> For the complete documentation index, see [llms.txt](https://help.rinsebase.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.rinsebase.com/crew-management.md). # Crew Management Add your crew, send their app invites, set roles and pay, and manage who is available on which days. Everything here lives on the **Team** page, which only the account owner can open. ## The Team page Go to **Team** in the sidebar. It has five tabs: | Tab | What it's for | | ------------------ | ---------------------------------------------------------------------------------------------- | | **Roster** | One card per crew member: invite status, contact, pay, workload, and actions | | **$ Payroll** | Earnings per crew member for the selected period, with **↓ Export CSV** | | **⏱ Time logs** | Every clock-in and clock-out, including anyone **on the clock now** | | **Performance** | Jobs assigned, completed, cancelled, completion rate, hours, earnings (Growth plan and up) | | **◷ Availability** | Weekly working days and time off (see [Availability and time off](#availability-and-time-off)) | Payroll review, approval, and payroll-provider exports are covered in [Reports & Payroll](/reports-and-payroll.md). ## Adding a crew member 1. On the **Roster** tab, click **+ Add crew member**. 2. Fill in the **Invite crew member** form: * **Full name** (required) * **Email** (required, because the invite is sent there and it becomes their login) * **Phone** * **Role**: Manager, Dispatcher, Lead cleaner, Cleaner, or Trainee * **Pay type**: **Annual salary (bi-weekly)**, **Hourly**, or **Per job**, then the matching rate * **Preferred language**: English or Español. The web app opens in this language when they sign in. In the crew app, they choose English, Spanish or Portuguese on their **Profile** tab. 3. Click **Add to team**. Rinsebase adds them to your roster and sends the invite email immediately. If the email fails to send, they're still added. Open their card and resend once the address is right. To make someone an **Inspector** or **Laundry runner**, add them first, then change their role under **✏ Edit profile**. The invite form doesn't list those two roles. ### What the invite email does The email comes from your company name (and logo, if you've set one). It shows their role, pay rate, and login email, tells them to download the Rinsebase crew app, and has a **Set up my account →** button. * The button opens a page where they choose their own password (at least 8 characters). There's no temporary password. * **The link is valid for 30 days.** * Once they've set a password, they sign in to the crew app (or at app.rinsebase.com) with that email and password. ### Invite status on the roster Each card shows one of these badges: | Badge | Meaning | | --------------------------- | ------------------------------------------------------------- | | **Joined** | They've set up their account | | **Invite sent** | Emailed, waiting for them to set a password | | **Invite expired — resend** | The 30-day link lapsed. The old link no longer works | | **Not invited** | No invite has been sent yet | | **No email — can't log in** | There's no email on file, so they can't be invited or sign in | When any invite has expired, or any active crew member has no email, a banner at the top of the roster lists them. ### Resending an invite or resetting a password The button on each card changes with their status: * **✉ Send invite**: they've never been invited. * **↺ Resend invite**: sends a fresh 30-day link. Use this for anyone showing **Invite expired — resend**. * **🔑 Send password reset**: they already have an account. The email lets them set a new password and confirms that address as their sign-in email. This is your fix when a crew member is locked out. * **+ Add email to invite**: shown when there's no email. It opens their profile so you can add one. ### Crew with no email Login is by email, so a crew member without one can never sign in. They can still be assigned to jobs, but nobody will see those jobs. This usually happens with imported crew. Add an email under **✏ Edit profile**, save, then click **✉ Send invite**. An email address can only belong to one Rinsebase company. If a crew member already has a login with another company, use a different email for them. ## Roles Only the owner can open **Team**, **Invoices**, **Payroll**, **Messages**, **Reports**, **Promotions**, **Reviews**, and **Settings**, whatever role anyone else has. | Role | What they get | | ------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | **Owner** | Everything | | **Manager** | Office view: Dashboard, Schedule, Dispatch board, Jobs, Forecast, Safety alerts, Clients, Bookings, Quotes, Mileage, Hiring, Fleet & equipment, Incidents & Supplies, Supply closet, Linen | | **Dispatcher** | Office view: Dashboard, Schedule, Dispatch board, Jobs, Safety alerts, Supplies | | **Lead cleaner** | Crew view. Can be marked lead on a job (and paid a lead rate) | | **Cleaner** | Crew view: their jobs, clock in/out, photos, checklists, mileage | | **Trainee** | Crew view | | **Inspector** | Crew view. Receives inspection jobs | | **Laundry runner** | Crew view. Receives laundry runs and logs mileage | For the full permissions breakdown, see [Settings](/settings.md). ### The crew view on the web Crew-level roles who sign in at app.rinsebase.com see a crew layout: **Dashboard**, **Active job**, **My jobs**, **My mileage**, and **Profile & pay**. Most crew use the mobile app. See the [Mobile App Guide](/mobile-app-guide.md). ## Editing a crew member Click **✏ Edit profile** on their card to open their employee file. The sections are: * **Personal information**: legal name, a **Nickname (shown in chat & schedules)**, email, phone, date of birth, driver's license, and home address * **Emergency contact** * **Employment**: role, **Status** (Active or Inactive), preferred language, hire date, end date, and internal notes * **Pay structure** (see below) * **Tax information**: SSN, W-4 filing status, and allowances. Only the owner can see these. * **Direct deposit**: bank name, routing, and account number * **Payroll provider IDs**: ADP RUN File # and Paychex Worker ID, which are added to your payroll export Click **Save employee file**. You can't remove your own owner role. Another owner has to change it. ### Pay types | Pay type | How they're paid | | --------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | **Salary or fixed recurring fee** | A fixed yearly amount, paid every pay period whether or not they work any jobs. Choose weekly, bi-weekly, semi-monthly, or monthly frequency. Good for admin staff or a contractor on a retainer | | **Hourly (all jobs)** | Hourly rate × hours clocked | | **Flat rate (all jobs)** | One per-job rate for every clean | | **Mixed — hourly + turnover flat rate** | Regular cleans are paid hourly. Airbnb/turnover cleans pay a flat rate | | **Mixed — hourly + turnover % share** | Regular cleans are paid hourly. Turnover cleans pay a percentage of the clean's price, split with the rest of the crew on it | | **Revenue share (% of each clean)** | A percentage of each clean's price | You can't save a new pay type with a blank rate. A blank rate would record them as earning $0. If someone is doing work with no pay rate, the roster and payroll tabs show a warning so you can fix it. **Property rates win.** If a property has its own crew rate, that rate is used instead of the profile rate, for hourly and flat-rate crew alike. See [Per-property pay rates](#per-property-pay-rates). ### Deactivating and removing * **Deactivate** on a card cuts their access right away and signs them out of every device. They stay on your roster, and their hours, jobs, photos, and payroll are kept. **Activate** brings them back. * Right after you deactivate someone, you're offered **Permanently delete login**. This deletes their account for good and takes them off upcoming jobs. Their work history stays. You can also do this later with **Remove** on any inactive card. ## Seats and plan limits Every active crew member except the owner uses a seat. Inactive crew don't. | Plan | Crew included | Up to | | ------- | ------------- | ----- | | Starter | 3 | 5 | | Growth | 5 | 10 | | Pro | 10 | 19 | | Scale | 20 | 40 | Each extra seat costs $20/month ($15 for founding members), based on your highest crew count that month. At standard prices a plan covers up to the crew count in the **Up to** column; founding members have no limit. **Settings → Billing** shows your active crew, included seats, and extra seats. It also tells you when a higher plan would cost less than paying for extra seats. ## Availability and time off Open **Team → ◷ Availability**. The owner dashboard also shows pending time-off requests and links here. ### Weekly schedule On the **Weekly schedule** tab, click a day to mark someone as working (✓) or off (—), then set their start and end times for each working day. The **Weekly capacity summary** shows how many crew are available each day. Once you've marked any day for a crew member, they're treated as available only on their ✓ days. Crew you've never set up are treated as available every day. ### Time off & PTO Time-off types are **PTO**, **Sick**, **Personal**, **Unpaid**, and **Holiday**. * **Crew requests:** crew send requests from **Profile → Time off → Request time off** in the mobile app, or from their web dashboard. Requests arrive as pending. * **Approve or deny:** in **All time off entries**, click **✓** to approve or **✕** to deny. **🗑** removes an entry. * **Add it yourself:** click **+ Add time off**, then pick the crew member, type, dates, and an optional note. Time off you add is approved automatically. When time off is approved or added, that person is **taken off any open jobs in those dates**, and the jobs are flagged as needing crew so you can reassign them. ### How availability affects assignment * **Automatic assignment.** New jobs are assigned to the property's **Default crew** (set on the property page) only if every default crew member is active, has no approved time off that day, isn't marked off that weekday, and isn't already booked at that time. If anyone fails those checks, the job is left unassigned for you to staff. * **Manual assignment.** When you drag or assign someone who has approved time off, or who doesn't normally work that weekday, you get an **Assign anyway?** prompt that explains why. Pending requests appear in the crew picker for information only and don't block anything. ## Per-property pay rates Open a property and go to **Pricing & pay rates** to pay crew differently at that property. Per-property pay rates are on every plan; splitting a flat amount across the crew is on the Pro plan and up. * **Crew pay** for each service: **Flat $**, **Hourly** (their profile rate × hours clocked), **% of job**, or **Not tracked** (paid outside Rinsebase). A flat amount can be per person or split across the crew. * **★ Lead pay**: an extra flat amount, the lead's hourly rate, or a percentage of the job for whoever leads the clean. * If the property uses automatic pricing, open **👷 Flat crew pay rates (optional)** to set one flat rate per clean, split it equally across the crew, or override the rate for individual crew members. ## Clocking in: per job or day-long shifts By default, crew clock in and out on each job in the mobile app. In the app they tap **On my way** when they leave, which marks the job en route and shows them on the Dispatch board. Some companies pay by the day instead. In **day-long shift** mode, crew tap **Start my day** once and **End my day** when they finish. Their shift time is what gets paid, and starting or completing each job only updates its status and photo proof. There's no switch for this in Settings, so contact Rinsebase support to turn it on. A shift left open for more than 16 hours closes itself at 16 hours and is marked "Auto-closed: forgot to clock out" in **Time logs** so you can correct it. **Auto clock-in on arrival** (Growth plan and up) starts the clock automatically when GPS confirms a crew member has arrived at the property. Turn it on in **Settings → Features**. It doesn't apply in day-long shift mode. ## GPS, live map, and safety * **Live map:** crew who are en route or clocked in (or on a day shift) show on the **Dispatch board**. Anyone en route appears in purple. * **Left-site alert:** if a crew member is more than about 300 m from the property while still clocked in, their phone sends them a reminder notification. * **SOS:** crew can press and hold **SOS** in the mobile app to send an emergency alert with their location. Owners, managers, and dispatchers see it under **Safety alerts** and on the Dispatch board. ## Crew notifications * **Assignment push:** crew get a push notification when they're put on a scheduled job starting within the next 14 days. Jobs still pending approval don't trigger one, and each crew member is notified once per job. * **Clock-out reminder text:** if someone is still clocked in 30 minutes past the job's expected length, they get a text reminding them to clock out. They need a phone number on their profile. * **Quiet hours:** under **Settings → Notifications**, **Hold my team's alerts overnight** keeps alerts to you and your crew between 7am and 9pm your time. It's on by default. ## Team chat **Messages** in the sidebar (owner only) is your team chat, with **Channels**, **Groups** (use **+ New** to start one with at least two members), and **Direct Messages**. Crew use the **Chat** tab in the mobile app. ## Related * [Mobile App Guide](/mobile-app-guide.md) * [Scheduling](/scheduling.md) * [Reports & Payroll](/reports-and-payroll.md) * [Settings](/settings.md)