Overview

Crewsum organizes customer work, assigns people to that work, collects weekly timesheets, and routes each timesheet to the right reviewers.

A typical Crewsum account is set up like this:

Administrators create clients.
Each client has projects. A client can also have contacts and end customers.
Each project has tasks and contact associations.
Users are assigned to projects and tasks, directly or through user groups.
Users save and submit weekly timesheets.
Each project/task pair on a submitted timesheet is a timecard that reviewers approve or reject.
Project contacts, the user, the account’s internal copy email address, and the user’s supplier contacts receive emails, approval links, or informational copies.

Your Account

All records in Crewsum belong to one account (your company). Each account has its own:

clients, end customers, contacts, projects, and tasks
suppliers and supplier contacts
users, user groups, and assignments
timesheets and timecards
account settings, API keys, and webhooks

People who sign in use the Crewsum app at app.crewsum.com. What they can see depends on their role. External reviewers do not need an account. They review time through a secure approval link.

Core Relationships

A client is the top-level record for customer work.
An end customer is your client’s customer. It can optionally belong to a client.
A project belongs to one client and can optionally reference one end customer.
A contact can optionally belong to one client and can be associated with one or more projects.
An association links a contact to a project and controls which emails and approval links the contact receives.
A task belongs to one project. Users log time against a project/task pair.
A supplier is an external labor source. Supplier contacts are the people at that supplier.
A user is a person who signs in to your account.
A user group is a named set of users that can share project and task assignments.
An assignment controls which projects and tasks a user can log time to.

Time and Review Model

Each timesheet covers a seven-day workweek. The workweek starts on the day an administrator chooses in Admin Settings > Account Settings > Workweek Start. The default is Saturday.
A timesheet holds one user’s time for one workweek.
A timecard holds the daily hours and descriptions for one project/task pair on that timesheet.
Reviewers approve or reject each timecard, so one timesheet can contain approved, pending, and rejected timecards at the same time.