response is submitted through KYRO AI, saved with a timestamp, and tied to the sub that sent it. The contractor always has a current, structured record of what each sub can field.
The contractor initiates the process from their Home page in KYRO AI. They select the subcontractor's point of contact and send them the form. No extra setup is needed. The form goes out directly from the platform.
The sub receives the form and fills in their current availability. The form asks for five things: how many FTEs they have ready, whether the crew is union or non-union, where the crew would be departing from, what type of equipment is available, and how many units of that equipment they can provide.
If a sub has more than one crew ready, or crews in more than one location, they can add additional rows to the same form. Each row covers a separate crew, location, or equipment type. Everything gets submitted together in one response, so the contractor receives a complete picture in a single submission rather than multiple back-and-forth messages.
Once the sub submits, KYRO AI saves the response and records a timestamp showing when it was last updated. That timestamp travels with the data, so anyone pulling up the form later knows exactly how recent the information is.
If a sub works with more than one contractor, each contractor sends their own form and receives their own separate response. There is no overlap between them.
Text-based resource tracking worked on the surface, but it created three gaps that became harder to manage over time.
There was no consistent format. Every sub responded however they chose to. Some were detailed, some were vague, and some just referenced a previous message. Comparing responses across subs meant standardizing them by hand first, which added time and room for error.
There was no way to know how current the numbers were. A coordinator might reference a text from earlier in the week without realizing the sub had already committed part of their crew to another job. Without a timestamp on the data, there was no way to know.
The information was not shared. It lived in one person's messages. If that coordinator was unavailable, the data was out of reach. There was no central log that the wider team could access.
The FTE Resource Update Form closes all three gaps. Every response follows the same structure, every response carries a timestamp, and every response is stored where the whole team can see it.
Contractors use the form on blue sky days to stay current on what their subcontractors have available. Building that picture ahead of time means they are not starting from scratch when a storm is called.
Subcontractors fill out the form and submit their availability. Because each contractor they work with sends a separate form, their responses stay organized and independent across relationships.
Operations and dispatch teams use the logged responses to plan crew deployment. When it is time to mobilize, the data is already in the system and ready to act on.
The form is built for blue sky days, not active ones. Contractors who wait until an event is underway to collect availability lose time they cannot afford during the early hours of a response. Contractors who keep their subcontractor data current through regular form submissions already have a baseline to work from the moment a storm is called.
Each new submission from a sub updates their record. The contractor always sees the most recent numbers without having to ask again or search through old messages.
David Garcia is a Product Manager at KYRO AI, where he leads the platform’s roadmap across Storm Restoration, Vegetation Management, and Construction Management. With a background in Customer Success, he brings a field-first perspective shaped by close work with crews and operators, focusing on building AI-driven technology—like StormShield and KORY—that works in real-world conditions.
