How do I create or delete crews?

Question

How do I create or delete crews?

Answer

Background

Crews are a type of Group for managing and tracking employees, expenses, assets and logs. Once you create a Crew, it will be available to assign to Foremen and approvers, and it can be accessed on the Crew Timesheets tab.

Adding Crews

1. Navigate to Employees>Groups
2. Click Add
3. Complete the properties of the new Crew
4. Make sure that Permission Group, Reporting Group and Crew are all checked
5. Click Okay

Now the new Crew is created.

Assigning Employees

In the same screen where you created a new crew:

1. Click on the show/hide button for Employees.
2. If the employee list is small, check the employees you want to add, then click Add.
3. You can also search for the Employee you want to add by name or ID
4. Click when you find the employee, you can click on his name or click the checkbox and Okay to Add.

Alternatively, you can leave the employee assignments to the Foreman who have the ability to add and remove employees to their crews.

Never Delete, Always Inactivate Crews

You always want to inactivate, never delete any group or crew that has any other data associated with it. The only exception is a group or crew that has been created and never used in any way. These groups or crews can be deleted. If you try to delete a group or crew and employees assigned that group or crew have time, expense asset or log data coded by that group or crew, the system will give a message telling you that you cannot delete that group or crew unless you delete all time, expense, asset and log entries coded by that group or crew. In short, unless the group or crew has never been used at all, inactive do not delete.

Activating/Inactivating Crews

Sometimes, you will want to take a crew out of commission and not have it operating or available for use. To remove it from use, either permanently or temporarily, inactive the crew.

To Inactive Crews:

1. Navigate to Employees>Groups
2. Find the Crew (Group) you want to inactivate
3. Click on its name to edit
4. Click Edit
5. Change Status from Active to Inactive

To Activate Crews:

1. Navigate to Employees>Groups
2. Search for Crews (Groups) that are inactive by clicking on Advanced.
3. Change Status to Inactive or Any and click Search
4. This will return all crews
5. You can also search for an inactive crew by name with Status set to Inactive. 
6. Find the Crew (Group) you want to activate
7. Click on its name to edit
8. Click Edit
9. Change Status from Inactive to Active.
10. Now the crew will be available for use.