Team and HR
Everyone who works for you, in one place: who can see and change what, who owns which part of the office, where their hours come from, their time off, how they're doing, and the people you're hiring next.
The intro, in words
From the job posting to the first day
This is team and HR in CrewBarn, followed one person at a time: from the job posting to the first day, and the first day off.
At Harlow and Finch, Dana runs the office, Kim books the calls, and Sam and Jo are out in the trucks. They need one more tech.
Hiring: Post the opening
Dana opens Hiring and presses Create your first posting. She starts from the starter form: a service technician, full time, the hourly pay, and the questions she wants answered.
It saves as a draft, not on the job board yet. She presses Open, and the posting goes live on the CrewBarn job board by city, and on her own careers page.
Hiring: Alex applies
Across town, Alex is looking for work. He finds Harlow and Finch two ways: on the CrewBarn job board by his city, and on the Careers page of Dana's own website, where Apply now opens the same application.
He signs in, answers Dana's questions, attaches his resume, and presses Send application.
In the office, Dana's bell rings: New applicant, Alex. Applied for Service technician. His card lands in Applicants as New.
Hiring: Read, then set up the interview
Dana opens Alex's card. His answers, his resume and his license are all there. She sets the stage to Reviewing.
She likes what she reads, and picks Interview. That opens Set up the interview: Tuesday at nine, at the shop, ask for Dana.
She presses Set interview and notify. Alex gets an email and a text with the time, and a link to confirm it.
Hiring: Confirmed, both ways
Alex opens the link and presses Confirm, I will be there. The card shows the interview confirmed.
Hiring: Tuesday doesn't work
Now say Tuesday doesn't work for Alex. He presses Ask for a different time, and picks Wednesday afternoon.
Dana's card shows Wants another time. She presses Accept that time, and it's confirmed for both of them. Or she answers with a time of her own.
Hiring: Hired, with a role and an app
The interview goes well. Dana presses Hire on Alex's card.
She picks his role, Field tech, which sets what he can see and do. She turns on the Field app, enters his hourly pay, and presses Hire and send set-up link.
Alex gets the link by email and by text. The card says: Hired as Field tech, now on your staff list.
Hiring: Not this time
If Alex hadn't been the one, Dana sets his stage to Not selected, and the posting stays open for the next applicant.
And when the spot is filled, one switch says Not hiring right now. Every posting is saved, but nobody can see or apply to it.
The team: Three choices, kept apart
Alex is now on Staff and crews. App access lets him use the full app; employee portal access is chosen separately, so crew without full-app access can still have their own portal login. His role decides what he can do, and Works as a technician puts him on the Schedule.
Dana can give one person a little more or less than their role, on their own record. Compare roles shows two side by side, and every change to a role is in the audit log.
The first day: Clocked in by arriving
Monday, Alex's first day. Dana has Auto clock-in and out by GPS geofence turned on for the company.
Alex drives to his first job, Mrs. Rivera's. His phone reaches the job address, and he's clocked in. He never touched a button.
Auto check-in is separate: it starts the visit, and texts him so he can undo it. When he drives away, auto clock clocks him out.
The first day: Hours that add up on their own
In the office, the Timesheet tab adds up everyone's hours, job by job. Alex's first day is already there.
For a helper who rides along without the app, Dana presses Log time and adds the hours by hand.
Time off: Jo asks for Friday
Two weeks later, Jo wants Friday off. She opens My Time Off and presses New request.
Vacation, Friday, all day. She could ask for sick, personal or unpaid time too, or just a few hours. She presses Submit, and it's Pending.
Time off: Approved, and off the schedule
Dana opens Time Off, sees Jo's request, and presses Approve request. Jo sees it Approved.
Now Friday on the Schedule shows Jo's approved time off. When Kim drags a job onto Jo's Friday, the clash shows before she lets go.
Time off: Jo already has a job that day
Now say Jo already had a job booked that Friday. When Dana presses Approve, CrewBarn lists the scheduled work first and asks: approve the time off anyway?
She can approve it and move the job, or press Deny request and tell Jo why. Jo sees the reason on her request.
What changed: Hired in a week, paid by the hour
So in about a week, Harlow and Finch went from an opening to a tech on the schedule, without a spreadsheet of applicants or a paper timecard.
And a scorecard follows each person from their real jobs, over thirty days, ninety days or a year: photos, notes, time on the job and callbacks for techs.
The whole tree: The posting to the first day
That's one hire, start to finish: the posting, the application, the interview, the hire, Staff and crews, and the first clock-in.
And every branch had an answer: not selected, another time, not hiring right now. And a day off, approved, denied, or caught against work already booked.
Team & HR: Your people, looked after
That's team and HR in CrewBarn.
CrewBarn is in beta, and free for life for trades that help test it.
People, roles and permissions
Staff and crews lists everyone, from office staff who sign in to crew members who don't. Three things are kept apart: app access decides whether someone signs in, their role decides what they can do, and working as a technician puts them on the schedule. Each person has their own field rules too, like collecting payment or auto clock, handy while someone is training.
A role is a set of permissions. Start from a preset or copy the closest role, then pick a level for each part of CrewBarn, from no access to full, or fine-tune one permission at a time. Compare roles side by side, and see every change to a role in the audit log. The owner can always do everything. Need one person to do a little more or less than their role? Change it on their record without touching everyone else. Disable someone who has left, and their history stays on every job.
An owner for each area
The office is split into areas, like jobs and dispatch, estimates, billing, the books, parts and people. Each has an owner and a backup, and every hour CrewBarn puts what needs doing on the owner's list. Split the area you cover into territories by county and ZIP code, and choose who dispatches each.
Check-in and the time clock
Turn on auto check-in, and reaching the job address starts the visit, so arrival times are honest. It never ends a visit and never clocks anybody out. Separately, auto clock clocks a tech in when their phone reaches a scheduled job and out when they leave, so hours add up on their own. Leave someone out on their own record. The timesheet adds up everyone's hours, job by job, and Log time adds hours by hand for crew without the app.
Time off and pay
Staff ask for vacation, sick, personal or unpaid time, for whole days or a few hours. The office approves or denies, and approved time off shows on the schedule, so nobody gets a job while they're away. Vacation builds up with every hour worked, at the rate you set. Each person's wage, commission and time off feed payroll. People who never use the field app get an employee portal for their schedule, pay stubs and time off.
Quiet hours keep reminders, buzzing phones and CBI calls out of the evening, with a company default and each person's own setting.
Scorecards
Scorecards show how each person is doing, worked out from their real jobs over thirty days, ninety days or a year. Office staff are scored on estimates won, jobs booked and how fast they answer. Techs are scored on photos, notes, time on the job and callbacks.
Hiring
Post an opening with the job, the pay and the questions you want answered. Job seekers find you on the CrewBarn job board by city, and on your own careers page. Applications land as they come in. Read their answers, schedule an interview, and move people from applied to hired. One switch hides every opening while you're not hiring.
How it works
- Add your people, and choose who signs in and who works as a technician.
- Give each person a role, and fine-tune it if you need to.
- Name an owner and a backup for each area.
- Turn on auto check-in and auto clock.
- Approve time off, run payroll from the hours, and post openings when you're hiring.