Frequently Asked Questions

We would recommend a demo to give you and overview of the system and then a trial. Then we offer training tailored to your required outcomes. We also have a handy how to guide that will walk you through the steps you need for a successful onboarding process which can be found here Quick Start Guide – TeamTrack Cloud

You can add your team members to be in a specific location via their user record. You can edit this by going to Modules > Team Members > Select your Team Member from the list and in the 'Actions' column select 'Edit'. Then in the 'Details' column, select the 'Location' field, you can then select the one from the list, relevant to the Team Member. Click 'Edit Team Member' to save the record. This will then allow you to manage your team groups based on location. These locations can be found in Modules > Location module.

CDM Module - see the pricing section of the TeamTrack website.
The CDM module is designed to help you assemble your event safety documents more efficiently. You can create presets for your Construction Phase Plan, Method Statements, Risk Assessments, and Health & Safety Policy.
Once a document is generated, it can be shared with the crew assigned to the event, who will then be prompted to confirm they have received and read it. You can also share documents with other team members, freelancers not assigned to the event, or even clients.
 
Project Tracker Module - see the pricing section of the TeamTrack website.
This module is ideal for tracking time spent on specific projects. For example, if you’re building a set piece, team members or freelancers can be assigned to the event and record their time spent on the task. They can specify what they worked on, add notes if needed, and everything gets logged against that project or event.
 
Xero Integration Module - see the pricing section of the TeamTrack website.
This module uses the rates you’ve set up in TeamTrack and pushes them through to Xero to generate PO lines. The PO is then pulled back into TeamTrack with a link to the PDF from Xero, which can be shared with freelancers alongside the booking confirmation.
 
Forms Module - see the pricing section of the TeamTrack website.
The Forms module allows you to create custom forms for your team and/or freelancers to complete. These can be general or event-specific, and you can decide who should see them in the app. Examples include:
A Venue Sign-Off form to confirm a site was left in its original condition.
An Equipment Responsibility form for warehouse use.
Consent forms for training or kit practice.
The form builder gives you flexibility in structure and actions — for example, you can configure notifications to alert someone when a form has been completed.
 
Files Module - see the pricing section of the TeamTrack website.
The Files module enables you to upload external files to TeamTrack, which can then be shared with people assigned to events. Files can be uploaded globally (available on all events), to specific venues (available only when an event takes place at that venue), or directly to a specific event.
 
TimeCard App - see the pricing section of the TeamTrack website.
The TimeCard App is a standalone sign-in app that works alongside the main system. It’s typically installed on a tablet in your reception or entrance, allowing team members, freelancers, and visitors to sign in when they arrive and out when they leave. If a freelancer or team member is assigned to a warehouse shift that day, signing in on the tablet will also log their attendance for that shift.
It also includes facial recognition functionality.

You can add new roles by going to the dashboard menu> select Modules > Events > Roles & Skills.  In here you have the option to add a new event role or skills .  
Click the 'Add Event Role / Skill' button on the right hand section. 
You will then see a popup, where you have the option to add the role or skill name.  
You can then select the group that this role or skill belongs to from the dropdown list.  
You also have the option to populate the other fields, to determine in which instance you would like the role / skill to be available.

A team member will continue to appear on the grid until the end date has passed. If this is part way through a month for example, then they will appear as they were available for part of the month. After this point, they will no longer appear on the grid.

Firstly once you have changed the email address linked to your TeamTrack account the companies you have updated the email address will need to accept the update and send you a new app link, once they have done this you should be able to access as expected.   If this is not the case, you will need to contact the companies you were linked with and ask them if they could send you a new app link, so you can access the app with your new email address.

To mark team members or freelancers as inactive, you can follow the below steps:

Team Member profiles:

Go to the "Team Members" page in the "Team" submenu.
In the Actions column for the duplicate profiles, click the dropdown arrow and select "Left Company".
Add a leaving date (this can be the same as the start date).
The profile will then be moved to the Inactive Team Members page, and you will no longer be charged for them.

Freelancer profiles:

Go to the "Active Freelancers" page in the "Freelancers" submenu.
In the Actions column for the freelancer profile, click the dropdown arrow and select "Make Inactive".
If you wish to delete the freelancer, go to the "Inactive Freelancers" page (also in the "Freelancers" submenu).
In the Actions column, click the dropdown arrow and select "Delete".
We do not delete team member profiles, and we recommend that you don’t delete freelancer profiles either, as this allows you to refer back to past events to see who was assigned to specific roles. As long as they’re marked as inactive, they won’t be selectable for upcoming event assignments or appear in your list when sending availability requests.

Creating Qualifications

From the Dashboard navigation bar, expand the “Qualifications” submenu.
Click “Manage Qualifications” to open the qualifications management page.
Use the “Add Qualification” button to create a new qualification (e.g. IPAF).
On the right-hand table, add qualification levels (e.g. 3a/3b – Mobile Vertical/Mobile Boom), and link them to the qualification (e.g. IPAF).
In the same modal, there are three toggles you can enable:Show on events – Allows you to filter people by qualification level when sending availability requests.
Show on freelancer forms – Enables freelancers to provide qualification details when filling out the form.
Show on grid hover – Displays the qualification level when hovering over someone’s name in the grid.

Assigning Qualifications to Team Members & Freelancers

Navigate to the Team Members or Freelancers page.
In the Actions column, click the dropdown and select “Edit” to open the profile.
Go to the “Development” tab and scroll to the Qualifications section.
Click “Add Qualification” to insert a set of input fields.
Select the qualification level and upload a certificate if applicable.
To add more qualifications, simply click “Add Qualification” again.

Allowing Team Members to Add Their Own Qualifications

If team members have access to update their profiles:They can click “My Profile” from the dashboard.
Scroll to the Skills & Qualifications section.
Click “Add Qualification” to input qualification levels and upload certificates.

Freelancers Adding Their Own Qualifications via the Freelancer Form

If the “Show on freelancer forms” toggle is enabled for a qualification level, freelancers will see it when completing the form.
They can select the qualification level and upload supporting documents.

Highlighting Expiring or Expired Qualifications on the Grid

To visually flag team members or freelancers with soon-to-expire or expired qualifications:
Go to General Settings (via the dashboard navigation).
Scroll to the TeamTrack Grid section.
Enable “Highlight Team with Expiring Qualifications”.
Save your settings.

With the correct permissions, you can to add other team members to your account.

To do this, go to the "Team Members" page under the "Team" submenu, which can be accessed from your dashboard. On the "Team Members" page, click the "Add Team Member" button to open a panel where you can enter the new team member’s details. A new user must have a username, first name, last name, password, and start date.

We recommend keeping the Team Role set to "User" unless the team member needs to add, edit, or update events. In that case, you should set their role to "Editor", which grants them additional access. If they require full system access, including viewing confidential information and managing access controls (e.g., a CEO or MD), then setting their role to "Admin" would be appropriate. However, we strongly recommend limiting the number of Admins to avoid potential access control issues. The Team Role setting can be found in the middle column of the "Details" tab when adding or editing a team member.

For you to assign skills on behalf of team members or freelancers you would need to go to Dashboard and then Freelancers Module, select Add Freelancer > Select a freelancer and then in 'Actions' select 'Edit'. Then go to the 'Skills and Qualifications' tab and then for the required skill click the down arrow and then select the radio button to choose the rating. Then click the 'Edit Freelancer' button to save the changes.

To find out more go here Freelancers – TeamTrack Cloud

To do this for team members go to Dashboard and then Team Members Module, select a Team Member and Select a freelancer and then in 'Actions' select 'Edit'. Then go to the 'Development' tab and then for the required skill click the down arrow and then select the radio button to choose the rating. Then click the 'Edit Freelancer' button to save the changes.

To find out more go here Team Members – TeamTrack Cloud

For freelancers to be able to access the app, they need to be linked with one or more companies that use TeamTrack.Once they are in your database, you can go to the "Email Freelancers" page in the "Freelancers" submenu, then:
Use "Select App Not Linked" to select freelancers who have the app but are not linked to your company.
Use "Select App Not Active" to select freelancers who do not yet have the app.
Or use "Select All" to select all freelancers in your database.
After making your selection, scroll down and click "Send App Link". This will send them an email prompting them to download the app. Once they download it, they’ll automatically be linked to your company. If they already have the app, the link will still be created, so they can simply ignore the email.
 
Please note, in order to send out App links you will need to have completed the Mailgun integration. If you have not done this yet, please us know and we can send you the required DNS records to get the Mailgun integration setup.

Go to Modules > Freelancers > Active Freelancers. Then go to select the required freelancer, in the 'Actions' column and select 'Edit'. In the 'Details' tab, populate the details for the 'Day Rate' and 'Day Rate Notes' as required

Go to Modules > Team Members> Active Team Members. Then go to select the required Team Member, in the 'Actions' column and select 'Edit'. In the 'Details' tab, populate the details for the 'Weekly Salary' and 'Monthly Salary' as required

This information will be used in calculating the cost of the project, which is visible .....................................................................
It will also display if the setting is enabled in General Settings > Misc > 'Show Rates in App Offers'.

Firstly you must send the freelancer form to the freelancer. You can access this from Modules > Freelancers > Freelancer form and copy the link at the top of the page which you can then paste into an email to your freelancer.
Alternatively, go to Modules > Freelancers > Email Freelancers and select the boxes that appear on the left of the freelancer(s) name and then select the 'Send Freelancer Form Link' that appears at the bottom of the page. When the freelancer responds to the request to complete the form, they then also complete any related NDA and Subcontractor Agreement Terms.

TeamTrack has a comprehensive set of granular permissions, which allows you to tailor the access you give to your crew. You can find out more here Group Permissions – TeamTrack Cloud

When you update your details through the TeamTrack app, the companies you work with should receive a notification letting them know that you’ve submitted an update. They will then need to accept the changes to update their database.
Once that’s done, they’ll need to send you a new app link associated with your updated email address. This will allow you to log in to the app using your new email.
When you next log in, simply enter your new email address, and you’ll receive a verification code in your new inbox to access the app.
If you’ve already updated your email address through the app but haven’t received a new app link in your new inbox, it may be worth reaching out to the companies you’re linked with to check if they’ve received your updates and can send you a new app link.

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Team Members have more extensive use of the system and available functionality including leave tracking The permissions they have can be extensive. Freelancers have more limited information and functionality, accessible via the TeamTrack app.

By default the time block for each person on the grid represents the the length of time of the shift that the individual has been allocated. It is possible for all to appear the same length by changing the setting in Dashboard > General Settings and then enabling the 'Make All Events Fill the Day Block' setting and then click 'Update Settings'.

By default the grid shows only freelancers that have been crewed on an event or who have shared their availability. It is possible to always show all freelancers on the grid, by enabling the settings. You can do this by going to Dashboard > General Settings > TeamTrack Grid and then enable the 'Show All Freelancers' settings and then 'Update Settings' to save changes. All freelancers will then appear on your grid.

We recommend initially getting used to the grid, by setting the view to Month using the options at the bottom left hand side of the page as this is the best way to get an overview of the events and staffing for the current month. You can use the < > navigation to move backwards and forwards throughout the year.

The best way to see the events that have not yet been fully crewed is by going to The Grid, selecting a date using the <> either side of the selected date, or clicking the date that appears and then selecting a date from the date picker. Then view by 'Events' (bottom left menu) and then in the top left, tick the 'Not crewed only' box. This will then show you the events that are not crewed. You can click on the visible event(s) to then see which role(s) and / or vehicle(s) need be filled.

Crew availability can be checked in a couple of different ways

Either directly from an event. You can do this once you have added the roles to the event, you can then select in the People tab > Specific event is selected by default and you then have a list of staff and freelancers appear that have the minimum level of skills required for the role. Tick the box next to the team members name and then select either saved messages or type out a message. You can select how to send the message, options available are Send SMS (where you have this optional module), Send email and Send push notification (will be delivered to the TeamTrack app).

You can also check general availability through the event, you then have the option to select dates. Tick the box next to the team members name and then select either saved messages or type out a message. You can select how to send the message, options available are Send SMS (where you have this optional module), Send email and Send push notification (will be delivered to the TeamTrack app).

Lastly, if you go to the bottom right menu, you can select 'New Availability Request'. Here you can make a new general request for availability for an event.

Where the availability request has been responded to a general request, the people will appear on the grid as available (green) or not available (red). To then assign them to an event you can do this via the event you requested the availability on or go to the grid and add an event for a specific person by clicking on the +.

Client details can easily be added to TeamTrack by going to Modules > Clients. Click 'Add Client', here you can add the key information related to your clients. Once you have populated the required fields in the Client, Finance and Contacts tabs, click 'Add Client' and your client will be saved. You will then be able to search and edit clients and when creating events, they will appear in the dropdown list to chose from.

When you create an event and then go to select staff in the 'People' tab .........................

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Once you have created your event or installation, you then have the option in the menu for the selected event called ' Global Event Info'. In here you can add all the key information related to the event. This can also then be made available within the app, by selecting the 'Add document to freelancer app'.

When you create a new event or installation and save it, in the top right menu for that event or install, select the 'Local Crew' menu item.
In here you select 'Add Crew Team'. Add the required fields. The crew information is saved automatically. Select the 'Export Crew' option, which will export the information and download.

You can update the units by going to the Team Members page. In the Actions column for the team member you wish to update, click the dropdown arrow and select "Change Team/Units". This will open a panel prompting you to enter the date from which you’d like the conversion to take effect, as the system needs this to calculate correctly. You can then set the "Overtime" unit to No.
Please note that if the user has any outstanding overtime due, the system won’t be able to convert the overtime unit to the Units or Hours type and those hours will have to be marked as paid separately/outside of the system — you’ll receive a warning if this is the case.
When performing this change, the system will create a new user profile with all the same details and mark the old profile as inactive. This ensures the new units are calculated correctly from the chosen conversion date. The system will also automatically split the holiday allocation between the old and new profiles, so for the remainder of the year/holiday year, you’ll see the team member listed twice on the holiday page, with each profile reflecting the allocation from its respective period.

To allow a team member to request leave, the non-working days option should be enabled. You also need to ensure that a leave allowance is set for the team member. The allowance can be added by going to My profile > Pay & Holiday tab and add a value (other than 0) in the Holiday / Vacation allowance available field.

It is possible to change the types of non working days available to request in the settings found in  Settings > Non Working Days.   In here you can enable / disable the available options.  These will then appear as options when team members request a non working day.

It is determined by the information that is provided by Google. This is more specific, if you enable this setting to 'precise location' in the app. We receive a location from the device and that is what we store, then from the location we retrieve street details and present those in the report.

The Check In / Check out functionality can be used and accessed in a few different ways using TeamTrack.

1. Go to the TeamTrack app and when logged in select the Check In / Check Out option in the menu. Then if have a shift and click 'Check In' and it will then check you in for the selected event.
2. In the TeamTrack app, if you don't have a shift on an event assigned to you, but have the option to check in enabled, select the date and time from the pickers and it will then check you in for the specified start time. You would then check out at the end of the shift.
3. For staff members who have access, they can also go to the web application and then to Modules> Check in / Check out menu and either select an event or chose the 'Manual Check In' option .

It depends upon the workflow that your organisation uses. Both of these options are available within TeamTrack.

Set the working hours
You would firstly need to ensure that weekly working hours and days are set.
In the users individual record go to Team Members > Details, then in the 'Working Hours' section, you can set a value for Working hours for weekdays and Saturday and Sunday, along with Weekly regular hours and Monthly regular hours .

To enable Lieu settings in TeamTrack
These can be enabled in Settings >General Settings Non-Working Days . Add value to Non-Working days before pay and select the Lieu units from the dropdown list (days or hours can be selected).
You can enable the 'Enable Lieu /Overtime Earned to be requested' by the person who has earnt the time.
You can also set to 'Send Lieu / Overtime Earned Request Acknowledgement' this will then send a message to the requestor when they have earnt lieu or overtime is requested.
In Settings > Non-Working Days ensure that Lieu are enabled, this is so that the option appears when staff make a request.
In the users individual record go to Team Members > Pay & Holiday, in the 'Auto-Payments' section, you can set a value for 'Lieu Auto payments'.

To enable Overtime settings in TeamTrack
These can be enabled in Settings >General Settings Non-Working Days . Add value to Non-Working days before pay and select the Lieu units from the dropdown list (days or hours can be selected).
You can enable the 'Enable Lieu /Overtime Earned to be requested' by the person who has earnt the time.
You can also set to 'Send Lieu / Overtime Earned Request Acknowledgement' this will then send a message to the requestor when they have earnt lieu or overtime is requested.
In Settings > Non-Working Days ensure that Lieu are enabled, this is so that the option appears when staff make a request.
In the users individual record go to Team Members > Pay & Holiday, in the 'Auto-Payments' section, you can set a value for 'Overtime Auto payments'.

Viewing lieu
When a staff member then exceeds the weekly or monthly hours as set in their working hours settings, this will then be tracked in Modules > Team > Lieu. Here you will see the Lieu values for an individual for the lieu earned, taken, brought forward, earned to date, taken to date, already paid and balance due.

Viewing Overtime

When a staff member then exceeds the weekly or monthly hours as set in their working hours settings, this will then be tracked in Modules > Team > Overtime. Here you will the Overtime values for an individual for the overtime earned, taken, brought forward, earned to date, taken to date, paid and balance due.

Approve / Reject Lieu and Overtime requests

To approve or reject lieu and overtime requests (where you have permissions to do so), you will see an option in the bottom right + menu.
Select Lieu / Overtime approval option.
You will then see for those staff you are an approver for and have overtime or lieu to approve, appear in the list of unapproved requests. Here you can click 'View' next to the request and this will take you to the staff member and date in the grid for which the request was generated. You can then approve or deny the request, this will then generate a notification to the requestor.

If you want to designate a specific person to approve holidays for someone, you’ll first need to ensure the person who will be approving holidays is in a group with the correct access controls. To do this:
Go to the "Group Permissions" page, accessed from the Dashboard in the "Access Controls" submenu.
Select the group that includes the person who needs to be able to approve holidays. (Ensure this is not the same group as the general users, otherwise, they’ll have the same level of access.)
Scroll down to the "Non-Working Days (Management / Approval)" section.
Enable one of the following options:Team Holiday (To view all team members' holiday information) and Approve Non-Working Days (To approve non-working days for all team members).
Team Holiday - Managed Groups Only (Access holiday information for teams you manage—these groups are set in the user’s profile via the "Manage Selected Teams & Contractor Groups" input) and Approve Non-Working Days - Managed Groups Only (Approve non-working days for teams you manage).
Team Holiday - Approver / Backup Approver Only (Access holiday information for people you are an approver or backup approver for) and Approve Non-Working Days - Approver / Backup Approver Only (Approve non-working days for people you are an approver or backup approver for).
Scroll to the bottom and select "Edit Group" to save the changes.

Once the group permissions are correctly set, go to the profile of the person who should be able to approve holidays and then:

Go to the "Pay & Holiday" tab and find the "Permissions" section.
Set "Add & Authorize Holiday (Holiday, Lieu and Holiday Free Days)" to "Yes" and click "Edit Team Member" to save the changes.
Finally, go to the profile of the person for whom you want to set the approver. On the "Details" tab, in the middle column, scroll to the bottom, and in the "Non-Working Days Approved By" and "Non-Working Days Approved By Backup" fields, choose the primary person who should approve the holidays and set a backup person in case the main approver is unavailable.

The timecard module can be used by your organisation, when enabled in TeamTrack. TimeCard App pricing is available in the pricing section of the TeamTrack website.
The TimeCard App is a standalone sign-in app that works alongside the main system. It’s typically installed on a tablet in your reception or entrance, allowing team members, freelancers, and visitors to sign in when they arrive and out when they leave. If a freelancer or team member is assigned to a warehouse shift that day, signing in on the tablet will also log their attendance for that shift.
It also includes facial recognition functionality.

Using the Forms module in TeamTrack, you can configure exactly what data you need to collect. Forms can be set to appear in the app for all events or for specific event types. You can also control who is allowed to complete them — for example, everyone on the event or only the project manager.
If you’re using a form as a job sign-off, the team member on site can complete it directly through the app. You can also set the form to send a notification to another team member whenever a submission is made.

Yes you can. You just need to ensure you have the optional CDM Module enabled with current pricing available in the pricing section of the TeamTrack website.
The CDM module is designed to help you assemble your event safety documents more efficiently.
You can create pre-sets for your Construction Phase Plan, Method Statements, Risk Assessments, and Health & Safety Policy.
Once a document is generated, it can be shared with the crew assigned to the event, who will then be prompted to confirm they have received and read it.
You can also share documents with other team members, freelancers not assigned to the event, or even clients.

Yes you can. Just let us know and we can enable the Files Module which is an optional module with current pricing available in the pricing section of the TeamTrack website.
The Files module enables you to upload external files to TeamTrack, which can then be shared with people assigned to events.
Files can be uploaded globally (available on all events), to specific venues (available only when an event takes place at that venue), or directly to a specific event.

You can subscribe to your TeamTrack calendar feed, by going to your My Profile and then in the 'Details tab' copy the 'Calendar Feed' URL. Then in your Google Calendar you can subscribe to the calendar in Google, by pasting the URL you copied from TeamTrack. The frequency of the data sync from TeamTrack to your Google Calendar is determined by Google, but when it does, changes made in TeamTrack will be updated in your Google Calendar.

When you send out an availability request to team members and freelancers, if the setting is enabled in General Settings > Messaging > there are several options that can be enabled to ensure you and those making availability requests receive an email notification advising that a response has been received.

These options include:

Email Requestor On Availability Request Response
Email Requestor On Confirmation Response
Email Requestor On Confirmation Rejection

You also have these additional options that can be enabled:

Availability Request Event Venue
Availability Request Dates On Email
Availability Request Project Manager On Email

It is likely that the event has changed name in TeamTrack, therefore we would recommend searching using the bottom right event search and use the event reference that has been allocated to it.  You should then find the event you are looking for.

If you’d like to add default messages into the system, you can do so from the Events module in the dashboard.

Under Availability Messages, you can create messages to quickly select from when sending out availability requests.

In Not Required Messages, you can add default messages to use when informing people who responded to availability requests that they’re not required.

The Confirmation Messages section allows you to set up default confirmation messages for booking confirmations.

Finally, the Cancellation Messages page lets you add default messages for when you need to cancel someone from a role on an event.

TeamTrack integrates with MailGun to ensure reliable delivery of emails that are generated by TeamTrack. You can find out more about MailGun integration here Mailgun Integration – TeamTrack Cloud