SmartMoving's Crew App now includes a Manage Crew and Time Clocks permission that gives designated team members more control over daily job staffing and time tracking, right from the app. This feature helps streamline payroll accuracy and reduce manual edits by office staff.
Understanding and Enabling the Manage Team & Time Permission
How to Enable the Permission
Go to Settings > Crew App> General Settings
Locate the Job Resources section
Toggle “Allow crew to manage team and time tracking” to let team members add or remove crew and manage clock in/out times during active jobs. These changes will flow through to payroll but will not affect job rates or pricing.
Once enabled, a second toggle appears allowing you to decide how payroll time is calculated:
Exact minute: Pays crew for the exact time clocked in.
Rounded to quarter hour: Rounds total daily time to the nearest 15 minutes (default SmartMoving behavior).
How to Assign the Permission to Roles
Go to Settings > Crew App > Crew App Permissions.
Enable the permission “Can manage crew and time clocks” for the role you'd like to update (e.g., Foreman).
Save changes.
Only users with this permission will see the Edit button in the Crew App’s Resources panel.
What Crew Members Can Do With This Permission
Crew members with this permission can now:
Add or remove crew from a job
Clock crew members in or out
Edit clock-in and clock-out times (including multi-day time blocks)
Split time entries (e.g., for breaks or mid-job departures)
See who is clocked in and when
Track crew time for payroll purposes, not job charges (unless manually set later in the office)
Changes made in the Crew App affect payroll records. Crew removed before being clocked out will not appear in the accounting tab’s payroll view.
How to Manage Crew and Time Clocks in the App
Rounding vs. Exact Time Payroll
SmartMoving traditionally rounds payroll to the nearest 15 minutes. With this new feature, you can choose to:
Keep rounding (no changes needed).
Switch to exact time for payroll calculations, based on clock-in/out logs.
Example:
A crew member clocks in for 3 hours, clocks out, and later clocks in for 2 hours and 10 minutes.
With rounding off: They’re paid 5 hrs 10 min.
With rounding on: They’re paid 5 hrs 15 min.
Finalizing Jobs & Billing (Web App)
When finalizing a job in the web app, admins can now choose which crew count to base customer charges on:
Estimated (default)
Dispatched
Added from Crew App
This setting is selected per job and does not depend on the time clock permission. It allows more accurate billing based on actual crew presence.
📝 Manual deductions in this screen affect customer charges only, not crew wages.
Use Cases
A foreman adds a crew member mid-job due to unexpected workload
A mover forgets to clock out and the foreman corrects the time
A crew member leaves early and is manually removed to avoid payroll errors
A team takes a lunch break and uses the global clock to pause all timers at once
FAQs
Q: Can individual crew members clock in/out just for themselves?
A: The permission is intended for roles (e.g., foremen) to manage time for the entire crew. Anyone with the permission enabled will be able to clock in/out the crew members.
Q: Do these changes affect billing automatically?
A: Only payroll is affected. Billing is controlled separately during finalization in the web app.
Q: What happens if I remove a crew member after they’ve been clocked in?
A: They’ll no longer appear in the payroll view, even if time was tracked.