Track time, breaks and where people clock in

Your crew clocks in and out on their phones. Timesheets collects everyone’s hours week by week, for a crew lead or the office to approve, and Timesheets → Pay adds up what each person is owed for your payroll service. You decide whether breaks are paid, and whether Crewtavo saves where people are when they clock in and out.

Clock in and out

The clock is at the top of My day, and of Timesheets for the current week.

Start timer clocks you in. Pick Driving, Shop time, On break or Other work, or on My day, a visit that’s under way.
Switch moves the clock to something else without stopping it. On My day it lists the visits under way, so you can clock back onto one after a break.
Stop clocks you out.

Starting a visit (Start or Start visit) also clocks you onto it, and Complete visit clocks you off it.

A clock left running for hours sends a reminder. If it’s still running much later, Crewtavo stops it at the end of that working day, and the entry shows Check end time until it’s approved.

Clock in the whole crew

A crew lead with two or more people sees a Crew clock card on My day:

Clock everyone in puts the whole crew on a visit, Driving or Shop time at once. Clock in 2 more catches up anyone who isn’t on yet.
Switch moves everyone on the clock to something else, like On break for lunch, then back onto the visit after.
Clock everyone out, or clock one person in or out from their row.

Each person’s time lands on their own timesheet.

Choose how breaks are paid

An owner or admin sets this for the whole business:

Open Settings → Company and find the Time clock card.
Pick under Breaks:
- Paid if 20 minutes or less (the default). A short rest break counts as paid time; a longer one, like lunch, doesn’t. This follows federal rules.
- Always paid. Every break counts, lunch included.
- Never paid. No break counts as paid time.
Choose Save company settings.

On Timesheets, a break that isn’t paid shows as “0.75 h unpaid”, and each person’s weekly total leaves it out and shows “+ 0.75 h unpaid breaks” beside it. Timesheets → Pay shows the unpaid breaks and says which rule it used, and Metrics → Team counts Paid hours only.

See where people clock in and out

Crewtavo saves where each phone is at the moment someone clocks in and out, and nowhere in between. It’s on unless you turn it off: an owner or admin can switch Save where people are when they clock in and out (the office and crew leads see it on Timesheets) in the Time clock card under Settings → Company.

Your crew sees “Clocking in and out saves where you are, for the office.” on their clock. The first time, their phone asks to share their location. If they say no, or the phone can’t find itself within about 10 seconds, the clock still starts or stops, and the entry says why there’s no place.

On Timesheets, each entry shows where it started and stopped:

It says	What it means
“In: at the job”	Within about 200 meters (650 feet) of the visit’s or job’s address, allowing for the phone’s accuracy. For shop time, it says “at the shop”, going by your shop address in Settings → Company.
“Out: 2.1 mi from the job”	How far from the job (or the shop) they were.
“In: see map”	There was no job or shop address to compare with.
“(rough location)”	The phone was unsure of its location, by more than about 500 meters.
“location turned off”	They said no to sharing their location.
“no location found”	The phone couldn’t find its location in time.
“phone can’t share location”	The phone or browser can’t share a location at all.
“(Luis’s phone)”	Someone else clocked them in or out, like a crew lead clocking in the crew.

Click a place to open it in Google Maps.

Who sees the places:

Owners, and admins and office staff whose role has Approve timesheets (crew leads: their crew’s): everyone’s.
A crew lead: their crew’s, but not their own.
Everyone else: none, their own included.

A place is saved with the clock as it starts or stops, so time added by hand has none, and fixing an entry’s times keeps the places it had. With the switch off, Crewtavo saves no new places.

Review and approve time

Timesheets shows one week at a time, a card per person, with each day’s hours and each entry. A total over 40 hours shows how much is over.

Approve all, or Approve on one person, approves the week’s finished entries. A crew lead whose role has the area approves their crew’s time, but not their own. The starter Foreman role doesn’t have it: add Approve timesheets (crew leads: their crew’s) to it in Settings → Roles if your foremen should approve.
Add time adds an entry by hand. An entry’s menu has Edit, Remove approval and Delete.
Download as spreadsheet, in the page’s menu, saves the week with Paid hours beside Hours, and Clock-in location and Clock-out location. It’s there for owners, admins and office staff with the area.

Forgot to clock in or out? Anyone can fix their own time: open Timesheets, choose Add time, or Edit on the entry, as long as it isn’t approved yet. A crew lead can do the same for their crew. Once time is approved, only the office can change it.

Everyone sees their own time on Timesheets. Crew leads also see their crew’s, and owners, admins and office staff see everyone’s.

Pay your team

Timesheets → Pay shows each person’s pay for a pay period: Last week, This week, Last 2 weeks, This month, Last month, or any dates. It’s for owners, admins and office staff whose role has Job costs and profit.

Approved hours at each person’s Labor cost / hr, set in Settings → People. Unpaid breaks show beside their hours.
Hours over 40 in a week show for your payroll service. The amounts are at straight time.
Piece pay for work done on jobs in the period, if they have any (below).
Time not approved yet, and clocks still running, are flagged.

Download saves the period as a spreadsheet, with Hourly pay at their rate, Piece pay and Total pay for each person, ready for your payroll service.

Once you’ve paid people, choose Mark paid and pick How they were paid: Direct deposit, Payroll service, Check, Cash or Other. Crewtavo doesn’t send money. Everyone’s time has to be approved first. Their time and piece pay in that period are then locked, so what was paid stays on record. Take back paid unlocks it.

Piece pay

Someone on your team can earn per square, per job or per day as well as, or instead of, by the hour.

In Settings → People, choose Piece rates under the person’s Labor cost / hr, then Add a rate: Per square or unit, Per job or Per day. It’s there for owners, and for admins whose role has Job costs and profit.
On a job, under Sub and crew pay, choose Add pay, then Someone on your team. Their rates fill in the lines, and you can change them.
Choose Agree to this pay. It’s marked done by itself once the visits it covers are complete, or with Mark work done.

Work done goes into their pay period for the day it was finished, as Piece pay under Timesheets → Pay. Piece pay also counts in the job’s costs. For paying the businesses you hire, see Work with subcontractors.