The Timesheet Configuration tab in NextCrew 2.0 enables agencies to control every aspect of timesheet creation, approval, crew member permissions, automated notifications, geo-fencing, and clock-in/out rules. These preferences directly impact payroll accuracy, compliance, and the user experience for both crew members and clients.
Properly configuring timesheet settings ensures workflow efficiency, timely reminders, adherence to company policies, and clear assignment of timesheet tasks.
Navigation
To access Timesheet Configuration settings:
Go to Settings in the main menu.
Select System Configurations.
Click on the Timesheet tab.
Review and update options in the relevant category sections.
Communication Preference
| Configuration Name | Purpose | Notes |
|---|---|---|
| Minutes Before Job Start to Remind to Clock-In | Sends a reminder to crew to clock-in X minutes before the job starts. | Ensures timely clock-ins, reduces missed punches. |
| Minutes After Job Ends to Remind to Clock-Out | Sends a reminder to crew to clock-out X minutes after the job ends. | Improves payroll accuracy, avoids missed clock-outs. |
| Enable ClientTimesheet Approval Notification | Notifies clients when timesheets require approval. | Supports client-side verification for timesheet processing. |
Creation Preference
| Configuration Name | Purpose | Notes |
|---|---|---|
| Automatically Create Timesheets for Completed Jobs | Creates timesheets automatically after job completion. | Reduces manual entry for high-volume operations. |
| Send Automatically Created Timesheet Notification | Notifies crew when a timesheet is auto-created. | Improves transparency and record keeping. |
| Automatically Re-create Deleted Timesheets | Re-creates timesheets that have been deleted. | Prevents critical timesheet loss. |
| Create Daily Timesheets | Automatically generates daily timesheets. | Useful for shift-based jobs or daily reporting. |
| Require Photo at Clock-In/Out | Requires a photo snap at clock-in/out. | Helps with remote work verification and compliance. |
Edit Permission
| Configuration Name | Purpose | Notes |
|---|---|---|
| Lock Timesheets After Number of Minutes | Prevents further editing of timesheets after set minutes. | Ensures payroll integrity after submission. |
| Allow Crew Member to Update Timesheet (Legacy) | Enables crew to change timesheet entries (legacy feature). | Legacy systems only; may be replaced in current workflows. |
| Don't Change Auto-timesheet Option When Supervisor Changes For Job | Preserves auto-timesheet option upon supervisor change. | Maintains consistent configuration when management shifts. |
| Crew Member Timesheet Permission (Legacy) | Defines crew editing rights (legacy solution). | "Crew members cannot update timesheet at all" is one option. |
| Crew Member Timesheet Update Settings (Beta Mobile App) | Controls timesheet editing from mobile app. | "Crew members cannot update hours or time" can be enforced. |
Reporting
| Configuration Name | Purpose | Notes |
|---|---|---|
| Elapsed Minutes for Late Clock-In | Sets threshold for considering a clock-in as late. | Used in late arrival reporting and compliance. |
| Elapsed Minutes for Early Clock-Out | Sets threshold for early clock-out. | Useful to enforce shift duration expectations. |
| Elapsed Minutes for Late Clock-Out | Sets threshold for late clock-out. | Can flag overtime or missed breaks. |
| Elapsed Minutes for No-Shows | Sets time after which non-clocked-in crew are marked as no-shows. | Important for staffing and client reporting. |
Other
| Configuration Name | Purpose | Notes |
|---|---|---|
| Geo-Fencing Radius (miles) | Sets default radius for mobile clock-in/out. | Helps ensure accurate location tracking for remote jobs. |
| Before Job Starts in Which Crew is Allowed to Clock-In | Defines minutes before a job when crew may clock in (by heirarchy: Global > Client > Job Order > Job). | Prevents too-early clock-ins, enforces rule hierarchy. |