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Crew and timesheets on a job

Per-site QR sign-in, assigned crew, live shifts.

Crew and timesheets on a job

What it is

The Crew & Timesheets tab on a job: the site's QR poster, who is signed in now, the crew expected on this job and their PINs, and the recent shifts recorded against it. People sign in and out at the QR with a four-digit PIN texted to their mobile; visitors and subbies can sign in without being on the roster. Hours are approved on the company-wide Timesheets page, not here.

Before you start

  • The Timesheets module is on (Settings → Team Modules).
  • The job has an address, so a sign-in far from site can be flagged.
  • Crew members have a mobile number; the PIN is texted to it.

How to

  1. On the tab, press Print poster. The poster carries the QR and Scan to sign in.
  2. Customise poster opens the poster's layout, logo and on-arrival rules in the Document Studio; the download button saves the QR itself.

Add someone to the job's crew

  1. Under Expected crew, press Add crew member. Pick an existing crew member, or enter a Full name, Mobile number, an optional role, where they work (Site, Workshop or Office) and, optionally, a PIN.
  2. Save. Leave the PIN blank and Base generates a unique one. Either way it is texted to their mobile; that is how they sign in at the QR.
  3. On a crew row: the green button approves a request from the QR or issues a new PIN, the message icon texts them a new PIN (their old one stops working), the reset icon resets the PIN, and the bin removes them from this job's crew after a confirmation.

Approve someone who asked for access at the QR

A person who scanned the QR without a PIN appears under Expected crew marked as a request. Press the approve button; Base generates a PIN and texts it to them.

See who is on site and what was recorded

On site now lists open sign-ins with a location chip: on site, how far away they signed in from, or no location. Refresh now re-reads it. Recent shifts lists each shift with its sign-in and sign-out (or open), and marks a shift the system closed as auto-closed.

What happens on its own

  • A worker who forgets to sign out is signed out automatically at the end of the day and the shift is marked auto-closed, so you can fix the time rather than quietly accept it.
  • A sign-in a long way from the job's address is flagged on the shift.
  • The gate asks the job's gate forms (daily pre-start, fit-for-work, visitor declaration) and checks the company's compliance documents and the worker's tickets at sign-in; see Safety and Site home.
  • First sign-in shows the Site induction and records the acknowledgement.

Things that surprise people

  • Hours are approved on the company-wide Timesheets page, and nothing costs to this job until they are.
  • A subcontractor's workers signing in here are recorded for attendance and induction, never costed. Their cost reaches the job through claims and purchase orders.
  • PINs are not stored readably. Texting a new PIN issues a fresh one; the old one stops working at once.
  • Removing someone from this job's crew does not delete them from the company roster.