CrewTimeTrack Overview

CrewTimeTrack is scheduling and time-tracking built for field crews — iron-working, electrical, mechanical, and general construction. It replaces the paper timesheets, spreadsheets, and group texts that office staff juggle every week with one place to schedule crews, collect their hours, and turn those hours into payroll-ready reports and client invoices.

This guide is for the admins and office staff who run the day-to-day. If you manage schedules, review timesheets, or bill clients, start here.

The main ideas

A few concepts show up everywhere in CrewTimeTrack. Once these click, the rest of the app is easy to follow.

Your workspace

Your company has its own private workspace. Everything you create — employees, jobs, schedules, timesheets, invoices, settings — lives inside it and is visible only to your team. You can brand it with your logo and colors, and you set your own pay rules (overtime, per diem, lunch) that drive every calculation.

Employees (your crew)

Each crew member is an employee with a name, trade, phone number, home base, and (optionally) a base pay rate. Employees never log in to the admin app. Instead, they submit their hours through a private link you text or email them — see Crew Timesheet Link.

Jobs

A job is a project you schedule crews against and bill a client for. It has a job number, client, jobsite address, a PO number, a color (so it's easy to spot on the schedule), and an optional jobsite lead.

The schedule

The schedule is where you block out which crew works which job on which days. Drag on the calendar to create a block, drop crew onto it, and you've staffed the job. The schedule also feeds the Manpower sheet and the crew's timesheet links.

Timesheets

A timesheet entry is one crew member's hours on one job for one day. Entries come in two ways: the crew submits them through their link, or an admin enters them with Add Time Entry. Every entry keeps its full history — the original submission is never overwritten when an admin makes a correction. See Timesheets.

Invoices and reports

CrewTimeTrack runs your pay rules over the collected hours to split them into standard, overtime, double-time, and drive time, add per diem, and produce both client invoices and internal reports.

How a typical week flows

1. Schedule the work. Block out jobs and assign crew on the Schedule.
2. Send out the week. Crews get their timesheet link and submit hours each day from the field.
3. Review and correct. Office staff check Timesheets, fix anything off (corrections are versioned and auditable), and fill gaps with Add Time Entry.
4. Bill and report. Generate invoices per job and pull reports for payroll and overtime tracking.

Who can do what

CrewTimeTrack has two admin roles:

• Admins (and the account owner) can edit everything — schedules, timesheets, jobs, employees, billing, and settings.
• Editors have read-only access to reports and schedules.

See Users & Roles for managing your team.

Where to go next

• New to setup? Start with Employees and Jobs, then Settings to dial in your pay rules.
• Want your own web address? See Custom domains.
• Moving from another system, or want to connect CrewTimeTrack to payroll or another tool? Contact us — we'll help you migrate or scope a custom integration.