Crew Time Entry

Crew time entry lets a crew lead record labor time for the members of their crew from FORGE Mobile, so the crew does not have to enter the same hours one by one. Each person still receives their own time entry on their own timesheet. This guide is for tenant administrators who set up crew entry and for crew leads who enter time for their crew.

Turn On Crew Entry

1. In FORGE, go to Settings, select Shared Setup, and then select General Settings. Stay on the Settings tab.

2. In the Time Entry section, mark Allow Crew Entry to turn on crew setup and crew time entry for the business unit. It is cleared by default. Clearing it later stops crew entry and hides crew setup, but keeps the crew lead positions and crew lists already configured so they are available if you turn it back on.

3. Select Save.

Mark Crew Lead Positions

1. Go to Settings, select Administration, and then select Positions.

2. Select the position your crew leads hold, such as Foreman, or select New to create one.
   Complete the following fields:

   • Crew Lead: Select it to allow employees in this position to have a crew and enter time for that crew. Only active positions marked Crew Lead qualify.

   • Active: Leave it selected. Employees in an inactive position cannot be set up as crew leads.

3. Select Save.

Assign a Crew to a Crew Lead

Crew Setup appears only when Allow Crew Entry is turned on. It is available for active employees whose position is active and marked Crew Lead.

1. Open the crew lead's employee record. Go to Settings, select Administration, select Employees, and then open the crew lead.

2. Select the Crew Setup tab. The tab lists the active employees the crew lead can enter time for.

3. Select employees in one list and move them to the other.
   Complete the following fields:

   • Available Employees: Lists active employees in the current business unit who are not yet on the crew. The crew lead does not appear in this list. Select one or more employees and then select Add →.

   • Selected Employees: Lists the current crew. To take someone off the crew, select them and then select ← Remove.

Enter Time for Your Crew

Crew entry works only online. When FORGE Mobile is offline, the crew fields do not appear and you can enter time only for yourself.

1. In FORGE Mobile, select Time.

2. Select New Entry.

3. At the top of the form, choose the people who worked.
   Complete the following fields:

   • Include Me: Selected by default. Leave it selected to create an entry for yourself as well. Clear it when only your crew worked this time.

   • Crew employees: Select one or more members of your crew. You can search the list by name. Only your current, active crew members are listed.

Select Include Me, at least one crew employee, or both. If neither is selected, FORGE Mobile shows Select Include Me or a crew employee before saving and does not save.

4. Complete the entry details. The same details are used for every person you selected.
   Complete the following fields:

   • Activity (Required): Select General, Job, or Service Call. The options shown depend on the modules your company uses. Changing Activity clears the Job, service call, and appointment selections.

   • Job (Required): Appears when Activity is Job. Type a Job number to find the Job.

   • Job Cost Code (Required): Appears when Activity is Job. Select the labor cost code for the work.

   • Service call (Required): Appears when Activity is Service Call. Select the service call the crew worked on.

   • Appointment: Appears after you select a Job or service call. Select the appointment the crew worked on, if any.

   • Labor Activity (Required): Appears when Activity is General. Select the activity that describes the internal work, such as training or shop time.

   • Cost Category: Select the cost category for the labor when your company uses one.

   • Rate category (Required): Select the rate category for the time, such as Regular or Overtime.

5. Record when the crew worked. The fields shown depend on your company's Mobile Settings in FORGE.
   Complete the following fields:

   • Date (Required): Appears when your company records labor by date and hours only. Select the work date.

   • Start (Required): Appears when your company records start and end times. Select when the work began.

   • End (Required): Appears with Start. Select when the work ended.

   • Duration (hours) (Required): Enter or confirm the hours worked, between 0.01 and 24. With Start and End, the duration is kept in step with those times.

   • Notes: Describe the work performed.

The work date must fall within an existing pay period. If the time crosses into the next pay period, FORGE Mobile splits it into two entries at midnight so that each entry stays within one pay period.

6. Select Save entry. FORGE Mobile creates a separate Open time entry for each person you selected, on that person's own timesheet.

Crew members are added only when you create an entry. You cannot add crew members when editing an existing entry.

Review and Manage Crew Entries

1. On the Time tab, your own entries appear first, followed by your crew members' entries in alphabetical order. Each crew member's entry shows Created by with your name.

2. You can edit, delete, or submit only the crew entries you created, and only while they are Open. Entries a crew member created themselves remain theirs to manage.

3. Crew time entries belong to each crew member. Each crew member reviews and submits their own timesheet for approval, and approval follows the normal timesheet process.