In CrewBrain, you can record times for projects, main and sub-jobs, and tasks. Working hours that cannot be assigned to a project, job, or task can be recorded as "independent times". The recording of times is done either manually or via a time clock.
The prerequisite for employees to be able to record their times is the creation of a statement period.
Open a project – either in the calendar if it has a date and time or in the menu item "Projects". Now click on the clock icon at the top right. Select one or all employees from the dropdown list and fill in the grey-highlighted fields. The activity is optional depending on the settings (Administration > Time recording > General > Activity / Description of working time). The date and start and end times are important. Depending on the settings, the times may still need to be approved (Administration > Time recording > General). If you hover the mouse over the checkmark icon, you can see who approved the times and when. To the right of it, you can see who recorded the times when and how (manually or via time clock), and you can copy, edit, or delete the times
The times recorded in this way are also automatically stored in the statement or the time recording of the respective employee.
Open the time clock in the desktop view, in the App, or the central time clock. Select the corresponding project from the top dropdown list and click on "in". Click on "pause" to record breaks and on "out" to clock out again. The times are automatically stored in the corresponding project and in the statement or time recording of the respective employee. Depending on the settings, the times may still need to be approved (Administration > Time recording > General).
In the job under the working hours icon, you first see the target and actual times for the main job. You can choose from the dropdown at the top whether you want to specify or view the working hours of the main job for all employees or just for a specific one – depending on access rights. If you select "all employees", you can select the corresponding employee at the beginning of each row. If you also check "Show subjob employees", all subjobs will be displayed at the same place and you can select the corresponding one. If you want to use the working hours for other employees, you can copy the row and select the respective employee again at the front. If you want to use the working hours for all employees, check the box for the corresponding working time and select "marked" for all corresponding employees in the dropdown.
If you are in the list view of the working hours, you can enter the target and actual times separately. In both cases, fill in the grey-highlighted fields. The activity is optional depending on the settings (Administration > Time recording > General > Activity / Description of working time). The date and start and end times are important.
Enter the time you estimate for a specific activity here. For example, if an employee is supposed to be there half an hour before the start of the shift, this can be regulated via the target times. Under Administration > Time recording > General > Activities / Description of working time you can choose how and whether the activity should be recorded. You can also take over the estimated times from other employees or use them for all employees.
If you hover the mouse over the checkmark icon, you can see who approved the working hours and when. Hovering over the keyboard icon shows who manually recorded the target times and when. Clicking on copy will display exactly the same row – with activity and working time period – directly below again. This way, you don’t have to enter everything again for the same target times.
Clicking on the three dots gives you an overview of the working hours of the respective employee for the respective job.
Clicking on the red cross deletes the respective row with the working hours.
Below the row, you can select all recorded working hours and copy them, use them for all employees, or delete them.
The actual times, i.e., the time actually spent on a specific activity, can be recorded either manually or via time clock. You can see how they were recorded by the icon of the keyboard (manually recorded), the screen (recorded via time clock) or the smartphone (recorded via a smartphone). Hover over these icons to find out who recorded the times when. Depending on the settings (Administration > Statements/Time recording > General), the entered times may still need to be approved. Clicking on copy will display exactly the same row – with activity and working time period – directly below again. This way, you don’t have to enter everything again for the same time specifications.
Clicking on the three dots gives you an overview of the working hours of the respective employee for the respective job.
Clicking on the red cross deletes the respective row with the working hours.
Below the row, you can select all recorded working hours and copy them, use them for all employees, or delete them.
The times are also automatically stored in the statement or time recording of the respective employee.
The time clocks in the job are only visible with the corresponding rights. This makes it possible, for example, that a selected employee on site (e.g. the project manager) can record the working hours of all employees live with a smartphone or tablet.The time clocks of all employees involved in the job are listed there - on your smartphone within a job under Job Working Hours > Time Clocks. To activate them, click on the corresponding time clock and you can stamp the "in", the "pause", and the "out" of the respective employee. The times recorded in this way are automatically saved as actual times in the job and in the statement or time recording for the respective employee.
You can use the time clock in the desktop view, in the WebApp, or the central time clock. The job you are currently booked on is preset in the top dropdown list. However, you can also select another project or independent times to clock in on. Under Administration > Time recording > General it can be set that employees are allowed to record times for jobs for which they are not requested or booked. It can also be set there whether the times recorded by the time clock must be approved.
To clock in, click on "in", for a break on "pause", and to clock out on "out". The times are then automatically stored in the respective job or project and in the statement or time recording of the respective employee.
To manually record times for subjobs from a main job, check "Show subjob employees". Now all subjobs with the corresponding employees are displayed in the first dropdown field. Then optionally enter the activity and the corresponding working time.
Working hours for subjobs can also be recorded directly in the subjobs. To do this, click on the "Subjobs" icon. In the overview, you will see a clock symbol in front of each employee. Click on it to manually record the working hours as described above under "Working hours main job".
If working hours have already been recorded for an employee, you can see this by the color of the clock:
green = working time (actual time) has been recorded
yellow = target times have been recorded
red = the recorded working time deviates significantly from the target times
black = no working time has been recorded yet
If you hover the mouse over the colored clock, a window opens with information about the target and actual times of the employee and who recorded them when and how. Click on "Edit working hours" to view or edit the employee's times for this subjob – depending on access rights.
The times recorded in this way are also automatically stored in the statement or time recording of the respective employee.
You can use the time clock in the desktop view, in the App, or the central time clock. The job you are currently booked on is preset in the top dropdown list. However, you can also select another project or independent times to clock in on. Under Administration > Time recording > General it can be set that employees are allowed to record times for jobs for which they are not requested or booked. It can also be set there whether the times recorded by the time clock must be approved.
To clock in, click on "in", for a break on "pause", and to clock out on "out". The times are then automatically stored in the respective job or project and in the statement or time recording of the respective employee.
You can only record times for tasks manually, not via the time clock. To do this, open the corresponding task in the app or the on the desktop – either via the menu item "Tasks", in the job under the "Tasks" icon, or in the dashboard via the "Task overview" widget. In the app, click on the clock icon in the top right corner. On your desktop, go to “Track working hours” and fill in the gray fields. The activity is optional depending on the settings (Administration > Time recording > General > Activity / Description of working time). The date and start and end times are important. Depending on the settings, the times may still need to be approved (Administration > Time recording > General). If you hover the mouse over the checkmark icon, you can see who approved the times and when. To the right of it, you can see who recorded the times when, and you can copy, edit, or delete the times.
The times recorded here are automatically stored in the statement or time recording of the respective employee.
In order to record independent times (times that cannot be assigned to a project, job, or task), the first checkbox under Administration > Time recording > General must be checked. Then it is possible to record independent times manually or via time clock, which are also automatically stored in the statement or time recording of the respective employee.
Employees with the statement type "Time recording with flexitime account" can record independent times via the menu item "Time recording". To do this, click on the plus sign at the top right in the "Time recording" menu item and then on "independent times" and fill in the grey-highlighted fields. The activity is optional depending on the settings (Administration > Time recording > General > Activity / Description of working time). The date and start and end times are important. Depending on the settings, the times may still need to be approved (Administration > Time recording > General). Here, too, you can see who recorded the times when and how (manually or via time clock) and you can copy, edit, or delete the times.
Via the time clock in the desktop view, the App, or the central time clock, you can record independent times. Select "independent times" in the top dropdown list and click on "in" to clock in, on "pause" for breaks, and on "out" to clock out again. The times are automatically stored under the menu item "Time recording" for the corresponding employee. Depending on the settings, the times may still need to be approved (Administration > Time recording > General).