How to get your crew off paper time cards

Why paper cards cost more than they look

A paper card gets filled in at the end of the day, or the end of the week, from memory. Times get rounded. Jobs get left off. Cards get lost under a truck seat.

Then the office fixes them. Every fix is a text or a call, and payroll waits for the answer.

Here’s an example for a crew of 12. If each person spends 8 minutes a day on a card, that’s 8 hours a week. If the office spends 6 minutes on each card, add 1.2 hours. It’s example math, so put your own numbers in.

Before you start

• Pick a start date at the beginning of a pay week. A Monday is easiest.
• Get a cell number for each person. That’s how they sign in, with a 6-digit PIN. No email, no passwords.
• List your jobs, so people clock in to the right one.
• Choose who in the office checks and approves the hours.

We set it up with you, so you don’t have to do this alone.

The two-week plan

1. 1

   Show the crew on Monday morning

   Take ten minutes at the start of the day. Have everyone sign in, then tap Clock In together. Clock In, Clock Out and Switch Job are most of what they’ll ever tap.

2. 2

   Run paper and phones for one week

   Keep the paper cards for the first week as a backup. People clock in on the phone and still fill in their card.

3. 3

   Let your crew leads help

   Someone without a phone, or with a dead battery? The crew lead taps Clock My Crew and clocks in everyone on today’s schedule for that job.

4. 4

   Check the hours every day

   Open the pay week grid each afternoon. Fix a missed punch while people still remember, and give a reason for each fix.

5. 5

   Compare on Friday

   Hold the paper cards next to the grid. Where they don’t match, ask the person, then fix it with a reason.

6. 6

   Stop the paper in week two

   Tell the crew the cards are done. On Friday, approve the week, lock it and download the payroll file.

What your crew sees

The phone shows one big Clock In button and today’s jobs. On the clock, it shows the job, a running timer, Clock Out and Switch Job.

No signal at the job? It saves on the phone and sends when they’re back in signal. If something can’t send, it waits in a Not Sent list instead of getting lost.

And it doesn’t track where they go. Some crews worry about that, so tell them up front: Krew Point saves the time they clock in, not the place.

What the office does on Friday

Everyone’s hours are on the pay week grid by day, with regular hours, overtime and the total. Tick the people who are ready and tap Approve Selected. Then tap Lock Week, so nothing changes after payroll.

Export CSV downloads the payroll file, which most payroll tools take. If someone wants paper, print the timesheet. For hours and pay over any other dates, pick a start date and an end date.

When someone pushes back

Somebody always says the old way was fine. Often it’s the person whose cards were the neatest. Ask them to run both for the first week, and to compare their card with the phone on Friday.

If the two match, nothing is lost. If they don’t, you’ll both see why. Either way, the talk is about the hours, not about the app.

Questions your crew will ask

• Do I need an email? No. A cell number and a 6-digit PIN.
• What if I forget my PIN? The office resets it.
• Will the other guys see my pay? No. Crews never see pay or prices in the app.
• Does it track where I go? No. There is no location tracking, on purpose.