Settings

Settings is where you tune CrewTimeTrack to how your company actually pays and bills. The work rules here — overtime, per diem, lunch — drive every invoice and report, so they're worth getting right. Settings is organized into tabs down the left; one Save settings button at the top-right saves the whole panel.

Work Rules

The core pay policy:

• Time zone — your crew's local time zone. Sets what counts as "today" for timesheets and which calendar day the work week lands on.
• Start of week — which day the schedule, manpower sheet, and reports treat as the first day of the week (e.g. Sunday or Monday).
• Standard work week — how many straight-time hours a crew member works in a week before weekly overtime kicks in (commonly 40).
• Weekend overtime — when on, all Saturday and Sunday hours are paid at the overtime rate.
• Timesheet lock window / Timesheet preview window — how many days after a work day a crew member can still edit it, and how far ahead/behind they can browse with the arrows on their timesheet link.

Overtime

Fine-tune how overtime and double-time are calculated:

• Overtime multiplier — the rate applied to OT hours (e.g. 1.5× base).
• Double-time multiplier — the rate applied to double-time hours (e.g. 2× base).
• Daily OT threshold — hours in a single day before that day starts earning OT. Leave blank to turn daily OT off.
• Double-time threshold — hours in a single day before they're paid at double-time. Leave blank to turn double-time off.
• Seventh-day rule — when on, every hour worked on the seventh consecutive day is OT.

This tab also holds holiday pay (the dates themselves live on the Holidays tab):

• Holiday pay — turn on premium pay for hours worked on a configured holiday.
• Holiday rate — the rate for holiday hours up to the threshold below (commonly 2×).
• Holiday overtime rate — the rate for holiday hours past the threshold, i.e. "double-time-and-a-half" (commonly 2.5×).
• Holiday OT threshold — hours worked on a holiday before the holiday-overtime rate applies (commonly 8). Leave blank for one flat holiday rate.
• Count holiday hours toward the 40 — off by default (holiday hours are already premium and don't push the rest of the week into weekly overtime). Turn it on if your shop counts them toward the weekly 40.

These combine sensibly: a configured holiday takes precedence and is paid at the holiday rate; otherwise weekend and seventh-day hours are overtime; on weekdays, daily thresholds apply first, then any straight-time hours beyond your weekly standard convert to overtime.

Holidays

Set the days your crew gets premium pay. Each holiday is either:

• A single date — a one-off, e.g. a company shutdown day.
• A repeating rule — recurs every year, including tricky ones like "the 3rd Thursday of October" or "the last Monday of May." Turn on Observe weekend so a holiday that lands on a Saturday or Sunday is billed on the nearest weekday (the way most US federal holidays are taken).

Click US federal holidays to load the standard 11 at once, then remove any your crews don't get paid premium for. Each row shows when it repeats and the next date it falls on.

The holiday rates and the on/off switch live on the Overtime tab. With holiday pay on, worked-holiday hours show up as Holiday (and Holiday OT) on the employee's timesheet, across Reports, and as their own line items on invoices.

Per Diem & Drive

This tab holds your travel model — how drive time and per diem are pre-filled from each job's distance:

• Office / shop address — where trips start from. With an address set, giving a job an address computes its one-way drive time automatically (you can always type it manually instead).
• Travel model — Daily commute pre-fills drive time every scheduled day (out and back). Stay-over pre-fills the drive out on the first day and the drive back on the last day of a trip; days in between get zero. Back-to-back schedules at the same job (ending Saturday, resuming Sunday) count as one continuous trip. Every pre-fill can be edited by payroll — plans change.
• Minimum travel time — drive-time pay only pre-fills for jobs at least this many one-way hours away (default 2, matching the first per-diem tier). Closer jobs count as a normal commute and get no drive time automatically — you can still type drive hours on any entry by hand. Set it to 0 to pre-fill drive time for every job that has drive hours on file.
• Per diem tiers — paid per crew member per day based on how far the job is (one-way drive hours): e.g. jobs 2+ hours away pay $50/day, 5+ hours pay $100/day. It pays every day of the trip, including overnight days with no driving. Jobs closer than the first tier pay nothing. One per diem per day at the highest qualifying tier.
• Per diem on the final day — full, half, or none on the return day of a stay-over.
• Bill per diem to clients — on by default. Turn it off to keep per diem an internal crew cost: it's still paid to the crew and shown in reports, but never appears on a client invoice (the invoice notes the amount so nothing looks missing).
• Invoice drive time — bill drive hours as entered on timesheets, or bill each job one round trip per crew member per continuous stay (out-leg on the first day, return on the last).
• Travel preview — hover any block on the Schedule to see exactly what these rules will pre-fill for that trip.

Drive time is paid at the employee's base rate. When entering time you can accept the pre-filled amounts, force a per-diem tier, or edit any single entry afterward — see Add Time Entry.

Lunch

Two ways to handle the unpaid meal break (Work Rules tab → Lunch deduction):

• Per entry (default) — when a crew member checks "I took a lunch break" on their timesheet link, or an admin selects auto-lunch on Add Time Entry, 30 minutes come off that entry.
• Automatic — one unpaid lunch per day comes off invoices and employee reports by policy, whatever the crew checked: you set the lunch length (e.g. 30 minutes), the minimum hours a day must reach before lunch is deducted (e.g. 6), and an optional maximum (blank = no limit). The deduction shows as its own line — "Unpaid lunch (deducted) −0.5 h" — so anyone comparing against gate logs or clock times can see the full hours and the reduction, and the totals still add up. Days that span multiple jobs count as one day: one lunch.

Branding

Make the app yours:

• Company logo — shown in the sidebar and on invoice letterhead. Stored privately and served through the app.
• Show employee wages — turn off for hours-only mode: base rates and all dollar amounts are hidden across Employees, Invoices, and Reports.
• Hide CrewTimeTrack logo — show only your logo in the top-left (white-label, available on the Crew tier and above).
• Brand color and Font — override the app's accent color and typography across the admin app, crew pages, and invoices. Available on the Crew tier and above; on lower tiers you'll see an upgrade prompt instead.

Invoices

• Billable labor rates — what the client pays, separate from wages. Employee wage (default) bills each crew member's own base rate × your overtime multipliers. Custom rates bills the whole crew at one flat standard rate and one flat overtime rate (e.g. $75 ST / $95 OT) no matter what each person earns; drive time bills at the standard rate, and double-time/holiday hours bill at the custom rate × their multipliers.

Set what appears on every invoice:

• Legal company name — shown on the invoice letterhead (defaults to your workspace name).
• Payment terms — e.g. Net 30.
• Footer note — a closing line, such as a thank-you and a billing contact.

Notifications

Set the rules for when CrewTimeTrack reaches out:

• Weekly schedule send — text/email each crew their week (jobsite, lead, report time) on the day you choose.
• Overdue timesheet alerts — nudge workers who haven't submitted, and flag them for admins.
• Overtime alerts — flag admins when an employee's weekly hours cross a threshold you set.

The rules save immediately and apply from the next send. Texts go to the phone number on each crew member's profile, so keep the roster current.

Text Messaging

Automatic timesheet reminder texts: on days a crew member has at least one scheduled job, CrewTimeTrack texts them their private timesheet link after the end time of their last job that day. Night shifts get their text the next morning, after the shift actually ends. Reminders stop the moment they submit.

• Timesheet reminder texts — the on/off switch (on by default).
• Delay after the last job ends — wait 0, 15, 30, or 60 minutes past the job's end time before the first text, as a buffer for crews that run long.
• Reminders per day — send up to 3 texts if they still haven't submitted.
• Time between reminders — the gap before each follow-up.
• Message — the text itself, with [first_name], [last_name], [company_name], and [timesheet_url] tags.

Texts only go to crew members with a phone number on their profile. Anyone can reply STOP to opt out (START to opt back in), and every send is recorded in the SMS log. Reminders are checked every 10 minutes, so a text can land a few minutes after its exact due time.

Emails

Customize the emails your workspace sends — proposals, invoices, timesheet links — plus the header/footer wrapped around all of them (logo, signature). Each template has Edit (with a merge-tag picker), Preview, and Send test buttons. See Email templates for the full guide.

Security

Two-factor authentication is managed from your own profile — open Users, click your name, and set up an authenticator app. It's strongly recommended for every admin. If you ever lose your device, contact support to reset it so you can log in and re-enroll.

Support

Allow support access lets CrewTimeTrack support view your workspace read-only to help troubleshoot — it's off by default, and you can turn it back off anytime. Optionally turn on Hide wages from support so pay rates and dollar amounts stay private even while access is on. Support never signs in as you or changes your data, and every support view is logged.

Integrations

Email, crew texting, payments, and file storage are built into CrewTimeTrack and run on our accounts — there's nothing to connect or maintain. This tab has an email delivery check: send a test message to your own address to confirm emails from CrewTimeTrack reach your inbox.

Need to connect QuickBooks, ADP, Procore, or another payroll or job-cost tool? We build custom integrations — contact us for a quote. In the meantime, the CSV / Excel / JSON exports on every screen cover payroll handoff.

Billing

Manage your subscription: see your current plan and renewal date, upgrade or change plans, open the billing portal to update payment details, and download your past payment receipts.