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Help Center › Admin screens, field by field › Settings → Crew, team & hours: crew list, private notes and working hours
Settings → Crew, team & hours: crew list, private notes and working hours
Field-by-field guide to adding crew members, the private notes box and your normal working day.
Where to find it: Contractor Hub → Settings & Integrations → Settings → group Team → tab 👷 Crew, team & hours. Owner screen. The permissions grid on the same tab has its own article, settings-team-permissions.
What it controls: who is on your team, which crew each person belongs to, their role, the private notes only you can read, and the start and end of your normal working day. The page text says: “Your field employees. They show up when you schedule visits, and crew sheets (address, map link, scope, notes) can be emailed or texted to them. You, the owner, don’t count toward your plan.”
Before you start
- Two usage bars sit at the top, employees and crews. They show how many you have against your plan. The numbers are your plan’s (placeholders, not approved).
- To link a person to their own VisionScaper login, they need an account first. Remove them from this list later and their access ends.
- Availability, time off, internal cost rates and switching people off are on the Field work → Team screen, reached by the link on this tab, not here.
Fields: each crew member (the list repeats)
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
Name |
Names the person on schedules and crew sheets. A row with no name is not saved. | Mike Rivera. Up to 80 characters. | Blank |
Email or mobile (for crew sheets) |
Where crew sheets (address, map link, scope, notes) are emailed or texted. | mike@example.com or (860) 555-0123 | Blank. Texting needs Twilio. |
Crew (e.g. Crew A) |
Puts the person in a named crew. People with the same text are the same crew. The box suggests crew names already used. | Crew A | Blank |
| Remove (X button) | Takes the person off the list when you save. If they have history their name is kept for past records. | Click, then Save crew. | |
| Role (select) | 👷 Crew, 🦺 Crew leader or 🧑💼 Manager. Decides which row of the permission grid applies. |
Pick one. | Crew |
VisionScaper account email (optional) |
Links this person to your company through their own VisionScaper account. Remove them here and their access ends. An invalid email is ignored on save. | Their account email. | Blank. Placeholder reads “Their VisionScaper account email (optional)”. |
+ Add crew member |
Adds an empty row with the Crew role. | Click. | |
Save crew |
Saves the whole list, including every private-notes box. | Click once when done. | Toast “Saved.” Over-limit adds are refused. |
Fields: 🔒 Private notes (a fold-out under each person)
The fold-out says: “Only you see this. Keep it factual (dates, what happened). It is never shown to the employee or shared with other contractors; references are only given with the employee’s consent.” A ✎ mark on the title means something is filled in.
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
Role |
A job title for your own records. It is separate from the Role select above and changes no permissions. | Foreman | Blank |
Started |
A start date for your records. | Pick a date. | Blank |
Pay rate |
Free text for your own records. | $24/hr | Blank. It is text and is not used for pay calculations (effect not verified in code). |
Reliability |
A 1 to 5 rating: 5 · Excellent, 4 · Good, 3 · OK, 2 · Needs work, 1 · Poor, or — for none. |
Pick one. | None |
Quality of work |
Same scale. | Pick one. | None |
Safety |
Same scale. | Pick one. | None |
Notes |
Your factual notes. | 3/14 trained on paver base; 5/2 late twice this week (traffic) | Blank |
Fields: Working hours
“Your normal working day (default 7 AM to 5 PM). New job days start at the beginning of it, and the calendar shows how much of each day is free.”
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
Day starts |
The hour your day begins. New job days start here and the calendar measures free time from it. | Pick an hour. | 7 AM |
Day ends |
The hour your day ends. | Pick an hour. | 5 PM |
Save working hours |
Saves both. Refused with “The end of the day must be after the start.” if the end is not later. | Click. | Toast “Saved.” |
Steps
- Open Settings → Team → Crew, team & hours.
- Click + Add crew member. Fill Name, Email or mobile, Crew and Role.
- If they have a VisionScaper login, enter it in VisionScaper account email.
- Open 🔒 Private notes and add what you need. Only you see it.
- Click Save crew. If your plan is full you will see a message and nothing new is added.
- Scroll to Working hours. Choose Day starts and Day ends, then click Save working hours.
Tips
- Pick roles carefully; Managers get far more permissions by default. See
settings-team-permissions. - Keep notes about behaviour factual, with dates.
If something goes wrong
- “Your plan includes N field employees…”: upgrade, or remove someone. People already on the list stay.
- Person did not appear after save: the name was empty.
- Hours will not save: end hour is not after start hour.