Your day in the field: My day and working a visit

This page is for crew leads and field crew. It covers your day in Crewtavo on your phone: where your visits are, what each button does, and what to fill in on the job. Subcontractors, see Your jobs and paperwork as a subcontractor too.

Get Crewtavo on your phone

1. Your office invites you by email. Open the email on your phone and tap the link.
2. On Set your password, type a password (at least 8 characters) twice and tap Save password.
3. Crewtavo opens on Home.

The invite link works once, within a day. If it has run out, ask the office to send a new one. To sign in later, see Sign in, reset a password and get back in.

Tip

Set a password even though Skip for now is there. On an iPhone, Crewtavo on your Home Screen keeps its own sign-in, separate from Safari’s, and a password is the easy way in there.

Next, put Crewtavo on your Home Screen and turn on notifications, so you hear when your schedule changes. On Home and My day, a card shows how: Add Crewtavo to your Home Screen on an iPhone, or Get the Crewtavo app, with an Install the app button, on Android. The full steps are in Your profile, notifications and Crewtavo on your phone.

Home and My day

At the bottom of your phone you’ll see Home, My day, Schedule, Clients and More (and Chat, if your business uses team chat).

• Home shows today’s appointments and how many are complete. Its My day button takes you to your day.
• My day is where you work. It shows only your visits for today, in order, with a button for each step, plus your clock.

Tap any visit on either screen to open it.

Your clock

The clock sits at the top of My day. It says Clock is off, or what you’re on and for how long (“Clock running · 1h 05m”).

• Start timer clocks you in. Pick Driving, Shop time, On break, Other work, or a visit that’s under way.
• Switch moves the clock to something else without stopping it, like back onto a visit after a break.
• Stop clocks you out.

You don’t have to use the clock for visits: Start visit clocks you onto a visit, and Complete visit clocks you off it. If your office keeps track of where people clock in, your clock says “Clocking in and out saves where you are, for the office.” The first time, your phone asks to share your location. If you say no, the clock still works.

Crew clock (crew leads)

A crew lead with two or more people sees a Crew clock card under their own clock. Clock everyone in puts the whole crew on a visit, Driving or Shop time in one tap. Switch moves everyone at once, like On break for lunch, and Clock everyone out stops everyone’s clock. Each row has buttons to clock one person in (In) or out.

For breaks, approvals and pay, see Track time, breaks and where people clock in.

Your visits on My day

Each visit is a card. The labels at the top tell you about it:

You see	What it means
Stop 3	Its place in today’s order. The office or your crew lead set the order.
8:00 AM	The time it starts.
Anytime	No set time. Fit it in during the day.
Day 2 of 3	A job that runs over several days. This is the second.
Assessment, Task or Event	It’s not a regular job visit.
Scheduled, On the way, In progress	Where the visit stands.
“Weather: …”	Crewtavo flagged the weather for this visit from the forecast, with the reason.

The visit you’re working on has a green outline. Below the visit name are the client and the street address.

Under each card:

• Directions opens the address in your maps app.
• On my way, Start visit or Complete visit, depending on where the visit stands (see below).

More on My day:

• Open route in maps (when you have two or more stops) opens all of today’s stops in Apple Maps or Google Maps, in order. A long day opens in parts: open the next part when you finish one. See Open the whole route.
• The green bar fills up as you finish visits.
• Done today (3) lists the visits you’ve finished. Tap it to show them.
• Tomorrow lists tomorrow’s visits, so you know what to load up.
• Your equipment lists the trucks and machines your crew has, with what’s due. Tap Hours (or Miles) to log a reading, or Done when you’ve done the maintenance. See Track equipment and maintenance.

If there’s nothing for you, you’ll see “Nothing assigned to you today”. Ask the office if that’s wrong.

On my way, Start visit, Complete visit

Tap these as you go. Each one tells the office where you are on the schedule.

1. On my way when you leave for the visit. You’ll see “On your way”.
2. Start visit when you get there. Your clock starts on the visit: “Visit started, your clock is running”.
3. Complete visit when you’re done. Your clock stops: “Visit completed”.

You can tap Start visit without tapping On my way first. The visit screen has the same buttons.

Does On my way text the client?

Only if your office turned on the automation Text the client when the crew is on the way. It starts off. When it’s on, the client gets a text like “Our crew is on the way to 12 Oak St now.” Tapping Start visit without On my way sends no text. See Automate reminders and follow-ups.

If a crewmate already started or finished the visit, your tap still counts for your own clock: “Your crew already moved this visit on, your time is saved”. If the office cancelled it, you’ll see “The office cancelled this visit.”

Steps only go forward. If you tapped Complete visit too early, ask the office to change it back.

On the visit screen

Tap a visit to open everything about it. From the top:

• Its status and time, Day 2 of 3 for a job over several days, and You: 1h 05m, the time you’ve been clocked onto this visit.
• On my way, Start visit or Complete visit.
• Call and Text call or text the client, when there’s a phone number.
• Directions. Tapping the address does the same.
• Gate code, Lockbox and Alarm codes, and how to get in, under the client’s name and address. Notes about the property show here too.
• Instructions: what the office wrote on the job, or what the client asked for on an assessment.
• The work: what you’re doing, with quantities and notes. No prices. On a one-off job, Add work adds extra work or a part from the price list: pick What and How many, then tap Add. The office’s price applies, and they see you added it.
• Plans: plan sheets and files for the job. Open shows one on your phone, and the download button saves it to your phone for a site with no signal. See Upload and manage plans for a job.
• Bring: the equipment to take to this visit.

Below that you fill in the checklist, materials, photos and notes.

Fill in the checklist

If your business uses checklists, each one shows how many items are done (“3 of 5”). Items with a red * are needed before it’s done. A checklist that goes with the job’s work comes up by itself, and a visit can have more than one. To pick one, use Choose a checklist….

• Tick boxes, type numbers or words, or pick from a list.
• A signature item: have the person sign with their finger and type their Printed name. Clear starts over.
• A photo item has its own Add photos button. The photos go under Photos, below.

Your answers save themselves as you go. While the visit is in progress, Complete visit says how many required items are left, and completing the visit marks the checklist done. At other times, Mark done shows once every item with a red * is filled in.

If items with a red * are still empty, the first tap on Complete visit takes you to the first one. Tap it again and Crewtavo asks “The checklist isn’t done”, with what’s still needed. Choose Complete anyway to finish the visit, or Keep working. The checklist stays unfinished, so tell the office what you couldn’t finish in Notes for the office.

Once it’s done, the checklist is locked. A crew lead can tap Reopen checklist to change it. To set up checklists, see Set up crews and checklists.

Log material

Materials used is for what you put down: tons of asphalt, gallons of sealer, loads of stone. It’s there on job visits.

1. Tap Log material.
2. Pick the Material, or choose Something else (type it below) and type What was it.
3. Fill in How much and the Unit (ton, yd³, gal, load, bag, ea, lf or sq yd).
4. Add the Ticket number and Supplier or plant if you have them.
5. Tap Add a photo of the ticket to snap the plant ticket.
6. Tap Log it.

It shows as “12.5 ton · Surface mix” with the ticket number. To fix a mistake, tap the trash can and log it again. You can remove your own entries for a day after you log them. Crew leads and the office can remove any.

Add photos

Tap Add photos to take pictures with your camera. You can add several at once. They’re saved with the visit. To remove a photo you added, tap its × and then Remove.

Notes for the office

Type what the office should know: extra work the client asked about, damage you noticed, materials used. Your notes save themselves as you type.

Caution

This box shares its words with the visit’s Instructions for the crew, so if the office wrote instructions on the visit, they’re already in here. Add your notes below them rather than deleting them.

Add a receipt

Bought something for the job? Tap Add a receipt (under the notes):

1. Fill in the Amount and Date, and the Vendor if you like.
2. Pick a Category: Materials, Fuel, Dump fees, Supplies and so on.
3. Tap Add a receipt photo to snap the receipt.
4. If you paid with your own money, tick Paid with my own money (reimburse me).
5. Tap Add expense. You’ll see “Receipt sent to the office”.

Once it’s sent, only the office can change or delete it.

Invoice and take cash or check

Owners, and admins and office staff whose role has Invoices and payments, can bill a visit on site once it’s completed. The Invoice card has Create invoice: the job’s final invoice, or for a recurring job billed per visit, its completed visits. Then it shows the Total, with Send to client and, while something’s owed, Record cash or check. Pick Cash or Check, fill in the Amount (and the Check number), and tap Record, like Record $120.00. There are no card payments on site.

The card doesn’t show when autopay charges the job, or for a fixed price, which the office bills by the month.

Work with no signal

Crewtavo keeps your day on your phone, so a job site with no signal doesn’t stop you. When there’s no signal, a No signal note shows at the top of My day.

These are saved on your phone and sent, in order, when you have signal:

• On my way, Start visit and Complete visit, with the time you tapped them. Your clock goes by those times.
• The checklist, and Mark done.
• Notes for the office.
• Add work.

You’ll see “Saved on this phone”: “It sends when you have signal.” The note at the top counts what’s waiting (“3 updates are saved on this phone and will send when you have signal.”), then says “Sending your updates…” once you have signal.

These need signal:

• Add photos, Log material and Add a receipt.
• The visit’s invoice and Record cash or check: “Invoicing and payments need signal.”
• The clock card’s Start timer, Switch and Stop, and the Crew clock. With no signal they only wait while Crewtavo stays open. On a site with no signal, use the visit’s Start visit and Complete visit instead.
• Reopen checklist.
• Opening a plan you didn’t save to your phone.

Tips for a site with no signal:

• Open each of today’s visits once while you still have signal. Your phone keeps what you’ve opened.
• Save the plans you’ll need to your phone. With no signal, they’re in your phone’s Files or Downloads.
• Updates send while Crewtavo is open on your screen. If you put the phone away, they go when you open Crewtavo again. On Android, a notification says “3 updates are waiting to be sent. Open Crewtavo to send them.”
• Don’t sign out with updates waiting. Crewtavo warns you (“2 updates haven’t sent yet”), and signing out deletes them.

What crew leads can do

Crew leads see and do a little more than field crew:

• See the whole schedule, and change their own crew’s visits, like moving one or putting them in order. See Run the schedule day to day.
• Use the Crew clock to clock the whole crew in and out.
• See their crew’s time on Timesheets, and approve it if their role allows.
• Reopen checklist after it’s marked done.
• Remove anyone’s material entries.
• Add or update plans from the job (Add or update on a visit’s Plans).

Field crew see only their own visits and their own time. Nobody in the field sees prices. For everything each role can do, see What each role can see and do.

If something isn’t right

• No gate code? Codes show on the visits you’re on for today and tomorrow, until the visit is complete. If you still don’t see one, ask the office to put you on the visit by name.
• A visit is missing from My day? My day shows the visits you’re on today (and for a crew lead, their crew’s visits too). Ask the office to add you to the visit.
• Your clock is still running? Tap Stop on My day. A clock left on for hours sends a reminder, and Crewtavo stops it at the end of the day if you forget.
• A photo didn’t go up? It shows an error with the file name. Try again once you have signal.