Overview
Roles: Admin, Supervisor | Interface: Web
To open the CrewCenter account settings, tap the gear icon in the top-right corner. Opening the settings, it will automatically take user to the General view (account settings).
In the Settings you can find seven tabs:
- General
- Schedules
- Public Holidays
- Automation
- Time types
- Absence reporting
- Tenant data extraction
Setting |
Impact |
Use when |
Disable if |
Tip / Important |
|---|---|---|---|---|
| Construction Diary | Enables daily project reporting from mobile | You need site documentation, daily logs, or reporting | Reporting is not used | Helps with audits and project transparency |
| Geolocation | Tracks employee location during clock-in and clock-out | Legal requirement or field workforce tracking | There are privacy concerns or not required | Ensure GDPR compliance and inform employees |
| Cost Codes | Allows assigning time to cost categories | Financial tracking, budgeting, project cost control | No need for cost breakdown | Having cost codes helps better project financial overview on a long run |
| Costs & Quantity | Will support advanced cost/quantity tracking | Planning advanced material reporting | Not relevant yet | Have a clear overview reflecting standardized material list |
| Mobile Project Creation | Controls who can create projects on mobile | Supervisors need flexibility on-site | You want strict project control | Recommended practice is to restrict access to Admins or Supervisors only |
| Working Schedules | Defines expected work hours → impacts overtime, absences, payroll | Always required | Never (core functionality) | Foundation of all time calculations. It's best to define this as early as possible. |
| Multiple Schedules | Supports different employee contracts | Part-time, full-time, different countries | Since all new employees are automatically assigned to the "default" schedule, multiple schedules should only be created if the default does not apply to everyone. | One employee can only have one schedule assigned to them |
| Break Duration & Tolerance | Flags deviations in working and break time | Compliance monitoring and error detection | When flexible break handling is acceptable and strict monitoring is not required. |
Small tolerance = strict control; larger = more flexibility in taking breaks by the employees |
Setting |
Impact |
Use when |
Disable if |
Tip / Important |
| Public Holiday Calendar | Displays holidays and affects time tracking | Always needed for planning & compliance | Never recommended | Maintain yearly calendars at the beginning of each year |
| Holiday Override (0 hours) | Treats all worked holiday hours as overtime | Standard holiday rules apply | Holidays treated as normal workdays | Enabled by default, but if disabled, it may require more manual adjustments throughout the year in some cases |
| Pre-set Breaks (Automation) | Automatically adds breaks, ensures compliance | Legal break requirements or frequent user errors | Employees manually and accurately record their break times, taking personal responsibility for noting start and end times. | Keep entries clearly separated, ensuring an organized layout. |
| Company vs Personal Breaks | Company = standardized, Personal = flexible | Compliance (company) or flexibility (personal) | Standardization not needed | Users can choose to turn off Pre-set Breaks entirely and set them as "Inactive" if they do not want any breaks to be automatically added to their timecards. |
| Special Time Types | Enables tracking of non-standard work (training, travel, etc.) | Detailed reporting or compliance needs | Regular working time is sufficient; no special time needs to be recorded. |
Keep naming clear and aligned with reporting |
Setting |
Impact |
Use when |
Disable if |
Tip / Important |
| Custom Time Type Names | Aligns system categories with company terminology | Integration with payroll/reporting systems | Default names are sufficient | Avoid renaming too often. Frequent changes can break reporting consistency and create confusion in historical data. |
| Absence Types | Structures absence tracking (vacation, sick leave, etc.) | Always required for HR management | Never recommended | Standardize across organization |
| Absence Limits | Indicates allowed absence per year | Tracking entitlement (vacation days) | Limits on holidays are either not applicable or managed through an external system. | Limits are NOT strict (informational only) |
| Require Comments (Absence) | Adds context to absence entries | Sick leave or special cases | Not required for simple absence types or when there are privacy concerns about sharing the reason for the absence | Improves audit traceability |
| Disable Absence Reporting | Hides absence functionality completely | External HR system manages absences | Absences should be tracked in CrewCenter | Disabling removes user visibility, employees and managers will no longer see or manage absences in CrewCenter |
| Tenant Data Export | Exports full system data (CSV) | Audits, reporting, backups, migrations | Disabling is not possible. | Regular exports = best practice data backup and recovery readiness |
| Export Data Usage | Enables external analysis and compliance tracking | BI tools, legal requirement, archiving | No external reporting needed | Useful for system migration and audits |
General
The General tenant settings include information about the tenant time zone, which is defined during tenant creation and cannot be changed later.
In this section, the administrator can:
- Enable or Disable the Construction Diary to allow the creation of daily project reports
- Enable or Disable Geolocation to track location data
- Enable or Disable Cost Codes to allow time allocation to specific cost codes
- Enable or Disable Costs and Quantity to enable adding costs and quantities in daily time tracking
Additionally, the administrator can decide whether adding projects via the mobile app is permitted for administrators, supervisors and employees.
Schedules
The Annual Working Schedule in CrewCenter allows Admins to define the expected working hours for each day of the year. This ensures accurate calculation of overtime, absences and payroll for all employees. Understanding and managing these schedules is essential for compliance and efficient workforce management in construction environments.
Admins can create multiple working schedules, for example for part-time and full-time employees. However, each employee can be assigned to only one working schedule at a time.
In this section, admins can also define the expected total break time, as well as set tolerances for both working hours and breaks. If an employee works fewer or more hours than expected or if their break duration falls outside the defined tolerance, an indicator will appear in the timesheet. This helps administrators and supervisors quickly identify when working time or breaks deviate from the expected range.
To learn more, please refer to the article: Introduction to Annual Working Schedule
Public Holidays
The Public Holidays calendar in CrewCenter allows administrators to define and manage public holidays for employees within a specific year. This feature ensures accurate time tracking, compliance with local regulations and supports workforce planning by making public holidays visible in employee calendars.
The Public Holidays feature enables the creation of Holiday Calendars, each with a unique name and a list of holidays (dates and names). These calendars can be assigned to employees, making it easy to manage and reference public holidays for a given year, as each calendar is year-specific and can be updated annually.
The Public Holiday calendar allows admins to override the expected working time to 0 hours. Even if the working schedule normally assigns X working hours on that day, the system treats any hours worked as overtime. This toggle is enabled by default for both new and existing holiday calendars.
With this override active, any hours worked and entered into the timesheet - whether via live mode or post mode - are correctly identified and calculated as extra time.
Public holidays are shown as an indicator on the corresponding day in the timesheet.
Automation and Pre-set Breaks
Admins can activate and configure company-wide pre-set breaks using the Web interface. Users may choose between company, personal or disabling pre-set breaks. Pre-set breaks are automatically added to timecards and validated to prevent overlap, ensuring compliance with company policies.
To learn more, please refer to the article: Introduction to Breaks
Note: Automated breaks don’t overlap with other entries, so they can only be added when no other time is being recorded.
Time types
Special Time types are categories used to record non-standard work hours, such as driving time, training or other activities that are not regular working hours or breaks. These types are available for selection when employees log their time in CrewCenter, making it easier to capture all relevant work activities.
There are four predefined special time types:
- Attendance
- Total Work
- Normal Work
- Break
The administrator can assign a custom code name to each of these types.
Employees can select Special Time types when clocking in or out or when entering time after hours. This ensures that all work performed, including activities outside of regular duties, is accurately tracked. Special Time types support compliance with labor regulations and help organizations analyze how time is spent across different activities.
To learn more, please refer to the article: Special Time types in CrewCenter
Absence reporting
Admins can define absence types, set yearly limits, assign them to employees or groups and decide if comments are required. Absence management is available only on the Web for configuration. Admins can exceed absence limits, as these limits serve as guidance rather than a strict cap. If absence reporting is disabled, users cannot create new absences and the Absence tab is hidden.
To learn more, please refer to the article: How to manage absences in CrewCenter Web and Mobile
Tenant Data Extraction
Tenant settings and dynamic data - including working schedules, breaks, absences and cost codes - are exported daily as CSV files for analytics purposes.
Admins can easily collect all information from their account with a single click.
How to export tenant data
To export tenant data, click “Export tenant data” in the top-right corner. The file will be downloaded to your local device.
The exported folder contains separate CSV files with employee and system data:
- absence
- app_settings
- break
- break_rule
- cost_code
- cost_code_period
- cost_component
- employee
- project
- special_condition
- tenant_settings
- tenant_user
- time_types
- work_period
- work_period_edition
- work_time_setting
Why export tenant data?
Admins may want to export tenant data, including all account and employee information, for several reasons:
- Audit and compliance purposes: To maintain a complete record of system usage, employee data, and operational history for internal or external audits.
- Data backup and archiving: To ensure a secure copy of all data is available outside the system for long-term storage or business continuity.
- Account closure or resignation: If the organization stops using the application, exporting data ensures continued access to historical information before it is no longer available in the system.
- Reporting and analysis: To analyze workforce data, working schedules or attendance patterns in external tools.
- Migration to another system: To facilitate transferring data when switching to a different platform or HR system.
- Legal or regulatory requirements: To comply with laws requiring retention or submission of employee and operational records.