BASE
Management
Get started

Crew Roster

Your people on the tools, their sign-in PINs and the two rates that decide what they earn you and what they cost you.

Crew Roster

What it is

The Crew Roster is the list of your site, workshop and office staff: their role, mobile, hours a week, the 4-digit PIN they sign in with at a QR, and two rates. Charge-out is what you bill a client for their time. Cost is what they cost you, wage plus on-costs, and it is the rate their approved hours are costed to jobs at. Whoever manages the crew keeps it; an admin owns the rates and PINs once set.

Before you start

  • The Crew Roster module must be on for you (Settings → Team Modules).
  • Adding or changing people needs the Crew edit permission. Seeing or setting a cost or pay rate needs the separate Pay rates permission; without it the rate column is hidden from you.
  • Every crew member needs a mobile number. Base texts them their PIN, so a texting number must be set up under Settings → Messaging.
  • Set the labour on-cost percentage under Finance settings if you want Base to work cost rates out from pay; it uses 25% until you set one.

How to

Add a crew member

  1. Press Add Crew Member.
  2. Type their Name, pick their Type (Site, Workshop or Office), and add a Role and Phone.
  3. Set Hrs/Week and Charge-out ($/hr).
  4. Set Cost ($/hr): wage plus on-costs. Or leave it blank and type the pay rate underneath, and Base derives the cost rate from pay plus the on-cost percentage. If the cost rate you type looks like a pay rate, the form warns you that on-costs are missing.
  5. Type a 4-digit PIN and press Add.

The person is added and the PIN is texted to their mobile. If the text fails, a message tells you the PIN so you can hand it over yourself. A PIN already in use by someone else is refused.

Edit a crew member

  1. Hover their row and press the pencil.
  2. Change what you need and press the tick.

Filling in a blank cost or pay rate is open to anyone who manages crew. Changing a rate that is already set is an admin's; the row says so if that is not you.

Set, reset or filter PINs

  1. A row showing Set PIN has no PIN yet. Press it, type four digits and press the tick.
  2. An admin can press the key icon on a row to Reset PIN. Their current PIN stops working and you set a new one.
  3. Use the All / Site / Workshop / Office chips to narrow the list.

Setting a PIN also approves a self-added request: someone who asked for access at a site QR shows at the top with a warning triangle until you set their PIN or delete them.

Deactivate or delete someone

  1. Press the Active pill to make them Inactive. Their history stays; they drop off the sign-in list and out of the active count.
  2. Hover and press the bin to delete them outright.

Deleting a pending self-add request is recorded as a decline of their access request.

What happens on its own

  • The PIN text goes out as the person is saved, and again whenever a PIN is set or generated.
  • The people who still need a PIN or verifying float to the top of the list, and the subtitle counts them.
  • Approved hours are costed to jobs at each person's cost rate, hourly, grouped into one labour line per job per week. See Timesheets.
  • The assistant can add and update crew, deactivate someone, set or resend PINs and approve or decline site access requests when you ask it.

Things that surprise people

  • A blank cost rate means that person's hours are never costed to any job, however many they work. The row says not costed. That is deliberate: costing someone at $0 quietly understates every job they touch.
  • Never put the charge-out rate in the cost field. Every job they work would look worse by exactly your labour margin.
  • Posted hours are never repriced. Changing a cost rate affects shifts approved from then on, not weeks already in the books.
  • Rates are per hour, ex GST. Wages carry no GST.
  • The roster never shows a PIN. Base keeps only enough to check one at the gate.