Add Time Entry
Add Time Entry lets office staff log hours on behalf of the crew — for one person or a whole crew, across as many days as you need, in a single pass. It's the fastest way to enter a week of time when crews aren't submitting their own, or to fill in a gap.
Every entry you create here lands in Timesheets and feeds your invoices and reports.
Creating entries
The form applies one set of details to every crew member and day you pick:
- Job — choose the job these hours are for.
- Crew — check one or more crew members. Each selected person gets their own entry.
- Days — pick the days in the week (weekdays are pre-selected). Each selected person gets one entry per selected day.
- Start / End / Lunch — the shift times and whether to deduct lunch:
- 30 min (auto) deducts a lunch automatically on shifts long enough to qualify under your lunch rule.
- 0 min never deducts a lunch.
- Drive-time — leave it blank and each day's drive time fills in automatically from the selected job's drive hours (the placeholder previews what you'll get: the round trip once a job is picked, "0" if the job has no drive time on file, "Auto" before you pick one). Type a value to use it for every selected day instead — your number always wins.
- Note — an optional note that shows on the entry and in the audit log.
Press Create entries and CrewTimeTrack creates one entry per crew member × day.
Add from schedule
The Add from schedule button flips the form around: pick a scheduled job and the crew, days, and shift times come pre-filled from the schedule — you just uncheck anyone who wasn't there and save.
- Use travel rules (on by default) fills each day's drive time and per diem automatically from your Per Diem & Drive settings. With the stay-over model, the first day gets the drive out, the last day the drive back, and the days between get zero — while per diem still pays every day. Turn it off to type one drive-time value for all days instead.
- Days up to today are pre-checked; future days are left for later.
Options
- Per diem — choose how the daily allowance is applied to the selected days:
- Auto — by job distance (default): pays the per-diem tier the job's drive distance qualifies for, or nothing if the job is under the minimum.
- A fixed tier (e.g. $50 / day or $100 / day): forces that amount on every selected day, whatever the job's distance says.
- No per diem: pays nothing.
- Mark absent — record an absence instead of worked hours. Absent entries count zero paid hours but keep the record.
Whatever gets pre-filled or forced here is just a starting point — you can change the drive time and per diem on any single entry afterward from Timesheets.
Overtime and weekends
You don't flag overtime here. CrewTimeTrack classifies hours automatically when it builds reports and invoices — hours over your weekly threshold and weekend hours are split into overtime per your Overtime settings.
Choosing the week
The form works on one week at a time. Use the week selector in the top bar to move to the week you're entering time for; the day pickers update to match.