How to Configure Settings for Accurate Export Data

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Overview

Roles: Admin | Interface: Web

CrewCenter provides several export options to support both project management and payroll processes. 
To ensure that exported data is accurate, relevant and easy to interpret, it is important to review and configure a number of settings and workflows within the application. This article outlines the key prerequisites and recommendations required.
 

Working Schedule

The Annual Working Schedule in CrewCenter allows Admins to define the expected working hours for each day of the year, providing the foundation for accurate time tracking and workforce planning. These expected hours are used to calculate overtime by comparing an employee’s recorded working time against their scheduled time. 
 
Note: You can create multiple working schedules for the same year (e.g., Full-time office, Full-time jobsite, Part-time). Each employee can be assigned to only one schedule per year. 
 

Admins must create and maintain an Annual Working Schedule each year by manually defining daily working hours. In case it is not done, the recorded hours will not be calculated as overtime.

The accuracy of overtime calculations depends entirely on a correctly configured working schedule and employment start date. If either is missing or incorrect, overtime balances, payroll exports, and overtime surcharge calculations may be significantly distorted, creating additional manual work for payroll and accounting teams. For example, a worker who joins mid-month may appear to have accumulated large overtime deficits or surpluses if the actual employment start date is not recorded in the system.

 

To manage Working Schedules, navigate to Settings > Schedules.

 
See more: 
 

Public Holidays

Administrators can create and maintain public holiday calendars that include national holidays and other non-working days for a specific region or company. When creating or editing a public holiday calendar, the Affects Expected Time option is available. When this setting is enabled, the employee's expected working time for the public holiday is reduced to 0 hours. As a result, any time registered on that day is treated as overtime, regardless of the employee's configured Working Schedule.

This setting has a direct impact on time calculations, overtime balances and exported data, making it important to configure public holiday calendars correctly.

To manage Public Holidays, navigate to Settings > Public Holidays.

 

Special types of time

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 and is diversified in the export report.
 
If an administrator enables the Excluded from Totals option for a Special Time type, such as Private Appointment, the recorded time will not be included in the employee's total working time.

To manage Special types of time, navigate to Settings > Time reporting.

 

Absence reporting

Admins can create different absence types, such as Holiday, Private Appointment, Sick Leave or Training. When configuring an absence type, administrators can choose whether the absence should be excluded from working time totals, deducted from a specific time budget or set to No Preference. 
This setting directly affects how absence hours are calculated and reflected in export reports. 
 

Admins can enable the Use Extra Time Budget option for an absence type. When enabled, the absence duration is deducted from the employee’s overtime balance.

Example:
An employee with 10 hours of overtime records a 2-hour private absence. Their balance is automatically reduced to 8 hours.

To manage Absences, navigate to Settings > Absence reporting.

 

Cost Codes

Cost codes help organizations categorize time entries by the type of work performed or the specific phase of a project. By allocating tracked hours to activities such as Excavation, Formwork or Concrete Pouring, project managers gain better visibility into labor costs, project progress and resource utilization across both Web and Mobile platforms. 

Note: Cost codes split the time already tracked and are not additional time entries. 

To manage Cost Codes, navigate to Cost codes page on the main view.

See more: Cost Codes in CrewCenter

 

Costs & quantities

Admins can define company-specific Costs & Quantities to standardize the tracking of expenses, materials, and production outputs across the organization. Once configured, these values can be recorded by users as part of their daily activities in both the Web and Mobile applications.

Costs & Quantities are also available in reports as separate categories. Their calculation and accounting treatment may vary depending on the company's requirements, reporting rules and business processes. 

To manage Costs and Quantities, navigate to  Costs and Quantities page on the main view.

See more: Costs and Quantities in CrewCenter

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