Category: 1) Setting up SYNCrew at your company

Hello and welcome to SYNCrew! Whether you are setting up your company for the first time or a new admin at a company that has used SYNCrew for years, this section has the info you need the first few weeks.

How to close out a pay period

After the pay period ends, it’s a best practice to have the managers review the hours and approve them. Then, once all hours are approved, lock the pay period to prevent future changes.

1) Review the hours in Worker Time Review

Worker Time Review can be run anytime during the pay period or after. Some managers look daily to make sure the times are always right and that comes with the added benefit that if something looks strange, the worker is likely to remember the details better since it happened yesterday, rather than last week!

This video shows how to review hours, along with all the other tricks to add and edit time.

2) Approve the hours

Once you review your employees’ hours, click to approve them to confirm they have been reviewed. When you click to approve them, the system saves your admin name and the time you approved them for future reference. If you edit times for a worker that was already approved, the hours become UN-approved and you will need to approve them again, so we recommend finishing your editing before approving the hours.

The video in step 1 above includes information about approving hours starting at 4:35 into the video. Click HERE to launch the video starting there.

3) Lock the pay period

After all hours are reviewed and approved, the person who runs payroll should lock the pay period. To do this, just open Worker Time Review, select the pay period, and click the Lock button shown below. Full admin will be able to edit hours or unlock the pay period but limited admin will be prevented from making edits after this so that payroll and SYNCrew will always be a perfect match.

Left image: Click the green button to lock the period.
Right image: Red button shows the period is locked. Click it to unlock the period.

Overview of Settings and Configurations

To get the most out of SYNCrew, it’s important to make sure it is set up to deliver everything your need and desire. This page is a summary of the various settings and configurations.

There is a huge amount of information below and while we have done our best to make it clear, some of it can be complicated and if you prefer to just ask for help, we are available at support@syncrew.com to assist!

Custom Data Fields to be filled in with the app during work: SYNCrew has some optional fields that you can enable to allow (or require) workers to fill in as they leave a project or change their skill. There are text, number and pick list fields available and they are commonly used for things like description of work, materials used, contract vs. Time and Material, but they are very flexible so let us know how you want to use them. These fields can be optional or required, in which case the worker cannot move on until they enter the required information. Click HERE to learn more.

For companies that need more than the four optional fields, you can enable forms and make a custom form, with as many data fields as you want, required. Click HERE to read more about required forms.

App configuration: Click this link to see the ways you can configure the worker’s phone application. This includes optional settings, visual tweaks like changing the text on buttons, and more. Click HERE to learn more.

Custom Data fields associated to each worker: These are optional data fields that can be enabled for companies that have data to associate with workers. There are text fields and pick lists available and they are mostly used for back-end office needs like keeping track of employee information, which yard they work out of, or other things like that. Click HERE to learn more.

Project Settings: Projects have lots of customization available to reflect the reality that no two projects are identical! Click HERE to learn about the various ways you can customize projects.

Skill settings: Every event in SYNCrew has a “Skill” associated with it. These are things like terms to describe the kind of work being done (like landscaping, stone work, cleaning, etc.). Your company will have a unique list of skills and then each person and/or project will have a sub-set of those enabled, as you configure. Click HERE to learn more about skills.

Be sure you have the right service level to meet your needs: VIEW PLANS

Day 1: Log into the app and try it out

The best way to learn about SYNCrew is to log in and try the app out. This video shows a quick overview of the app and admin portal so you can see what you’ll be doing below when you log into the app and play around.

Quick video to show basic clocking in and admin viewing

Log in and clock in!

Once you have a look at the video, we recommend spending 5 minutes to log in, take some photos, and then view your activity on the admin portal. We recommend

  1. Log into the app. When you registered your company, you created a worker account and you should have received a text message with a link to download the app. If you didn’t enter a phone number that can receive text messages, your app login will be the phone number you entered in registration and the same password as well. Be sure to give the app all the permissions it asks for!
  2. Clock in: Once you are logged in project was created for you. Click that project and take a clock in photo. The app should guide you through the steps to confirm your photo, select your skill, and then clock in. This first account is set up to require photos at clock in and out, but you can turn that off for any account you wish.
  3. Click “take photo” and take a photo.
  4. Start a meal break, then end it a few seconds later.
  5. Take another photo. This time, after you take the photo, try drawing on the image with your finger before clicking “ok”
  6. Click “go to next job” and take a departure photo.
  7. Clock back into the same project.
  8. Now click “done for the day” to clock out.
  9. Leave the app open for a moment so everuything can sync. YOu will know it is fully synced when there is no red circle at the top, as shown here:

See what you did on the admin portal

Once you do all that, open the admin portal at https://app.syncrew.com and have a look at all your photos on the dashboard. As you click around, the system will show you information about what are seeing.

Launch the admin portal!

Thanks for taking some time to try the app. Now is a good time to ask any questions to your account manager or our support team at support@syncrew.com. You can jump ahead to Day 2 now if you like or save that for tomorrow and go relax with a cold drink.

Day 2 or 3: Get a few workers using the app

After you spend a few minutes trying the app out yourself with the pre-loaded project, we recommend adding a few more projects. Click the button below to be walked through how to add a single project or email support@syncrew.com for help importing a larger list.

Add a project

Then add a few workers. For these first workers, we recommend telling them they must use SYNCrew and that it replaces their old timesheet process. As with projects, support@syncrew.com can help you import large lists of workers.

Add a worker

If you have any trouble during htis, please contact your account manager or support@syncrew.com and we’ll be happy to help. If your workers have trouble with the app, the best way to help them is to have them text us directly at 415-968-1593 and we can assist them directly.

Days 4-7: Watch and review

Now that you have a few workers set up, make sure they are clocking in every day and that you like the info you are seeing! Here is a daily process that we recommend in these first few days:

  1. Look at the dashboard to be sure people are clocking in to the right projects and at the right times. If you are using the photo clock in, view photos to see that they are taking the kinds of photos you want
  2. Check Worker Time Review to see that the hours look good. To do this, click “Manage” in the left-hand navigation and then select “Worker Time Review.” The date should automatically show the current pay period so you can just click “run.” Watch a video by clicking HERE.
  3. Be in touch with your account manager as questions come up or you want to change the information that SYNCrew is capturing. SYNCrew is highly configurable so whatever you wish to do is possible. You can click the button below to see an overview of all the different settings or email your account manager or support@syncrew.com with what you want to do.
Click here to see all the various settings available

That’s it!

Day 8: Run some reports and timesheets

Now that you have a few days of data, you already have some valuable information waiting for you inside SYNCrew! Running a few reports now will show you what you have collected and also show you

  1. Run a work block report. You can get there by clicking “Reports” in the left navigation and then selecting “Work Block Reports.” At first, just pick a date range of “Last 7 days” and click run so you can see what this report shows.

    Once you see that, click to “show filter” and then you can play around to find things by entering a worker and/or projects. What makes this report so powerful is that you can find the needle-in-the-haystack – things like, “I need to see all the work last July that George did at 123 Main St.” Like magic, the work block report will show you instantly!
Learn about work block reports

2. Run a Timesheet. Click “Manage” in the left navigation and then select “Timesheets.” The date should automatically show the current pay period so you can just click “run.” You can see more details about timesheets by clicking the button below.

Learn about Timesheets

Days 9-14: Get everybody started

Now that you and a few selected workers have tried the app and honed all the settings and details, the next step is to get the worker accounts created and get the word out that SYNCrew is how everybody will log their work going forward.

The two links below have useful information to achieve this but please contact your account manager or support@syncrew.com if you have any questions or just want to walk through your plan.

How to add workers
Tips for getting your team started with SYNCrew

Welcome to SYNCrew!

Tips for getting started with SYNCrew

While the SYNCrew app is easy to use, it is sometimes a trick to get the workers to start using the app. Below are some best practices to help make sure your rollout is successful. Please keep in mind that each company we serve is unique and if these tips don’t make sense for you, please reach out to your account manager or support@syncrew.com as we have likely helped somebody in a similar situation and will have ideas for how to change the script for your needs!

Best process for a smooth start

This list will take you 5 minutes to read and a few more to follow, but your start with SYNCrew will be seamless if you follow this. As always, we are here to help so please

  1. Use it yourself: Test the app yourself to make sure the projects and settings look familiar. Getting this right will make workers feel more comfortable with the app.
  2. Make sure your setup is perfect: Check in with your SYNCrew account manager with any questions about how to make the app perfect for your needs. If you don’t know who you account manager is, you can email support@syncrew.com and they can direct you to them.
  3. Set a start date: Pick a pay period to start using SYNCrew. If your pay week ends Sunday, have them start on the following Monday so you have a clean transition from the old system to the new one. We do NOT recommend running SYNCrew and your old system together for a few weeks as this makes it confusing for the workers. It may be scary to make a hard switch, but our experience is that you will be much happier for it! Don’t forget that we are here to help you and your workers with any issues that may arise.
  4. Talk to your team: In the week before your start date, meet with the employees in person (or on the phone if in-person is not feasible) to do the following:
    1. Explain the benefits to your workers: They may be nervous about “being tracked” (see below) and understanding the benefits to the company and to them will ease this.
    2. Send welcome text: When you add workers to SYNCrew, they automatically get a text message welcoming them. This text also has instrutions on how to download the app and log in. We recommend you send this around the meeting and make sure that everybody knows the text message will be coming or else they will ignore as SPAM.
    3. Make the start date clear: The more clear you are, the better.
  5. Log into SYNCrew each day in the first week to check for usage. Anybody not using the app should get a text or call from their manager. If they have trouble, encourage them to contact SYNCrew support by texting 415-968-1593.

Once you have the initial group up and running, new hires are easy since they see everybody else just doing it.

Benefits to workers

Understanding the benefits to them can be a really powerful tool to get employees engaged with SYNCrew.

  • No more errors on paychecks: Workers create their timesheets as they work so they never forget to fill in the timesheet. Further, the hours they enter and see on their phone are the hours that go directly into payroll so there are no chances for mistakes in their paychecks.
  • Company can back them up: For the kinds of work that SYNCrew clients do, it’s often the case that the employer does not actually know when their employee arrives, how long they stay, or what work was done. A client may not see an employee and tell the employer that they did not show up. Prior to SYNCrew, owners and managers had to trust clients in the spirit that, “the customer is always right.” But with SYNCrew, now you can look at the employee’s profile and know for sure when they arrived. You can share the arrival photo with the client and know your team did the good work you know they can!
  • Show their great work: SYNCrew photos and videos allow workers to show their great work even when the boss isn’t on site to see it. Faster opportunities for recognition and promotion for your best employees.
  • Nobody gets a free ride: A common concern of workers is that some of their colleague are getting away with arriving late or leaving early when the boss isn’t looking. With SYNCrew, everybody’s actions are seen clearly and fairly.

Common reasons workers don’t want to use the app and useful replies

  • Fear of tracking: the more tracking you enable, the more this comes up. Some clients allow employees to keep GPS off and don’t require photos and these employees are not very concerned since they can go to their phone’s settings and disable all the sensors (GPS, camera, etc). Most companies expect at least photos and usually GPS to be enabled. A few things help with these concerns:
    • SYNCrew only captures data when the app is open so they can hard-close the app when not at work
    • Except where constant GPS tracking is used, the only time the app sends data is when they take an action. In the case of companies using GPS tracking pings, it only sends those pings while they are clocked in, so there is no chance of being tracked outside working hours.
    • Share the benefits to them (some examples listed above) and also why you chose to start using SYNCrew. If they know the real reason, workers are less likely to fear the worst.
  • Cost of data: This is less a concern since most cell phone plans include unlimited data but it still comes up from time to time. The SYNCrew app is designed to use as little data as possible by compressing photos and videos where possible and minimizing all other data use. If employees are concerned, encourage them to use the app for a few days and then look at the apps data usage in their phones settings. If they don’t know how to do that, they can contact us by text at 415-968-1593 and we can advise them on how to see it. Once they see how little is used, the concern usually disappears.
  • Fear of change: Some workers may be nervous about trusting technology with something as important as their paycheck. For these folks, we recommend highlighting that SYNCrew allows them to see their hours in the app, just as they could when wrote them on a piece of paper. Additionally, our support team is available to help answer their questions in English or Spanish at 415-968-1593.
  • Time cheaters don’t want to get found out: This is tricky and unpleasant, but some employees cheat on their timecards. Those employees will push back on SYNCrew because they know their days of cheating are over. Their complaints are usually expressed in one of the other concerns above, but we have heard that most owners and managers know who these people are. These issues are somewhat unique but we have seen many examples are are happy to speak with you about specific concerns.