how it works

every main job in rocteams, step by step — done in the app, or by asking the assistant in plain words.

set up a site

a site is where people work and clock in. its rules decide how every hour there is paid and billed.

in the app
  1. sites → add site. give it a name, the address and its timezone — it decides what 7:00 means.
  2. set the payroll week ending, the overtime threshold and the break policy. they apply to every shift and punch at this site.
  3. add at least one position with a pay rate and a bill rate — without a bill rate its hours bill $0.
  4. on the site's page, turn on the gps geofence if mobile clock-ins must happen on site, and fleet kiosk mode if drivers log their vehicle there.
or ask the assistant
set up a site called riverside yard in miami, week ends saturday, laborers at $22 pay and $38 bill
the site card opens filled in with what you said; add anything missing and confirm.
what are we billing for riverside?
each position's bill rate at that site.
on the add-site page, “describe the site” fills the whole form from one sentence.

add a new hire

one record, used everywhere: scheduling, clocking in, payroll and their work history.

in the app
  1. talent → add employee. they need a phone or email, a start date and their date of birth.
  2. a site and position can be set now or once they're placed — they need a site to clock in, and a position so their hours are paid and billed.
  3. save. their kiosk pin is made for them; under system access, give them a login for the phone app.
or ask the assistant
add sofia reyes, laborer at riverside, starts monday, 555-0142
the hire card opens with what you said as pills — tap one to change it — and asks only for what's missing. confirm and she's on the roster.
on the add-employee page, “describe them” fills the form from one sentence. date of birth and home address are never shown in the chat.

put people on sites, positions and projects

what someone can be scheduled on, clock in to, and book their time to.

in the app
  1. talent → open the person → locations & roles.
  2. tick the sites they work at, their position at each, and their departments.
  3. under projects, tick the jobs they can book time to — or scheduling them on a project's shift does it for you.
or ask the assistant
put ana and ben on riverside as laborers
both on the site with the position — the department comes with it.
make luis a foreman at riverside
the position, and the site if he wasn't on it.
put fabian and luis on 2504
both on the project, so they can pick it when they clock in.
every change here, in the app or the chat, lands on the person's work history.

build the schedule

the canvas is a week at a site. it creates itself the first time you place a shift.

in the app
  1. scheduling → open the site's canvas.
  2. in the side panel, the shift builder holds your shifts — “day 7-3”, “late 2-10” — with how many people each needs.
  3. drag a shift onto a person's day, or click the day and choose one. time off and expired certifications refuse it; overtime turns amber, with who could take it instead.
  4. to book shifts to a job, click a project to make it active, or drag it onto a shift.
  5. switch between payroll week, rolling 7-day and from today. when it's ready, publish it — and export to print the week or the whole month.
or ask the assistant
schedule diego at riverside tomorrow 7 to 3
the shift, checked for time off, clashes and certifications; confirm to place it.
auto-staff next week at riverside
next week built from the last published one, with anyone who can't work skipped and said so.
after you publish, the canvas counts changes since — so you know when the copy on the wall is out of date.

call-offs and open shifts

a shift nobody's on is its own thing — easy to see, easy to fill.

in the app
  1. on the canvas side panel, open shifts lists every gap. + open shift posts a new one.
  2. drag an open shift onto someone to fill it — the same checks as placing any shift.
  3. or offer to all: everyone who fits gets it in their app, and the first to accept on their clock screen gets the shift.
or ask the assistant
ana called off tomorrow
her shifts become open shifts, noted on her history, each with who can cover without overtime — fill one or offer to all.
who can cover saturday at riverside?
the people who fit, with their hours this week.
we need one more laborer friday 7 to 3
an open shift posted, with who could take it.

time off

approved time off blocks the schedule, so nobody gets put on a day they're away.

in the app
  1. time hub → time off lists every request: approve or reject in a tap.
  2. log request enters time off for someone — it's approved straight away.
  3. approved days show on the canvas and on the worker's phone.
or ask the assistant
give ana friday off, sick
approved time off; any shift she had that day becomes an open shift, with who can cover.
who's on leave this week?
everyone off, and when.

clocking in — phone and kiosk

workers clock in on their phone, or at a shared kiosk with a pin.

in the app
  1. phone: they choose the site, position and — if they're on any — the project, then start shift. a photo is taken, and the gps is checked against the site's geofence.
  2. breaks and clock-out are on the same screen. at a fleet site, clock-out asks for the vehicle's odometer.
  3. kiosk: time hub → devices sets up a site's kiosk; open it on a tablet there. workers type their pin, and it asks for their role or project if they have more than one.
  4. if someone can't clock in, the screen says why — not on a site yet, or an expired certification.
or ask the assistant
who's clocked in right now?
everyone on the clock, where, and since when.
workers' phones have no assistant — they do one job, fast.

approve and fix timesheets

check the week before payroll; correct what's wrong, with a record of every change.

in the app
  1. time hub → approvals. check before approving flags missing clock-outs and unusually long shifts.
  2. open a person to see each punch; approve or reject one, or approve all for the dates shown. flagged punches (an offline punch outside the site, say) are held back to approve one by one.
  3. time hub → timesheets shows the week as a grid; add punch enters a missed one.
  4. open a punch to see its timecard — gps map and photos — and edit its times or project. every edit is recorded on the person's history; a paid punch is locked.
or ask the assistant
check this week's punches
the punches to look at, and why.
approve this week's timesheets for riverside
every punch with approve and reject, the ones that need a look first. someone with nothing to look at can be approved in one tap.
times are only ever changed by a person, in the app — the assistant lays the punches out and you approve them; it never approves or rewrites a punch itself.

payroll and reports

approved hours, overtime as you pay it, and the exports your payroll tool takes.

in the app
  1. time hub → pre-payroll: pick the period, filter by site, department, position or project.
  2. download the pdf or csv, or export straight to gusto or quickbooks.
  3. the employee pay rate report splits each person's hours by job and task, with overtime counted where it starts.
or ask the assistant
payroll hours for riverside this week
paid hours, overtime, pto, unapproved punches and billable total, with links to the report and pdf.
is anyone close to overtime?
who's near or over their threshold this week.

projects and job cost

jobs with your own job numbers, picked at clock-in, costed in a report.

in the app
  1. on the site's canvas side panel, + new project — give it its job number if it has one.
  2. put people on it: the pencil on the project (tick who works it), their profile's projects, or just schedule them on a shift tagged with it.
  3. at clock-in they pick the project — only theirs at that site. managers can correct it on the timecard.
  4. time hub → pre-payroll → project labor cost: hours, labor, billed and margin per job and per person, as a page, pdf or csv.
or ask the assistant
put ana and ben on 2500
both on the project, recorded on their history.
what did 2500 cost us last week?
hours, labor at straight time, billed and margin — with the report and pdf.
labor cost is straight time; overtime is one line for the period, the way payroll pays it.

certifications and documents

an expired certification stops the shift before it reaches the site.

in the app
  1. talent → open the person → documents: upload it with its expiry date, and tick blocks scheduling if it's required for work.
  2. renewing keeps the old one on file for the audit trail.
  3. expiring documents show on the talent hub and in what needs you; once expired, it blocks scheduling and clock-in.
or ask the assistant
which documents are expiring in the next 30 days?
who, which document, and whether it blocks their shifts.

fleet

vehicles shared between drivers, miles from the odometer, service on time.

in the app
  1. fleet → add vehicle (managers): name, plate, odometer, and tick the drivers who may use it.
  2. turn on fleet kiosk mode on the site where drivers start.
  3. at clock-out the driver picks the vehicle and enters the odometer; rocteams works out the miles and puts them on the timecard.
  4. service and safety dates come up before they're due.
or ask the assistant
nothing to ask here yet — this one's done in the app.
fleet doesn't have questions for the assistant yet.

using the assistant

ask the way you'd text it. it shows what it will change and waits for your confirm.

in the app
  1. press ⌘k (ctrl+k) anywhere, or the round button at the bottom right. on a phone, the same button opens it full screen.
  2. it opens on what needs you — expiring documents, overtime, open shifts, timesheets and time off — tap one to see it.
  3. expand for the full screen: your conversations on the left (kept 30 days), what it's working on beside the chat. tick always open like this to start there.
  4. anything that changes data shows a card first; nothing happens until you confirm. it only does what your own access allows, and never puts personal details in the chat.
or ask the assistant
how do i give someone a login?
the steps, and a button to the right page.
credits come with your plan each month; a request uses one, and the what-needs-you view it opens on costs nothing.
try it in the live demo