Clocking in and out

You record a shoot day on Today by clocking in when you start and out when you wrap. CrewShift works out the pay from those times and the project's work rules.

Clock in and out

Open Today and tap Clock in. If you're on more than one project, pick the right one at the top of the screen first.

Clock-in opens 4 hours before your call time. Tap earlier and the app tells you when it opens ("Clock-in opens at 03:00"). Clock in more than an hour before call and you're asked for a Reason for early clock-in, such as loading the truck. In the last hour before call nobody asks.

All times round to the nearest quarter hour. 07:06 becomes 07:00, 07:08 becomes 07:15.

If you started before you tapped the button, tap the clock-in time on the running card and set when you really began. While the day runs, If you clock out now shows what it pays so far, excluding VAT.

When you wrap, tap Clock out. A sheet opens with the current time filled in, and the Use wrap time chip switches it to the planned wrap. Tap Clock out again to confirm. A time in the future is refused. Your pay is calculated the moment you clock out, and the day then waits for you to submit it.

You can have one day running per project.

When Today shows No clock-in needed, there's no shift for you: the day was cancelled, you've been released, you're rostered off, or the date falls outside your booking. No scheduled work day means nothing is planned on this project today. A booked day that gets cancelled can earn you a late-cancellation fee.

Office days

On a scheduled office day, Today shows Check in instead of Clock in. One tap records that you were there. You log no hours or breaks. The day pays the flat office-day fee and goes straight for approval, so there's no submit step.

Under the Hourly pay model a check-in records no hours, so an office day pays nothing.

Actual wrap

The actual wrap is when the unit really wrapped. Your own clock-out can be later, for example if you stayed to pack the truck.

The producer, and approvers with the Timesheet right, see Actual wrap (optional) in the clock-out sheet. Tick it and pick the time. It applies to your department, or to the whole day if you're the producer or your approver role covers every department.

For everyone else, once it's set, the clock-out sheet offers Use actual wrap (HH:MM) as a quick pick, so your clock-out can match the unit's wrap with one tap. Underneath you see who entered it, as in "Set to 19:30 by Anna".

Night shoots

On a shoot that runs past midnight, clock out as usual. A clock-out earlier than your clock-in counts as the next day, and your hours and pay run straight through midnight. On the draft, the clock-out shows Ends next day with the date and the length of the day. If you edit the draft and the day comes out longer than 16 hours, CrewShift asks you to confirm before it saves.

With a call after midnight, say 01:00, you can clock in the evening before (from 4 hours before call). Those hours count toward that shoot day.

Breaks

Tap Add break, pick the type (Lunch, Breakfast, Wrap meal or Other) and set the start and end. Under Hours, choose Included in hours or Excluded from hours. Lunch and Other start as included, Breakfast and Wrap meal as excluded, and you can switch either one.

Included breaks count as working time. An excluded break shortens your paid hours, but only the part between your clock-in and clock-out. A break that falls completely outside that window shows Outside worked hours and has no effect on pay.

Auto lunch

If you're still clocked in 6 hours after clocking in and no lunch is logged, CrewShift adds one for you. That happens on full and hourly production days, but not on a running lunch or French hours. It starts 5 hours after your clock-in and lasts the project's lunch length, which is 30 minutes unless the work rules say otherwise. The work rules use it for their meal checks. It counts as working time, so your paid hours stay the same.

A banner (Lunch logged for you) asks you to confirm it with Looks right or change it with Edit. If you clock out without confirming, the lunch counts as confirmed and stays on the day as a normal lunch break. You can still edit or remove it on the draft before you submit.

Expenses

Tap Add expense and pick the type: Parking, Fuel, Taxi, Public transport, Hotel, Department purchases, Office supplies, Loss & damage, Mileage or Other. Every type except Mileage and Other needs a receipt, as a photo (JPG, PNG or WebP) or a PDF of up to 10 MB.

Enter the total you paid including VAT and choose the VAT on receipt. For a receipt with two rates, like 9% on food and 21% on drinks, turn on Two VAT rates on this receipt? and split the amount. How that VAT ends up on your invoice is explained under VAT.

You can add or change a day's expenses until the day is on an invoice, also after you've submitted it. A receipt that turns up after the invoice is approved goes on a supplementary invoice.

Mileage

For mileage you build a Route with From, Via and To. The shoot location is filled in, and the trip starts from your saved home address. Pick any other address from the suggestions, or type it in full, with street and town: when you leave the field, CrewShift looks it up and shows the address it found. Leave Round trip on if you drove back. CrewShift calculates the distance, or you tap Edit distance manually and enter up to 2000 km. The trip is paid at the project's rate per km (€0.23 unless the work rules set another), and a new trip always uses the rate the project has at that moment.

Submitting a day

Clocking out doesn't send anything. Today's shift turns into a Draft card at the top of Today, with the clock-in, clock-out, notes, breaks and expenses all editable in place. Check it and tap Submit to send it into the approval chain. A draft you never submit never reaches an approver.

Earlier days you haven't sent yet collect under To submit on Today, including days you add with Log a missed day.

After you submit

Once you've submitted, your clock times and breaks are locked. Corrections to the hours go through a proposed change. When an approver proposes one, Review changes appears on the day's card and in your Inbox. Expenses stay editable until the day is invoiced. After final approval you can invoice the day.

Forgot to clock out

While the day is still running you can tap Clock out and pick the time you really wrapped.

If you leave it, CrewShift closes the day for you once the work date has passed and 8 hours have gone by since wrap. It uses the actual wrap if someone set one, otherwise the planned wrap, otherwise 10 hours after your clock-in. Nothing warns you beforehand. The day lands under To submit as a draft with an auto-closed note, and Today may show "Previous timer auto-closed". Correct the clock-out and submit it.

On a personal project the closed day goes straight to ready to invoice.

Bad signal on set

CrewShift saves nothing without a connection, and there's no offline queue. A tap that doesn't get through shows "Couldn't clock in." or "Couldn't clock out." and nothing is recorded.

Try again once you have signal. If you clocked in late that way, tap the clock-in time and set when you really started. The clock-out sheet takes a time in the past, so a late clock-out is just as easy to fix. A day with no clock-in at all goes through Log a missed day.

Missed days

The Log a missed day card shows up on Today when you have a scheduled day from the last 14 days with nothing logged. That only covers past days inside your booking that you weren't rostered off for. Tap it, pick the day and check the times. They're prefilled from the schedule where the production set a call and wrap. If no times were scheduled, the screen says so and you enter the hours you actually worked. Lunch break (minutes) starts at the project's lunch length and counts as working time.

A missed office day is one tap (Log office day) and goes straight for approval.

If you didn't work a planned day at all, tap I didn't work this day. That only removes the reminder. It logs no hours and sends nothing to the production. You can undo it from the same screen.

If today's clock-in slipped your mind, clock in now, then tap the clock-in time and set when you started. Personal projects don't get this card, so use Log a day in Hours & pay there.