Crews

Adding a New Crew

Click on ADD NEW CREW on the top right corner of the Crews screen.

Add Crew Breakdown

Crew

Crew Color – You can select a specific color for this crew, which will show up when creating schedules.

Crew Name – Name of the Crew as it will appear when selecting crews during schedule creation.

Crew Code – Code to help identify this specific crew.

Accounting Code – A code for use with your accounting system if your accounting system data is based off a specific crew.

Crew Lead – This drop-down list allows you to select the Crew Lead you want for this crew.

Supervisor – This drop-down list allows you to select the Supervisor you want to assign to this crew.

Employees – This drop-down list allows you add or remove individual Employees for from this crew. You will still be able to add/remove individual employees during schedule creation. 

Employees can be added to or removed from this schedule by a Crew Lead or Supervisor – If checked, this allows the Crew Lead/Supervisor to add or remove employees from the schedule in the field. If this is not checked, then employees can only be added/removed from a schedule by an Administrator.

Require Crew Lead to select their own Supervisor on schedule creation – If checked, this forces the Crew Lead to select a supervisor when creating a schedule. Unchecking this removes that requirement.

Time Clock

A Crew Lead can edit all clock in/out times – This checkbox allows Crew Leads to edit the clock in/out times of any Employees. Unchecking this box prevents any clock in/out changes, except from an Administrator.

Allow Individual Employees to clock themselves in/out – This checkbox allows Employees to clock themselves in/out from their own device. If using this feature, each Employee will need sign-in credentials to be able to sign in to do so. Unchecking this box prevents Employees from clocking in/out from their own device and will rely on the Crew Lead to clock them in/out.

    Individual Employees can edit their own clock in/out times – When used with the above checkbox, this checkbox allows the Employees to edit their own clock in/out times. Unchecking this will only allow them to clock in/out from their device. This option is grayed out if the above checkbox is unchecked.

Require photos on clock in/out – This checkbox will require Employees to take their photo to be able to clock in/out. Unchecking this will skip the photo taking step.

Require lunch time entry – This checkbox will require Employees to take a lunch break during their shift. If checked, a “Minimum Required Lunch Time (minutes)*” field will appear, which will prevent an Employee from ending their lunch before this set number of minutes.

Employees may not Clock In before – This checkbox prevents Employees from clocking in before the specified time. Unchecking this allows Employees to clock in at any time.

Jobs

ADD – This allows you to add any Jobs/Job Items that are always associated with this crew.

Jobs/Job Items & Status – This section will show any selected Jobs/Job Items and their status. Any Jobs/Job Items that are shown here will be added to this crew’s created schedule(s).

Jobs can be added to or removed from this schedule by a Crew Lead – This checkbox allows the Crew Lead to add/remove Jobs/Job Items from their schedules in the field. Unchecking this prevents the Crew Lead from doing so, and will only be able to be added/removed by an Administrator.

Jobs / Job Items can be added to this schedule by Individual Employees – This checkbox allows the individual Employees in this crew to add/remove Jobs/Job Items to a schedule. Unchecking this box prevents them from doing so.

Allow Individual Employees to see Job Details – This checkbox allows individual Employees to see the Job details in the app. Unchecking this box removes the option from their schedule.

    Allow Individual Employees to view Totals/Budgets for Labor Hours, Production, Equipment, and Materials – This checkbox adds Totals and Budgets for individual Employees to see. Unchecking this box removes those details. Unchecking the above box will gray out this option.

Time Assignment and Production

Require all time to be allocated to jobs before submission – This checkbox makes it so any time accrued on a schedule needs to be allocated to a job item before the schedule can be submitted for approval. Unchecking this box allows for unallocated time.

Allow Individual Employees to assign their own time – This checkbox allows Employees to assign their time to job items. Unchecking this box will make it so only Crew Leads and above can allocate the Employee’s time.

Track Production by individual employee – This checkbox makes it so production is on the Employee level, rather than the crew level. Unchecking the box makes production tracked to the overall crew established on the schedule.

Equipment

Equipment Drop Down – This drop down allows you to add any pieces of equipment needed for the crew. Click each piece of equipment to add/remove it from the crew. Any schedule made with this crew will automatically include these pieces of equipment.

Equipment can be added to or removed from this schedule by a Crew Lead – This checkbox allows the Crew Lead to add/remove equipment from the field. Unchecking this box makes it so only an Administrator/Supervisor can add or remove equipment.

Notes / Photos

Require notes before submission – This checkbox makes it so at least one note must be created on a schedule before the schedule can be submitted for approval. Unchecking this box removes the requirement.

Require jobsite photos before submission – This checkbox makes it so at least one photo must be posted on a schedule before the schedule can be submitted for approval. Unchecking this box removes the requirement.

Allow Individual Employees to add and view Notes/Photos – This checkbox makes it so Individual Employees can add/view Notes/Photos on a schedule. Unchecking this box removes the option from their app.

Materials

Materials Drop Down – This drop down allows you to add any materials needed for this crew. Click each material to add/remove it from the crew. Any schedule made with this crew will automatically include these materials.

Materials can be added to or removed from this schedule by a Crew Lead - This checkbox allows the Crew Lead to add/remove materials from the field. Unchecking this box makes it so only an Administrator/Supervisor can add or remove materials.

Documents and Base Documents

Allow Individual Employees to access Documents and create Document Submissions – Allows Individual Employees to access documents that are added to the schedule, and allows them to submit document/document changes on the schedule. Unchecking this box removes this ability.

Base Documents – Any documents that are uploaded specifically for this crew will appear here, but cannot be uploaded until after the crew has been created.

Miscellaneous Information Sections

Miscellaneous Information – This drop-down list contains custom forms from the Client Services team that have been requested and are necessary for your usage of CrewTracks outside of fillable PDF documents. Most organizations will not need to use this section.

Job Signoff

If this section is on, a Job Signoff option will appear in the app, which will allow an individual in the field (customer, owner, etc.) to see a report of the schedule’s details (hours, tasks worked on, notes, etc.) and can sign off on the work completed.
Allow Individual Employees to create Job Sign-offs with their own data – This checkbox allows Individual Employees to use the Job Sign-Off option. Unchecking this makes it so Crew Lead and up are the only ones who can use the Job Sign-Off option.

Work Description and Save Schedule Button

Work Description – This is where you can put information about the tasks for the day for the crews to see in the field. This description will be on every schedule that is created with this crew. You can put tasks, customer info, location details, etc. for your field crews to view. This will be visible to anyone in the field on this schedule that is using the app.

Save Crew – Once you’ve filled out everything needed, this button will save the crew and take you to the Crews list.

Viewing/Editing a Crew’s Details

Click on VIEW/EDIT on the crew to view or edit its details.

The Edit Crew screen allows the same settings to be edited and changed as in the Add New Crew screen. To save any changes made, click the SAVE CREW button in the bottom left corner.

Deleting a Crew

Click on DELETE to delete the crew.

A prompt to confirm the crew deletion will appear. To confirm, click DELETE. To go back to the Crews screen and not delete the crew, click CANCEL.

Sending a Crew a Mobile App Message

To send a crew an in-app message, click the SEND MESSAGE button.

Type in the message you want to send, then click SEND. Only employees that are logged into the CrewTracks system will receive an in-app notification with the message. Any users that might not receive the message will have a warning symbol next to their name.