Employees
Employees is your crew roster — every field worker you schedule and track time for. From here you add crew members, keep their details current, and grab the private timesheet link you send them to collect hours.
The roster
The list shows each active crew member with their name, trade, phone, home base, base rate, and status. Use the search box to filter by name or trade. The roster shows active crew only — use the Archived and View trash buttons to see everyone else.
Adding a crew member
Click Add employee and fill in:
- Full name (required).
- Trade — e.g. Welder, Foreman, Electrician. Shown on the roster, manpower sheet, and reports.
- Phone — used for texting their timesheet link, one-off messages, and group messages. Paste it in any format — "(541) 357-6758", dots, spaces — it's cleaned up and stored in the standard format the texting system needs.
- Home base — their home city. Today this is a label shown on the manpower sheet and employee report so dispatchers know where people are coming from; it does not affect any calculation.
- Base rate — their hourly pay rate, used by reports and job management's per-job profitability. If left blank, the app still tracks their hours normally, but money views treat their labor cost as $0 — so job profitability and labor-cost totals will be understated until a rate is entered. (Hidden entirely if your workspace is in hours-only mode — see below.)
- Can be a jobsite lead — check this if they can run a job in the field. Leads are offered when assigning a lead to a job and are called out in group-message crew lists.
Editing and managing
Each row has quick actions:
- Edit — update any of the details above.
- Get timesheet link — generates the crew member's private timesheet link and shows a copy button. Send it by text or email and they can submit hours with no login. See Crew Timesheet Link. Issuing a new link doesn't revoke older ones.
- Send text message — message the crew member directly.
- Archive — for crew who've left but whose records you need to keep.
- Move to trash — for crew you don't need records for.
Archive vs. Trash
When someone leaves, you have two choices. Neither one counts them as an employee on your bill.
| Archived | Trash | |
|---|---|---|
| Can be scheduled or put on a job | No | No |
| Gets texts (timesheet links, manpower, group messages) | No | No |
| Billed as an employee | No | No |
| Timesheets kept | Yes | Yes, until deleted |
| Shows in the Employee report and Employee summary | Yes, marked "archived" | No |
| Can be deleted permanently | No — move to Trash first | Yes |
Archive is the safe choice for anyone whose hours you may need later — payroll records, or a safety program audit (like SAFE). Their past hours stay on every report and invoice.
Delete permanently (only from Trash) erases the crew member and every one of their timesheets, and their hours disappear from past reports. It can't be undone.
Either kind can be brought back with Restore, and you can move someone between Archived and Trash at any time.
Base rates and hours-only mode
Base rate drives pay math on invoices and reports. If you'd rather not show wages in the app, turn off Show employee wages under Settings → Branding. In hours-only mode, base-rate fields and all dollar amounts are hidden everywhere, and the app shows hours and day counts instead.
Exporting
Use the Export menu (top-right) to download the roster as CSV, Excel, or JSON.