Crew Time

How the office sees the weeks of hours the crew submitted, approves or rejects an employee's week, and prints the weekly hours sheet.

What it is for

The crew log their hours in the crew app, on the Log hours screen, one week at a time. When a person presses Submit week, the week shows in Crew Time in the office.

The name follows your company's word for crew. If an owner or admin changed Crew under Settings, Wording, for example to "Team", the menu item, the heading and the breadcrumbs read "Team Time". This page uses the default name. See Wording.

In Crew Time you can:

• See every submitted and approved week, for employees and subcontractors.
• Approve or reject the week of an employee.
• Download or print the weekly hours sheet of any listed week.
• Put the hours of a listed week on a job, or take them off one, with Change jobs.

Hours are never typed in here. Crew Time has no button to add hours and no way to change the days, times or hours. Only the person who worked the hours can enter and change them, in the crew app. The one thing the office can change is which job the hours are on.

The word Subcontractor may be different for your company's country or your own wording.

Who can use it

Crew Time is in the Crew menu group, at the top.

It is only shown while Time tracking is switched on in Settings, Features. An owner or admin opens that page. The switch says: Hours logged by crew in the app, weekly approval, and hours lists for the office and the accountant. Turning it off only hides them; nothing is deleted. With the switch off, Crew Time in the office, Log hours in the crew app and Hour logs in the books are all hidden. The hours are kept and come back when the switch is turned on again.

Who may read and change hours:

• Owners, admins, supervisors and accountants may read the hours of everyone in the company.
• Only the person themself may add, change or delete their own hours, and only while the week is not submitted.
• Nobody in the office can add or edit another person's hours. Owners, admins and supervisors can only set which job submitted or approved hours are on. See Change the job of hours.

In the crew app, Log hours is shown while Time tracking is on, to a person whose engagement type is Employee or Subcontractor and who is not archived. See Role and engagement type.

The menu badge

An amber number beside Crew Time in the menu tells you there are new hours to look at.

• It counts submitted weeks, one per person per week, of employees and subcontractors.
• A week counts when it was submitted or changed after you last opened the Crew Time list.
• Opening the list clears the number for you at once.
• Each office person has their own count. A colleague opening the list does not clear yours.
• At zero no badge is shown.

The badge is not the number of weeks waiting for approval. A submitted employee week you have already seen still waits for approval, but no longer counts in the badge. Use the Status filter to see what is waiting.

Statuses of a week

The path is Draft, then Submitted, then Approved.

• Reject sends a submitted employee week back to Draft.
• In the crew app the person can take their own submitted week back to Draft with Withdraw to draft, as long as it is not approved yet. The week then leaves Crew Time until it is submitted again.
• An approved week cannot be withdrawn, and Crew Time has no button to undo an approval.

The Status column shows one status for the whole week: Approved if any day of the week is approved, else Submitted.

Approve a week

Only a Submitted week of an Employee can be approved.

1. Open Crew, then Crew Time.
2. Find the week. Check the Worker, the Week and the Hours.
3. Open the ⋮ menu on the row and choose Approve.
4. The window Approve this week? says, for example, Marks Anna's week (39.50h) as approved. They won't be able to edit it. Confirm.

Every submitted day of that week is approved. FSMCore records who approved it and when. The row now shows Approved.

The person gets a notification in the bell: Your hours for the week of (Monday's date) were approved, with the text "39.50 h approved. The week can no longer be changed." and the button Open Log hours. No email is sent. See What the person is told.

You can also approve from the page of the week: open the row with View and press Approve at the top. It does the same thing, for the whole week.

Reject a week

Only a Submitted week of an Employee can be rejected.

1. Open the ⋮ menu on the row and choose Reject. Or open the week with View and press Reject.
2. The window Reject this week? says Returns the whole week to the worker as a draft they can fix and resubmit.
3. Type a reason in Note to worker (optional) if you want, for example e.g. wrong hours on Tuesday, or split this across two weeks.
4. Confirm.

The whole week goes back to Draft. The person can change it in Log hours and submit it again. The week leaves the Crew Time list until then.

The person gets a notification in the bell: Your hours for the week of (Monday's date) were sent back. Its text is your note, or "Open Log hours, fix the week and submit it again." when you typed none. The button Open Log hours opens that week. No email is sent.

In Log hours an amber notice above that week reads "The office sent this week back:" followed by your note, or "The office sent this week back." when you typed none, and under it "Fix the hours, then submit the week again." The notice and the note go when the person submits the week again.

What the person is told

• One bell per week, however many days the week has. A bulk action on five weeks sends five bells.
• A bell only, never an email.
• No bell when you approve or reject your own week, and none to a person who is archived.
• The button in the bell is shown to a person who has the Crew role. Without it the bell has no button.
• A week that was rejected before this notice existed shows no notice in Log hours.

The list

Each row is one person's week, Monday to Sunday. A person who submitted three weeks has three rows.

• Only Submitted and Approved weeks are listed. A week that is still a draft, or was rejected or withdrawn, is not shown.
• The newest week is first.
• Old hours that carry no date are shown together in one row per person, called Undated.
• There is no create button. Hours are logged in the crew app.
• With nothing to show, the list says No timesheets to review.

A toggle switches between a table and cards, as on the other lists. See List and card layout. A card shows the week, then Worker, Engagement, Hours and the status.

Columns

Search

The search box finds a week by its worker. It looks at the name shown in the Worker column (the nickname, or the name when the person has no nickname) and at the person's full name. So a person who has a nickname is found by the nickname and by their full name. You do not need the exact spelling: words in any order and small typos still find the person.

The search box is in the table layout. The card layout has no search box: use the Worker filter there.

Filters

A filter is applied as soon as you pick it.

Row actions

The ⋮ menu on a row has:

Bulk actions

Tick several weeks, then open the bulk actions menu.

Approve

1. Choose Approve.
2. The window Approve selected weeks? says Approves every submitted entry in each selected week. Subcontractor weeks and already-approved weeks are skipped. Confirm.

You see, for example, 3 weeks approved. If none of the ticked weeks could be approved you see Nothing eligible to approve.

Reject

1. Choose Reject.
2. The window Reject selected weeks? says Returns every submitted entry in each selected week to the worker as a draft. The note (if any) is attached to each.
3. Type a reason in Note to worker (optional) if you want. The same note goes on every week.
4. Confirm.

You see, for example, 2 weeks returned to draft, or Nothing eligible to reject.

Both bulk actions skip subcontractor weeks and weeks that are already approved. It is safe to tick a mixed selection.

View a week

Choose View in the ⋮ menu of a row. The page shows the whole week of that person, the same days the buttons act on.

At the top:

Below, the section Entries lists every entry of the week, oldest day first:

The last row, Week total, is the sum. A week with no entries says "No entries in this week.".

The buttons at the top of the page act on the whole week of that person:

The Undated row opens like any other. It has no hours sheet, because it has no week, but Approve, Reject and Change jobs work on it.

Change the job of hours

Hours count in a job's margin only when they are on that job. The person can pick the job themself in Log hours (see How hours get onto a job). The office can set or correct it here.

1. Open the week with View.
2. Press Change jobs.
3. The window Change the job of these hours shows one job picker per entry, labelled with the day and the hours. It says: Pick the job each day was worked on. Hours with no job stay "Unregistered work". The hourly cost frozen at approval does not change.
4. Pick a job for each day. Any job of your company can be picked. Empty the field to take the hours off a job: it then shows Unregistered work.
5. Press Save jobs.

You see Jobs saved, or Nothing changed when you changed nothing.

• Owners, admins and supervisors can do this.
• It works on submitted and on approved entries, for employees and subcontractors. An entry that is still a draft is not offered: the person picks its job in Log hours.
• Only the job changes. The day, the times, the hours, the status and the hourly cost fixed at approval stay as they are, and so does the hours sheet. The one exception is a week submitted before early October 2026: the Signed time and the reference on its sheet move to the moment of the job change.
• Approved employee hours count in the new job's margin at once, and leave the margin of the job they were on.
• Every change is recorded: who changed which job, and when.

The weekly hours sheet

The hours sheet is a one-page A4 PDF for one person and one Monday to Sunday week. Its title is Weekly Hours Record.

Get it from the page of a week: Download hours sheet or Print hours sheet. The downloaded file is named after the person and the Monday of the week, for example weekly-hours-anna-murphy-2026-06-22.pdf.

Who may print an hours sheet:

• Owners, admins and supervisors, from Crew Time, for anyone in the company.
• The accountant, for anyone in the company, from Hour logs in the books. Only approved weeks are listed there.
• Each person, their own, from Log hours in the crew app.

While your company's access is locked, no hours sheet can be opened.

What is on it:

• The title and the week, with Monday to Sunday under it.
• Your company: its legal name, or its name when no legal name is set, and its registration number when one is filled in.
• The person: name, and their address and tax reference when they are filled in.
• A table with one line per day: Day, Date, Start, Finish, Break (min) and Hours, and the Weekly total.
• The signature block.

The sheet has no number. It is made from the hours as they are at that moment, so a sheet printed again after a change shows the new hours.

A week that is not submitted yet prints with a box DRAFT: not yet submitted and the line These hours have not been finalised; no signature has been recorded. It has no signature block.

The employee version

For an employee the two parties are headed Employer and Employee.

Below the table:

1. Your company's employee declaration. By default: I confirm the hours recorded above are correct and that I have received my statutory rest entitlements.
2. The employee's signature: Digitally signed by and the name, a Signed date and time, and a Verification reference such as FSM-1A2B-3C4D-5E6F. The date and time are the moment the employee submitted the week. They stay the same after the week is approved, and so does the reference, so the sheet printed after approval carries the same employee signature as the one emailed at submit.
3. The employer's signature: the name of the person who approved the week, the date and time of approval and a verification reference. Until the week is approved this box reads Awaiting employer approval.

So approving an employee's week is what puts the employer's signature on the sheet.

An approved week keeps the employee version for good. If the person later becomes a subcontractor, or their engagement type is removed, the sheet of a week that was approved is still made in the employee version, with both signatures. A week that was never approved follows the person's engagement type as it is on the day the sheet is made.

If the week is withdrawn or rejected and submitted again, the signature shows the moment of the last submit.

Weeks submitted before the submit moment was stored (early October 2026) have none. Their sheet shows what it always showed: the time the week was last changed, which on an approved week is the time of approval, or of a later job change with Change jobs.

The subcontractor version

For anyone who is not an employee the parties are headed Work carried out for and Contractor. The one exception is a week that was approved while the person was an employee: it stays in the employee version.

Below the table there is one signature, headed Worker: I confirm the hours recorded above are correct., then Digitally signed by and the name, the date and time the week was submitted, and the verification reference. There is no employer signature.

Subcontractor weeks

A subcontractor's week is never approved or rejected by the office. A subcontractor owns their own hours sheet, and they are paid from their invoices, not from their hours.

• Their submitted weeks are listed in Crew Time, so you can see and print them.
• The Approve and Reject actions are not shown on their rows.
• A bulk Approve or Reject skips their weeks.
• Their week stays Submitted. That is its final status.
• Their weeks count in the menu badge like any other.

A person with no engagement type is treated the same way.

The engagement type is set on the person. See Membership.

The email when a week is submitted

When a person submits a week in Log hours, FSMCore can email the office.

• Subject: Hours submitted: then the person's name and the week.
• Text: the person has submitted their hours., the week, and The weekly hours sheet is attached.
• The weekly hours sheet PDF of that week is attached.
• It goes to the addresses listed under Hour log submitted in Settings, Notifications. With no address there, no email is sent.
• It is sent for employees and for subcontractors.
• It is only sent when Email notifications is switched on for your company (Settings > Company, section Features).

Approving or rejecting a week sends no email, not to the person and not to the office. The person gets a notification in the bell. See What the person is told.

What happens after

How hours get onto a job

• In Log hours each day has an optional Job field, on the days the person is deployed to a job. The choices are the jobs they are deployed to that day. With exactly one, it is filled in for them. They can leave it empty. A day that already has a job set by the office shows the field too, with that job.
• The office can set or change the job of submitted and approved hours with Change jobs. See Change the job of hours.
• Hours with no job show as Unregistered work and are in no job's margin.
• Hours logged before the Job field existed have no job. Nothing was filled in for them. Use Change jobs to put them on a job.

When a week is approved

• The person can no longer change or withdraw it.
• The person gets a bell that the week was approved.
• The employer's signature is on the hours sheet.
• The week shows in Hour logs in the books, for the accountant. Only approved weeks are listed there.
• The person's hourly cost is fixed on each approved day. FSMCore copies the Full hourly cost from the person's record at the moment of approval. A later pay change does not change hours that are already approved, so old job margins stay as they were.
• Approved employee hours that are on a job count in that job's margin as Employee labour: hours times the fixed hourly cost. See Costs.
• An employee with no hourly cost at the moment of approval gives uncosted hours. They count as zero and the job's margin shows a warning. As soon as an owner or admin saves the person's Full hourly cost, those hours are costed at that cost. See Warnings.
• The hours of a person whose costs are set as overhead are in no job's margin. See How the margin is worked out.

When a week is rejected

• It is a draft again and leaves the list.
• The approval details are cleared and your note is saved with the week, until the person submits the week again.
• The person gets a bell that the week was sent back, and sees your note above the week in Log hours.

Subcontractor hours

• They are never costed. A subcontractor's invoices are the cost, not their hours.

Always

• Every change to hours is recorded: who changed what, and when.
• The AI assistant can approve an employee's submitted week for an owner, admin or supervisor. It shows an approval card first and nothing happens until you approve it. It cannot do this while Time tracking is switched off.

Common mistakes

There is no Approve or Reject on a row. The week belongs to a subcontractor or to a person with no engagement type, or it is already approved. Check the Type and Status columns.

A week I am waiting for is not in the list. The person has not pressed Submit week yet, or took the week back to draft, or it was rejected. Only submitted and approved weeks are listed.

The badge is empty but weeks still wait for approval. The badge only counts weeks that are new since you last opened the list. Filter Status on Submitted to see what is waiting.

I approved a week with a mistake in it. An approved week cannot be changed or sent back from Crew Time. Check the hours before you approve.

Crew Time is not in the menu. Time tracking is switched off in Settings, Features, or you are not an owner, admin or supervisor.

A job's margin shows uncosted employee hours. The hours were approved while the person had no Full hourly cost. Set it on the person's record and save. The approved hours that had no cost are costed at once, and hours approved from then on use it too.

Bulk approve says "Nothing eligible to approve". Every ticked week was a subcontractor week or was already approved.

No email arrived when a week was submitted. Check that an address is listed under Hour log submitted in Settings, Notifications, and that Email notifications is switched on in Settings > Company, section Features.

A job's margin shows no employee labour, but people worked on it. The hours are on no job. Open the week with View: such days show Unregistered work. Press Change jobs and pick the job. Only approved hours of employees count.

I wanted to change someone's hours. The office cannot edit hours. Reject the week and say what to fix in Note to worker (optional). The person sees the note in the bell and above the week in Log hours, fixes it and submits again.