How projects and jobs fit together
A project is the top-level container that groups related work together. A job is an individual task or work package that sits inside a project. Workers clock their time against specific jobs — so CrewPulse can report labour per job, per project, per user, or per site.
8.1 Setting up a project
To create a new project, go to Projects in the left sidebar and click Create Project at the top.
The Create Project page has four panels: Project Details, Previous Projects, Upload Files, and Jobs Details.
Project Details
Fill in the following fields in the Project Details panel:
| Field | What to put there |
|---|---|
| Project Name * | How the project is identified across CrewPulse. Can include numbers and special characters — e.g. "Hydraulic Press | HYDP-TF5". |
| Project Status | Controls whether jobs show up on the Kiosk and Track apps. Only Active projects' jobs are visible to workers. You can switch between Active and Inactive any time. |
| Estimated Start / End Dates | Optional. The planned date range. When you edit an existing project, Actual Start and End Date fields also appear. |
| Budgeted Labour Cost | Optional. The planned labour budget in your organisation's currency (e.g. ZAR). Used to track actual vs. planned cost. |
| Project Managers | The system users who can manage this project. These are Management-app users, not field workers. |
Previous Projects
The Previous Projects panel (on the right of the Create Project page) lets you search for and reuse the job structure from an existing project. This saves a lot of time when a new project is similar to one you've run before. Drag a previous project onto the Project Details or Jobs Details section to copy the relevant details across.
Upload Files
The Upload Files panel has two ways to bulk-create jobs:
- Excel template — download a pre-formatted spreadsheet, fill in your jobs, then upload it back. This is currently the easiest way to add many jobs at once. You can also assign specific users or groups to jobs directly in the template. The descriptions inside the template act as a guide.
- Folder upload — upload a whole folder at once. CrewPulse creates a job for each file in the folder, using the file name as the job name. You can rename the jobs afterwards.
Jobs Details
The Jobs Details panel shows every job linked to this project — Job Name, Description, Estimated Labour Hours, Estimated Labour Cost, Assigned Workers, and Status.
You can add new jobs directly using the Add Job button, and edit existing jobs inline in this table.
When everything looks right, click Create in the top-right to save the project.
8.2 Understanding jobs
Jobs sit inside projects and represent the specific types of work your team will clock time against. Every work session a worker logs is recorded against a particular job.
You can create jobs in two ways:
- Inside a project's Jobs Details section (see above).
- Independently via the Jobs tab in the top navigation.
Job fields
| Field | Description |
|---|---|
| Job Name * | How the job shows up on the kiosk for workers — e.g. "Installation", "Job #", "Welding". |
| Project * | Links the job to a specific project. Every job must belong to a project. |
| Description | Optional. Extra context about what the job involves — e.g. "Install the manufactured components on site". |
| Assigned Workers | Which workers are allowed to clock time against this job. Multiple workers can be assigned, and one worker can appear on many jobs. |
| Linked Sites | Optional. Restricts the job to a specific location. Workers can only log time for it if they're clocked in at the linked site. |
| Budgeted Labour Hours | Optional. Estimated hours for the job. |
| Budgeted Labour Cost | Optional. Estimated labour cost for the job. Sits alongside the project-level budget for detailed cost tracking. |
| Job State | Controls whether workers can clock time against the job. Only Active jobs appear on the kiosk. Jobs can be set to Inactive without being deleted. |
8.3 Job visibility on the Kiosk and Track apps
A job only shows up for workers on the Kiosk and Track apps when all of the conditions below are true. If any of them is missing, the job is hidden.
- 1
The project is set to Active
Inactive projects are hidden from workers entirely
- 2
The job is set to Active
Inactive jobs are hidden, even if the project is active
- 3
The worker is assigned to the job
Workers only see jobs they have been assigned to
- 4
If the job is linked to a site…
…the worker must also be clocked in at that site.
Jobs with no site link are available from any location.
The four conditions that decide whether a job is visible on the Kiosk and Track apps.
