Not everyone has the same permissions in the app. The foreman has extra functions that a regular crew member doesn't have. This article explains the difference and how the foreman functions work.
Step 1 - Difference between foreman and crew member
Function | Foreman | Crew member |
Viewing job information | Yes | Yes |
Navigation | Yes | Yes |
Taking photos | Yes | Yes |
Reporting damage | Yes | Yes |
Starting and stopping the job | Yes | No |
Recording hours (for everyone) | Yes | No |
Customer signature | Yes | No |
Handling payment | Yes | No |
Recording material usage | Yes | Limited |
The foreman is assigned per job in the planning. Not every employee needs foreman permissions.
Note: Don't give everyone foreman permissions. If everyone can record hours, you no longer know who filled in what. Assign a foreman per job, and that person is responsible for the recording.
Step 2 - The start-up ritual with four moments
Time recording in the app works with four moments that the foreman logs. This is the start-up ritual that's the same for every job.
Moment 1 - Start driving: The foreman taps Start driving when the crew leaves from the warehouse or starting point. This records the departure moment.
Moment 2 - Arrival at the customer: On arrival, the foreman taps Arrived. The system records the travel time.
Moment 3 - Arrival to unload: On arrival at the unloading address, the foreman taps Arrived again. This records the arrival time at the second location.
Moment 4 - Job finished: Once the job is complete, the foreman records the end. If the crew then drives back to the warehouse, that travel time is also recorded.
In between, the foreman can record a break. Break time is tracked separately and isn't counted as working time.
Step 3 - Documents and storage information
The foreman can view documents in the app that were uploaded at the office against the case file. Think of inventory lists, survey photos or a floor plan.
When uploading documents at the office, you can set whether a document is visible in the app. Turn this on for documents the foreman needs on site.
Note: Once a document has been uploaded, it's no longer editable. So check the document is correct before you upload it. Does something need changing? Then delete the old document and upload a new copy.
If storage is part of the job, the container or storage number is visible in the app. The foreman therefore knows straight away where the belongings are or where they need to go.
Step 4 - Recording hours for the whole team
The foreman records the hours for the whole team. Not every crew member fills in their own hours.
This prevents: - Duplicate entries - Forgotten entries - Discussions about who filled in what
The foreman sees in the app which team members are scheduled. He records the start and end time for everyone.
Note: The system blocks entering hours for previous days. This is a deliberate choice to prevent fraud. If a correction is needed, the office has to do this.
Step 5 - Recording material usage
The foreman records which materials were used on a job.
This covers: - How many boxes were left with the customer - Which extra materials were used (blankets, tape, protective covers) - Which materials came back
The materials list in the app shows all the materials available in the system. The foreman fills in what was actually used.
Tip: The materials list is meant for the extras per job, not the vehicle's standard equipment. You don't need to record the moving blankets, dollies and straps that are standard in every vehicle. It's about the extras that vary per job, such as extra boxes, protective covers or tape.
Step 6 - Passing on additional charges
If extra work arises during the job that wasn't on the quote, the foreman can pass this on.
Examples: - An extra floor that wasn't on the quote - More boxes needed than expected - Extra assembly or disassembly - Longer travel time due to traffic
The foreman adds a note in the app describing the extra work. The office sees this come in and can send the customer an additional charge.
This prevents disputes afterwards. The customer has heard on the spot what the extra work will cost.
Step 7 - Collecting a signature
At the end of the job, the foreman has the customer sign on the phone screen.
Open the job in the app. Choose Signature. The customer signs on the screen. Confirm and save.
The signature is linked to the case file and is visible at the office. This replaces the paper job sheet.
Step 8 - Handling payment (optional)
If you've activated Mollie, the foreman can have the customer pay on site via iDEAL.
Open the job in the app. Choose Pay. The system shows the invoice amount. The customer scans the QR code or opens the payment link on their own phone. The customer pays via iDEAL. The payment is registered in the system immediately.
The foreman doesn't need a card reader with them. The customer pays with their own phone.
How do you introduce the foreman functions to your team?
Never start with the whole team at once. Approach it like this:
Pick an ambassador: a young, tech-savvy employee who's open to new things. Have that person work with the app for a day on a real job. Let the ambassador tell colleagues about it. Only then roll it out to the rest of the team.
At every company there are employees who don't want to get on board. That's normal.
Don't force it on day 1. Let the paper job sheet keep existing alongside the app for a while. Show them what it does for them. Start with the basics (viewing the schedule, navigation). The hours and materials come later.
Phasing: when do you activate which functions?
Phase 1 - Basic app (month 1): Viewing the schedule, reading job information, navigation, taking photos, customer signature.
Phase 2 - Hour recording (month 2-3): The start-up ritual (four moments), recording material usage, reporting damage.
Phase 3 - Full (month 3+): Full hour recording, expense claims, HR functionality (holiday, sick leave).
Note: If you activate everything at once, employees get overwhelmed. Build it up in phases.
Common issues
"Can I still fill in yesterday's hours?"
No. The system blocks entering hours for previous days. This is a deliberate choice to prevent fraud. Contact the office if a correction is needed.
"I accidentally entered something wrong"
Most things can be adjusted. But some actions (such as completing a job) can only be undone by the office.
"What if a crew member has foreman permissions but doesn't use them?"
No problem. Foreman permissions are only there if you need them. If a crew member doesn't use them, they simply see the basic app.
Tips
Practise at home with the app on your own phone
Learn the four moments (start driving, arrival, break, finished)
Know how to take photos and report damage
Know how to collect the signature
Record additional charges on the spot
Please note
Foreman permissions are per job, not per person
Don't give everyone foreman permissions
The start-up ritual is always the same: four moments
Breaks are recorded separately and aren't counted as working time
Next article: Linking a customer to storage