At an event or a busy site, one person on the ground can clock the whole team in and out from their phone. Make that Crew Member the supervisor on the order.
Summary
Tick Supervisor on a confirmed Crew Member's offer and they become a supervisor for the whole order. In the NextCrew app they see everyone confirmed on that order, across all its jobs, and who has clocked in and who hasn't. They can clock people in and out, correct a time, approve a time as it is, and add a note. Every time they approve shows Supervisor Approved on the timesheet. What goes wrong: not telling the person. NextCrew doesn't notify them, so they won't know to look.
How to do it
- Go to Workspace › Orders and open the order.
- Open the Offers tab and open the confirmed Crew Member you want as supervisor.
- Click EDIT on General Information.
- Tick Supervisor and click Update.
- Tell them they're the supervisor and what you expect on site. NextCrew doesn't tell them.
- Need more than one? Repeat for each person. There's no limit.
▶ Watch how to make someone the supervisor on an order
When you would use this
Events with lots of Crew arriving at once. One supervisor clocks people in at the door, so nobody is left off and nobody waits.
A team lead on site. Your lead sees who has arrived and fixes a time on the spot, instead of calling the office.
Crew who forget to clock in or out. The supervisor clocks them in or out and corrects the time, so the timesheet is right the first time.
That's your supervisor set up. Read on for what they see on the day and what happens to the timesheets.
On this page
This isn't supervisor sign-off
NextCrew has two supervisor features, and they do different jobs.
| Supervisor on the order (this guide) | Supervisor sign-off | |
|---|---|---|
| Who | One or more of your Crew confirmed on the order | A supervisor who signs the timesheet |
| What it does | Clocks the team in and out, corrects times and approves them in the NextCrew app | Adds a signature to the timesheet |
| Who sets it up | You, on the offer, in a few clicks | NextCrew sets it up for your agency |
The whole process, start to finish
- You confirm your Crew on the order.
- You tick Supervisor on one or more of them, and tell them.
- On the day, the supervisor opens the NextCrew app: Jobs › Confirmed › VIEW DETAILS on the job › Supervisor Clock-In/Out.
- They see everyone confirmed on the order, on every job, with each person's status: Not Started, Clocked-In or Clocked-Out.
- They clock people in and out, correct a time if it's wrong, or tap the approve icon to accept a time as it is. They can add a note.
- Each time they approve shows Supervisor Approved on the timesheet. From then on, the Crew Member can't change that time.
- Your team takes it from there, the way your agency approves timesheets. For example, the client approves next, then you give the final approval.
What your supervisor can and can't do
| In the app, a supervisor can | Yes or no |
|---|---|
| See everyone confirmed on the order, on every job | Yes |
| Clock someone in or out | Yes |
| Change a clock-in or clock-out time | Yes |
| Approve a time without changing it | Yes, with the approve icon |
| Add a note | Yes |
| Clock themselves in and out | Yes, from the same screen |
| Add a break for someone else | No. Add it on the timesheet. |
Send your supervisor Clock In Your Crew as a Supervisor. It shows them the app screens step by step.
What to check afterward
- The Offers list. On the order's Offers tab, the Supervisor column shows Yes for each supervisor.
- On the day. In Operation › Timesheet, look for Supervisor Approved.
- Afterward. To take the role away, open their offer, click EDIT on General Information, untick Supervisor and click Update.
Why it's easier in NextCrew
| Without NextCrew | In NextCrew |
|---|---|
| A paper sign-in sheet at the door, typed in after the event | The supervisor clocks the team in on their phone, straight into the timesheets |
| Calls to the office asking who has arrived | The supervisor sees who's in and who isn't, for the whole order |
| Times fixed days later, after the client queries the invoice | Times corrected and approved on site, marked Supervisor Approved |
| Crew editing their own hours after the fact | Once the supervisor approves a time, the Crew Member can't change it |
If something isn't working
| What you see | Check this first | Who fixes it |
|---|---|---|
| The supervisor doesn't see Supervisor Clock-In/Out | Supervisor is ticked on their offer for this order, and you clicked Update. | You |
| You can't make someone a supervisor | They must be confirmed on the order first. | You |
| Someone is missing from the supervisor's list | They aren't confirmed on this order. | You |
| A Crew Member can't change their time | A supervisor already approved it. Fix it on the timesheet if it's wrong. | You |
| A break is missing | Supervisors can't add breaks for others. Add it on the timesheet. | You |
Questions people ask
How many supervisors can an order have?
As many as you need.
Does NextCrew tell the person they're the supervisor?
No. Tell them yourself, and send them the supervisor guide for the app.
Can the supervisor be someone who isn't working the order?
No. They must be confirmed on the order.
Can a supervisor change a time?
Yes. They can correct a clock-in or clock-out time, or approve it as it is.
What happens after Supervisor Approved?
Your usual approval steps. Your agency decides whether the client approves next and when your team gives the final approval.
Is this the same as supervisor sign-off?
No. Sign-off adds a signature to the timesheet, and NextCrew sets it up for your agency. This guide is about a Crew Member who clocks the team in.
Other ways people ask this
- How do I assign a supervisor to an event?
- Can one person clock in the whole team?
- How do I let a team lead clock in Crew?
- What does Supervisor Approved mean?
- Why can't my Crew change their clock-in time?
Related guides
- Clock In Your Crew as a Supervisor — the guide to send your supervisor
- Create an Order and Its Jobs — orders, jobs and offers
- Change the Rate or Dates for One Crew Member on a Job — other changes on one offer
- Anatomy of a Timesheet: Every Status and Field — what Supervisor Approved means next to the other statuses
- Approve Timesheets: Start Here — what happens after the supervisor
- Add, Clone or Fix a Timesheet — fixing a time or adding a break
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