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Help Center › Admin screens, field by field › Employee and crew member form, pay rate and permissions
Employee and crew member form, pay rate and permissions
The Team form (name, role, availability, internal cost per hour), the Settings crew row with private notes, and the role permission grid.
On this page
Two places: Contractor Hub → Field work → Team → + Add employee (or tap a person), and Contractor Hub → Settings → Crew, team & hours (crew rows, private notes and the permission grid). Team is for people who may manage employees; Settings is for the owner.
Each person you add can be assigned jobs, appear in My work on their phone (when linked to their own VisionScaper account), and be costed on jobs. Switch people off instead of deleting them so history is kept. Your plan may cap how many field employees and crews you can have.
Before you start
- Employees link to their own free VisionScaper account by sign-in email; they sign up with that email first (or after).
Fields
Team form (Field work > Team)
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
Name (name) |
The person’s name in schedules, assignments and time. | Full name. | |
Contact (contact) |
Where crew sheets and schedule texts go. | Email or mobile. | |
Crew (team) |
Group name; people in the same crew work together. Counts toward your plan’s crew limit. | e.g. Crew A. | |
Role (role) |
Sets the permission set. Only the owner can make managers; managers get the rights set in Settings. | Pick one. Choices: Crew; Crew leader; Manager (owner only). | Crew |
VisionScaper account (to use My work) (login) |
Sign-in email of their own VisionScaper account; links them so they can open My work. Removing it ends their access. | Their email. | |
Availability: day chips (avail.days) |
Days they usually work; used to warn when assigning. | Tap days. | Mon-Fri |
From (avail.from) |
Usual start. | 07:00 | |
To (avail.to) |
Usual end. | 17:00 | |
+ Add time off (avail.off) |
Asks first day off (YYYY-MM-DD), last day off and a note. | e.g. 2026-07-01, 2026-07-08, Vacation. | |
Internal cost per hour ($) (cost_rate) |
Wage + taxes + insurance; used for job costing; never shown to the employee. Only shown if you can see finances. Blank = the company rate. | e.g. 28.50. | Blank (company rate) |
Active (active) |
Untick when someone leaves; they disappear from assignment but history stays and their access ends. | On | |
| Add employee / Save / Remove from the list | Remove asks to confirm; someone with time or jobs on record is kept as a former employee. |
Settings > Crew, team & hours: crew rows
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
Name (name) |
Same as above. | ||
Email or mobile (for crew sheets) (contact) |
Where crew sheets go. | ||
Crew (e.g. Crew A) (team) |
Which crew. | ||
Role (role) |
Crew, Crew leader or Manager. | Pick one. Choices: Crew; Crew leader; Manager. | Crew |
Their VisionScaper account email (optional) (login) |
Link to their account. | ||
| + Add crew member / Remove | Adds a blank row or deletes one. | ||
| Save crew | Saves all rows with a name. |
Private notes (arrow under each crew row)
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
Role (private) (private.role) |
Your own job title note, e.g. Foreman. Only you see it. | ||
Started (private.started) |
Start date. | ||
Pay rate (private.pay) |
Your private note of their pay, free text. Costing uses the Team form’s Internal cost per hour instead (no costing use of this note found in the screen code). | e.g. $24/hr. | |
Reliability / Quality of work / Safety (private.rating.*) |
Your private rating 1-5. | Pick one. Choices: 5 – Excellent; 4 – Good; 3 – OK; 2 – Needs work; 1 – Poor. | – |
Notes (private.notes) |
Dated factual notes. Never shown to the employee or other contractors. | e.g. 3/14 trained on paver base. |
Team permissions grid (Manager / Leader / Crew)
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
Use templates on jobs (checkbox for Manager / Leader / Crew) (svc_use) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Manager 1, Leader 1, Crew 1 (code default; the server’s current values show when you open the grid) |
Create & edit company templates (checkbox for Manager / Leader / Crew) (svc_edit) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Manager 1, Leader 0, Crew 0 (code default; the server’s current values show when you open the grid) |
Set default templates (checkbox for Manager / Leader / Crew) (svc_default) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Manager 1, Leader 0, Crew 0 (code default; the server’s current values show when you open the grid) |
See costs, markups & margins (checkbox for Manager / Leader / Crew) (svc_costs) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Manager 1, Leader 0, Crew 0 (code default; the server’s current values show when you open the grid) |
See every job (not only their own) (checkbox for Manager / Leader / Crew) (jobs_all) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Manager 1, Leader 0, Crew 0 (code default; the server’s current values show when you open the grid) |
Assign people & reschedule (checkbox for Manager / Leader / Crew) (jobs_assign) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Manager 1, Leader 0, Crew 0 (code default; the server’s current values show when you open the grid) |
Manage employees & availability (checkbox for Manager / Leader / Crew) (team_manage) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Manager 1, Leader 0, Crew 0 (code default; the server’s current values show when you open the grid) |
Review & approve hours worked (checkbox for Manager / Leader / Crew) (time_approve) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Manager 1, Leader 0, Crew 0 (code default; the server’s current values show when you open the grid) |
Create checklists & field forms (checkbox for Manager / Leader / Crew) (forms_edit) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Manager 1, Leader 0, Crew 0 (code default; the server’s current values show when you open the grid) |
Approve jobs & override required items (checkbox for Manager / Leader / Crew) (job_override) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Manager 1, Leader 0, Crew 0 (code default; the server’s current values show when you open the grid) |
See customer phone & email (checkbox for Manager / Leader / Crew) (cust_contact) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Manager 1, Leader 1, Crew 1 (code default; the server’s current values show when you open the grid) |
Share job photos with customers (checkbox for Manager / Leader / Crew) (files_share) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Manager 1, Leader 0, Crew 0 (code default; the server’s current values show when you open the grid) |
See labor rates, job costs, revenue & profit (checkbox for Manager / Leader / Crew) (fin_view) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Manager 0, Leader 0, Crew 0 (code default; the server’s current values show when you open the grid) |
Clock their crew in & out on shared jobs (checkbox for Manager / Leader / Crew) (crew_time) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Manager 1, Leader 1, Crew 0 (code default; the server’s current values show when you open the grid) |
Phone app: see every customer (checkbox for Manager / Leader / Crew) (cust_view) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Manager 1, Leader 0, Crew 0 (code default; the server’s current values show when you open the grid) |
Phone app: edit customers & properties (checkbox for Manager / Leader / Crew) (cust_edit) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Manager 1, Leader 0, Crew 0 (code default; the server’s current values show when you open the grid) |
Phone app: add potential customers (checkbox for Manager / Leader / Crew) (cust_lead) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Manager 1, Leader 1, Crew 1 (code default; the server’s current values show when you open the grid) |
Phone app: see private customer notes (checkbox for Manager / Leader / Crew) (cust_notes) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Manager 1, Leader 0, Crew 0 (code default; the server’s current values show when you open the grid) |
Phone app: Door-to-door (checkbox for Manager / Leader / Crew) (canvass) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Manager 1, Leader 1, Crew 0 (code default; the server’s current values show when you open the grid) |
Phone app: measure properties (checkbox for Manager / Leader / Crew) (measure) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Manager 1, Leader 1, Crew 0 (code default; the server’s current values show when you open the grid) |
Phone app: view & share landscape plans (checkbox for Manager / Leader / Crew) (plans_view) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Manager 1, Leader 1, Crew 0 (code default; the server’s current values show when you open the grid) |
Phone app: route planner (checkbox for Manager / Leader / Crew) (planner) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Manager 1, Leader 1, Crew 0 (code default; the server’s current values show when you open the grid) |
Phone app: see quotes, invoices & payments (amounts) (checkbox for Manager / Leader / Crew) (money_view) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Manager 1, Leader 0, Crew 0 (code default; the server’s current values show when you open the grid) |
Phone app: start quote drafts & invoices (checkbox for Manager / Leader / Crew) (docs_draft) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Manager 1, Leader 0, Crew 0 (code default; the server’s current values show when you open the grid) |
Phone app: send quotes & invoices (checkbox for Manager / Leader / Crew) (docs_send) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Manager 1, Leader 0, Crew 0 (code default; the server’s current values show when you open the grid) |
Phone app: record payments received (checkbox for Manager / Leader / Crew) (pay_record) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Manager 1, Leader 0, Crew 0 (code default; the server’s current values show when you open the grid) |
Phone app: add expenses (need approval) (checkbox for Manager / Leader / Crew) (exp_add) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Manager 1, Leader 1, Crew 1 (code default; the server’s current values show when you open the grid) |
Phone app: approve or reject expenses (checkbox for Manager / Leader / Crew) (exp_approve) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Manager 1, Leader 0, Crew 0 (code default; the server’s current values show when you open the grid) |
Phone app: see & assign everyone’s tasks (checkbox for Manager / Leader / Crew) (tasks_all) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Not listed in the screen’s built-in default; the grid shows the server’s current value |
Phone app: approve messages, follow-ups & review requests (checkbox for Manager / Leader / Crew) (mkt_approve) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Not listed in the screen’s built-in default; the grid shows the server’s current value |
Export approved hours for payroll (checkbox for Manager / Leader / Crew) (payroll_export) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Not listed in the screen’s built-in default; the grid shows the server’s current value |
Turn automatic payment on or off (checkbox for Manager / Leader / Crew) (autopay_manage) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Not listed in the screen’s built-in default; the grid shows the server’s current value |
See live team location (checkbox for Manager / Leader / Crew) (loc_live) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Not listed in the screen’s built-in default; the grid shows the server’s current value |
See location history & mileage (checkbox for Manager / Leader / Crew) (loc_history) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Not listed in the screen’s built-in default; the grid shows the server’s current value |
Create & approve purchase orders (checkbox for Manager / Leader / Crew) (po_manage) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Not listed in the screen’s built-in default; the grid shows the server’s current value |
Receive deliveries on purchase orders (no prices) (checkbox for Manager / Leader / Crew) (po_receive) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Not listed in the screen’s built-in default; the grid shows the server’s current value |
Run the first-run guide & sample data (checkbox for Manager / Leader / Crew) (setup_manage) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Not listed in the screen’s built-in default; the grid shows the server’s current value |
Crew app: messages with the office (checkbox for Manager / Leader / Crew) (crew_msg) |
Turns this right on or off for each role. The server enforces it. The owner can always do everything. | Tick the roles that should have it. | Not listed in the screen’s built-in default; the grid shows the server’s current value |
| Save permissions | Saves the grid. |
Steps
- Open Field work → Team and press + Add employee.
- Type Name and Contact, set Crew and Role.
- Enter their VisionScaper account email so My work opens for them.
- Pick their Availability days and times; add time off with the prompts.
- If you can see money, type the Internal cost per hour.
- Leave Active ticked and press Add employee.
- As owner, open Settings → Crew, team & hours to add private notes and press Save crew.
- Adjust the Team permissions ticks and press Save permissions.
Tips
- Pay rate in this app is two different things: the private Pay rate note is for you; Internal cost per hour is what job costing uses.
If something goes wrong
- A plan limit message (“N of M field employees”) means you must upgrade or remove someone.
- If someone cannot open My work, check the sign-in email matches their account exactly.
- Permissions are checked by the server, so a ticked box that the server disagrees with simply has no effect.