Organization Settings

Organization Settings allows the admin team to customize CrewTracks to better suit the needs of the organization.

General Organization Settings

Custom Crew Lead Title – Field to change the display title of the Crew Lead user level to something the organization uses, such as Foreman.

Customer Supervisor Title – Field to change the display title of the Supervisor user level to something the organization uses, such as Superintendent.

Week Start – This setting will change the start date of different sections in CrewTracks that rely on a start date for the week.

Default Employee GPS Tracking – Setting to either completely turn off GPS tracking, to have CrewTracks only track on Clock in or out, or track while the employee is clocked in. CrewTracks does not track the device location outside of these parameters.

Photo GPS Tracking – Setting to tag photos taken with a GPS location. Turning this setting on will require field users to turn on location tracking when taking a photo.

Currency Default – The default currency format displayed in CrewTracks.

Mobile App Schedule Creation Settings

Allow a Crew Lead or a Supervisor to create schedules on mobile apps. – Turning this setting on allows Crew Leads/Supervisors to create schedules in the field. Turning this off will force those users to create schedules through the web app.

Allow multiple schedules to be created on the same day – Turning this setting on allows multiple schedules to be created through the mobile app from users. Turning this off only allows one schedule to be made.

Require previous schedule submission before an additional schedule can be created – Turning this setting on prevents new schedules from being created until the user submits their current schedule. Turning this off allows schedules to be created at any time.

Require Crew Lead to select their own Supervisor on schedule creation – Turning this setting on will make it so a Supervisor must be selected at the time a schedule is being created. Turning this off will allow schedules to be made without a Supervisor being selected.

Schedule Defaults

Crew

Employees can be added to or removed from schedules by Crew Leads and Supervisors – Turning this on allows Crew Leads/Supervisors to add/remove employees from schedules as needed. Turning it off will make it so only Admin users can add/remove employees.

Time Clock

Crew Lead can edit all clock in/out times – Turning this setting on allows the Crew Lead on a schedule to edit the clock in/out times for the employees. Turning this off will make it so only Supervisors or Admins can edit the clock in/out times.

Allow Individual Employees to clock themselves in/out – Turning this setting on allows normal employees to clock themselves in/out through the app. Requires that the employees have login access (username, password, etc.). Turning this off prevents individual employees from clocking in/out themselves.

    Individual Employees can edit their own clock in/out times – This setting allows a normal employee to edit their clock in/out times without needing someone else that has access to CrewTracks. Turning this off prevents them from editing their clock in/out times. If this is on, the above setting also needs to be turned on.

Require photos on clock in/out by default – Turning this setting on will make it default to have a photo taken by the employees whenever they clock in or out. Turning this off will not make it default on when creating schedules. This setting can be turned on/off during the actual schedule creation screen if it needs to be changed per schedule.

Require lunch time entry by default – Turning this setting on will make it default that employees have to take a lunch break during their shifts. Turning this off will not make it defaulted on during schedule creation. This setting can be turned on/off during the actual schedule creation screen if it needs to be changed per schedule.

Default minimum required lunch time (Minutes) – When the above setting is turned on, this setting will force a default minimum lunch time for employees. If set to 0, then no minimum lunch time is required.

Employee shift must be this long before minimum required lunch takes effect (Hours) – When the above setting is turned on, this setting will force a default number of hours that employees must work before a lunch is required.

Employees may not Clock In before – Turning this setting on will prevent employees from clocking in before the set time.

Jobs

Jobs / Job Items can be added or removed from schedules by Crew Leads – Turning this setting on will allow Crew Leads to add/remove jobs and job items from schedules. Turning this off prevents Crew Leads from adding/removing jobs and job items from schedules.

Jobs / Job Items can be added to schedules by Individual Employees - Turning this setting on will allow normal employees to add/remove jobs and job items from schedules. Turning this off prevents normal employees from adding/removing jobs and job items from schedules.

Allow Individual Employees to see Job Details - Turning this setting on will allow normal employees to see the job details on schedules. Turning this off prevents normal employees from seeing the job details on schedules.

    Allow Individual Employees to view Totals/Budgets for Labor hours, Production, Equipment, and Materials – When the above setting is turned on, turning this setting on will allow normal employees to also view more details on schedules. Turning this off prevents normal employees from seeing more details on schedules.

Time Assignment

Require time to be allocated to jobs – Turning this setting on will require time to be allocated to jobs on a schedule before the schedule can be submitted. Turning this off removes that requirement.

Allow Individual Employees to assign their own time – Turning this setting on will allow normal employees to put down their own time in the CrewTracks app. This will require that they have a username and password in the system to be able to log in. Turning this off will make it so only Crew Leads and up can assign time.

Production

Default production tracking mode – This setting allows tracking either by individual employees or by crew.

For Job Items with production tracking enabled – This setting will make it required that all employees on a schedule must have production tracked against them or will require only the Crew Lead has production tracked.

Allow Individual Employees to set their own production values – Turning this setting on will allow normal employees to add their own production values into CrewTracks. Turning this off will make it so only Crew Leads and above can add production.

Equipment

Equipment can be added to or removed from schedules by Crew Leads – Turning this setting on will allow Crew Leads to add equipment to schedules. Turning this off will allow only Supervisors and above to add equipment.

Notes / Photos

Require notes by default – Turning this setting on will require notes to be added to a schedule before the schedule can be submitted. Turning this off will allow schedule submission without notes.

Require jobsite photos by default – Turning this setting on will require photos to be added to a schedule before the schedule can be submitted. Turning this off will allow schedule submission without photos.

Allow Individual Employees to add and view Notes/Photos – Turning this setting on will allow normal employees to submit notes and photos on a schedule and will allow them to view any notes and photos that have been added to a schedule. Turning this off prevents normal employees from doing the above.

Materials

Materials can be added to or removed from schedules by Crew Leads – Turning this setting on allows Crew Leads to add or remove materials from a schedule. Turning this off allows only Supervisors and above to do so.

Miscellaneous Info

This section is used in conjunction with the Client Services team at CrewTracks. They can make custom forms for schedules that can be utilized in conjunction with the time and production tracking. The drop-down will have a list of any forms that the CrewTracks team have created specifically for the organization.

Job Sign-Off

Allow Individual Employees to create Job Sign-offs with their own data – Turning this setting on allows normal employees to create Job Sign-off reports. Turning this off will allow Crew Leads and above to do so.

Documents

Allow Individual Employees to access Documents and create Document Submissions – Turning this setting on allows normal employees to view and submit documents on schedules. Turning this off will allow Crew Leads and above to do so.

Job Defaults

Default Job Type – If there are multiple job types in the system, the drop-down will allow the selection of a default job type that will be automatically used on job creation.

Exempt from “Require notes before submission” schedule setting – Turning this on will make jobs exempt from notes when creating a job. Turning this off will not make that setting default on job creation.

Exempt from “Require jobsite photos before submission” schedule setting - Turning this on will make jobs exempt from photos when creating a job. Turning this off will not make that setting default on job creation.

Job Item Defaults

Enable Production Benchmarks – Turning this setting on will enable production benchmarks on newly created Job Items by default. Turning this off will not automatically turn on benchmarks.

    Enable Show Efficiency in App – With the above setting enabled, turning this setting on will have a job item’s efficiency show up in the mobile app. Turning this off will have the efficiency show only on the web app.

Enable Production Target – Turning this setting on will allow a production target to be set on a job item by default. Turning this off will not make it default.

Enable Labor Hour Totals in Field App – Turning this setting on will enable the labor hours to show on the job item by default. Turning this off will not make it default.

    Show Labor Budget in Field App – With the above setting enabled, turning this setting on will display the labor budget for a job item in the mobile app by default. Turning this off will not make it default.

Job Status Settings

Jobs marked “Closed” will become inactive – This setting will automatically inactivate “Closed” status jobs after a set period. The drop down allows a choice of “Immediately”, “Custom”, which will allow you to enter a time frame, and “Never”, which will always keep jobs active until manually inactivated.

Employee Defaults

Allow employee to see their own Timecard/Timelogs – Turning this setting on will allow newly created employees to see their own timecards/timelogs by default. Turning this off prevents this.

Allow Employee to see their own Production Card - Turning this setting on will allow newly created employees to see their own production by default. Turning this off prevents this.

Quickbooks Export Settings

Export Labor Type – This setting will rename the exported labor type for Quickbooks exports. The default for Quickbooks is “Straight Time”.

Exported labor is billable – Turning this on will make the labor that is exported as part of a Quickbooks export be listed as “billable” i.e. it will populate the Billable columns with 1 instead of 0. Turning this off will populate the export column with 0.

Save

Any settings changes made in Organization Settings will need to have the Save button clicked, or leaving the screen will void any changes made.