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Field Crew Time Management
A time management system, delivered for multiple clients in paving and heavy construction, that records crew hours by job, with a CRM added where needed.
Business goals
Our clients run field crews in paving, aggregate and heavy construction. Their people start at a yard, travel to changing sites, and may work more than one job in a day. Hours were written on paper and handed in at the end of the week, when details were already fuzzy. These companies needed accurate hours by job, less time spent chasing timesheets, and for some of them a CRM to manage customers and upcoming work.
Project overview
Hexagon delivered a time management system that multiple clients use for their field crews. Workers or foremen record time by job from a phone. Supervisors review and approve the hours, and the office gets totals it can use for payroll and job cost. For clients who also wanted to manage customers and sales follow-up, we added a CRM alongside it, so the job a crew reports time against ties back to the customer.
Challenges faced and solved
When a crew moves between sites all week, a paper timesheet is the least reliable record in the company.
Timesheets written from memory
A foreman filling in the week's hours on Friday is guessing at start times and job splits. Small errors repeat across a whole crew, and they land directly in payroll and job cost.
We let crews record time on the day it happens, from a phone, so hours are logged while the details are still fresh.
One worker, several jobs in a day
A paving crew might patch one site in the morning and seal another after lunch. Lump-sum daily hours tell the owner nothing about what each of those jobs actually cost.
We tied time entries to job codes, so one day's hours can be split between sites as the crew moves.
Chasing paper back to the office
Crews working far from the yard may not come in for days. Payroll staff end up phoning foremen, deciphering handwriting and rekeying hours under a deadline every single pay period.
We send entries straight to the office for review, so payroll staff work from typed records and no longer wait on a paper hand-in.
Separating customers from crews
Companies selling to many property owners and agencies may keep customer notes apart from job records. Staff then cannot easily connect a customer's request with the crew hours spent answering it.
We offered a CRM for the clients who needed it, keeping customer records and follow-up connected to the jobs crews report time on.
Features
| Feature | Description |
|---|---|
| Crews and foremen | |
| 1. Mobile Time Entry | Workers record start and stop times from a phone at the site, with no paper to carry back. |
| 2. Job Code Selection | Each entry is assigned to a job, so hours follow the work rather than simply the calendar. |
| 3. Crew Entry by Foreman | A foreman can log hours for the crew together, which suits crews who work as a unit and share one lead. |
| 4. Job Switching | Moving from one site to another starts a new entry for the next job, keeping a split day accurate. |
| 5. Timesheet History | Workers can see the hours they submitted, which cuts down on payday questions. |
| 6. Time Notes | A short note can explain weather delays or equipment downtime while the reason is still remembered. |
| Supervisors | |
| 7. Hours Review and Approval | Supervisors check and approve entries before payroll sees them, catching errors while the crew can still answer questions. |
| 8. Correction Requests | Mistaken entries are corrected through the system rather than crossed out on a page, so the change is recorded. |
| 9. Crew Hours View | A single screen shows who has submitted time and who is still missing for the period. |
| Payroll and the office | |
| 10. Payroll-Ready Totals | Approved hours roll up by person and pay period, reducing the rekeying that goes with every payroll run. |
| 11. Hours by Job Reports | Labor hours per job show where crew time went, giving owners a better basis for the next bid. |
| 12. Regular and Overtime Totals | Hours are totaled by week so staff can see overtime before the payroll deadline arrives. |
| 13. Time Data Export | Approved time can be exported for use in the client's accounting or payroll process. |
| Sales and customer staff (selected clients) | |
| 14. Customer Records | Property owners, agencies and contractors are kept in one list with their contact details and past work. |
| 15. Lead and Quote Follow-Up | Staff track requests for quotes and the next step on each, so seasonal demand doesn't slip through. |
| 16. Customer to Job Link | A customer's record connects to the job the crew works on, so sales and field records stay aligned. |
How the platform is put together
Each layer has one job.
The result
Our clients now record field hours by job in a system rather than on paper. Those who took the CRM option also keep customers and follow-up connected to that work.
| Area | Before | After |
|---|---|---|
| Recording hours | Paper filled in at the end of the week | Phone entries made at the job on the day |
| Hours per job | Daily totals with no job split | Each entry assigned to a job code |
| Approvals | Handwritten sheets reviewed at the office | Supervisor approval in the system |
| Customer follow-up | Separate notes, for clients using the CRM | Customer records and quotes linked to jobs |
How we took it from idea to launch
Good software follows a process. Here are the six stages, and what happens in each one.
Discovery & Requirements
Goal: Define the product vision, target audience and core business requirements.
Key activities- Stakeholder interviews
- Market and competitor research
- Defining user personas
- Drafting technical specifications or a Product Requirements Document (PRD)
Design (UX / UI)
Goal: Create an intuitive user experience and visual interface.
Key activities- UX design: information architecture, user flows and wireframes
- UI design: high-fidelity mockups and interactive prototypes in Figma or similar tools
- Design system: colors, typography and component libraries
Development: Frontend & Backend
Goal: Build the functional application using agile sprints.
Key activities- Backend: set up databases, design APIs (REST, GraphQL), implement server logic, and configure authentication and authorization (OAuth, RBAC)
- Frontend: build responsive interfaces and connect components to backend APIs
- Version control: manage code through Git and GitHub
Security & Optimization
Goal: Harden the application against vulnerabilities and boost performance.
Key activities- Security: address the OWASP Top 10, including injection, XSS and CSRF, enforce encryption in transit and at rest, and implement rate limiting
- Optimization: code splitting and lazy loading, database indexing, API caching and load testing
- QA and testing: unit, integration and end-to-end tests
Beta Release
Goal: Deploy to a controlled group of real users to catch edge-case bugs and gather feedback.
Key activities- Set up staging and production CI/CD pipelines
- Launch a closed or open beta with real users
- Monitor errors through observability tools
Public Release (Launch)
Goal: Roll the software out to the general public.
Key activities- Final production deployment
- DNS configuration
- Marketing and onboarding rollout
- Post-launch performance and security monitoring
Business benefits
Time gets recorded close to when the work happened.
Actual labor hours by job inform the next estimate.
Office staff begin from approved, typed totals.
Clients can add a CRM when customer tracking becomes the next need.
Conclusion
Labor is one of the largest costs on a paving or heavy construction job, and it is often the least precisely recorded. Hexagon built this system so that crews could log time at the site, supervisors could approve it quickly, and the office could see hours by job. Some clients added a CRM to bring customers into the same picture. If your Fridays still involve chasing paper timesheets from the field, give us a call and walk us through a typical pay week.
Talk to us about your projectRelated services: business process automation · mobile app development · custom software development
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