Invite your crew
Your foreman, crew and office each get their own login, in their own language. The owner or the office adds them from one screen, and you can see who has not signed in yet.
Open Crew & time > Crew.
The owner, the office or a PM can add people. Confirm your own email first: until you do, invitations wait.
Tap Add Team Member.
Choose Invite by Email to send a link the person accepts (it works for someone who already has a Groundflag login too, and expires in 7 days), or Create New User to set the email and password yourself, right now.
Pick the role.
The role sets what the person can do by default: Office, PM, Foreman, Crew, Estimator, Bookkeeper or Read only. Customize what this member can do adjusts it person by person.
Tell them how to sign in.
With Create New User, keep Email them how to sign in on: they get the app link and their login email. The password is never emailed, so tell it to them yourself.
Check who is in.
Pending invitations show at the top with the date they expire, with Resend and Cancel. Someone marked Has not signed in has a Resend sign-in email in their menu.
What each role is for
Office runs billing, payables, the team and company settings. PM runs jobs, schedule, subs and purchasing. Foreman leads the crew on site: daily work, time, photos, punch list. Crew clocks in, sees assigned jobs and tasks and sends photos. Estimator handles clients, estimates and the sales pipeline. Bookkeeper handles invoices, payments, bills and reports. Read only is for your outside accountant: it reads the books, sees nothing else and does not use a plan seat.
Time clock only
For laborers who only punch in and out, use Add time clock only member. They clock in and out and cannot open anything else, and a time clock only member does not use a plan seat. On each person you can require a photo on clock in and out and pick who reviews their time.
Hiding prices from field crew and laborers
By default, the Crew and Foreman roles have prices and costs hidden: they can see their assigned jobs, tasks, schedule and record daily logs, but they never see customer billing rates, item prices, or your company margins. On Time & Materials jobs, crew members can track their hours and record materials used on site without ever seeing dollar amounts. If you want a specific foreman or manager to see pricing, open their profile and toggle View prices under Customize what this member can do.
Questions
Can crew members track time and materials without seeing prices?
Yes. In Groundflag, the Crew and Foreman roles have customer prices and costs hidden by default (pricing.view_prices is off). Crew members clock in and out, track time on jobs, and log materials on Time & Materials jobs without ever seeing the customer's billing rates or your profit margins. Only the Owner, Office, PM, and Estimator roles see prices.
Which plan do I need for crew time tracking?
Time tracking is included in every plan. For workers who only punch in and out, use Add time clock only member: they are free and unlimited on any plan and do not use a paid seat. Crew members who also need to view their schedule, tasks, job details, and upload photos take a regular seat on your plan.
Is there a fee per person?
No. The price is per company, and time clock only members and the Read only accountant never take a seat.
Do subs and clients need a login?
No. Subs open their bid packages and clients open their portal from a link, with no password.
The invitation expired. What now?
Open Crew & time > Crew and tap Resend on the pending invitation, or cancel it and invite again.
Can each person use their own language?
Yes. Each person picks English, Spanish or Portuguese for themselves; it does not change the company's documents.
Keep reading
Questions? Write to hello@groundflag.com