Crew OS

What is Crew-OS?

Crew-OS is a web-based software solution for businesses with shift workers. It combines shift scheduling, time tracking, absence management, and payroll preparation into a single integrated system. It is designed for businesses where many organizational tasks related to employees must be completed daily under time pressure, such as in the restaurant industry, hospitality, retail, bakeries, event planning, fitness and leisure companies, or the beauty industry.

New employees can be added to the system via invitation. For onboarding, personnel questionnaires and a repository for required documents are available. Work schedules, pay types, and vacation entitlements can be configured with validity periods. Roles and permissions ensure that employees, location managers, and administrators each see only the information intended for them.

Schedule Planning for Rotating Teams

The shift schedule displays weeks, departments, and open shifts. Departments such as service, kitchen, sales, or reception can be scheduled separately. Skills can be taken into account during scheduling. Employees report their availability, take on open shifts, or swap shifts. Approved absences automatically block a shift assignment. Additionally, the ArbZG monitor checks for rest periods, maximum working hours, and mandatory breaks, among other things, and highlights any deviations.

Time Tracking at the Terminal, via App, or in the Browser

Work hours can be recorded on an iPad time clock, via the Team app, or entirely in a browser. The terminal also works offline and automatically transmits entries later. Live photos and location verification can be used optionally. According to the provider, the mobile location verification feature does not transmit movement profiles or coordinates; it only reports whether the clock-in occurred within or outside the designated area.

Employees can retroactively add any missed clock-ins. Changes go through an approval process and remain traceable in a history log. Vacation requests, sick leave notifications, and other absences are also managed centrally. For month-end closing, planned, actual, and balance figures, as well as overtime, premiums, bonuses, advances, and non-cash benefits, are available.

Highlights and Key Features

• Weekly shift schedule with customizable time periods and open shifts
• Availability, shift swaps, and automatic consideration of approved absences
• Verification of rest periods, maximum working hours, and mandatory breaks during scheduling and time tracking
• Time tracking via iPad terminal, smartphone app, and browser, including offline operation
• Live attendance overview with statuses for work, breaks, vacation, and sick leave
• Digital timesheets with confirmation and correction process by employees
• Vacation and absence management with requests and approvals
• DATEV export for confirmed hours, overtime pay, and non-cash benefits
• Import and personalized delivery of pay stubs
• Payroll reconciliation via bank statement and SEPA file for advance and final payments
• Multiple locations with their own schedules, terminals, operating days, and roles and permissions
• Team chat, tasks, checklists, push notifications, and email reminders

From shift schedules to month-end closing

The main benefit of Crew-OS is that scheduling, actual working hours, and payroll-related data do not need to be maintained in separate lists. The published schedule forms the basis for the workday; recorded hours are automatically added to time accounts and timesheets, and the confirmed monthly data can then be exported for the tax advisor. Pay stubs can be imported back into Crew-OS and made available to the respective employees. By importing bank statements, you can also verify whether the actual payment matches the expected amount.

If you’d like to consolidate shifts, times, absences, and payroll preparation into a single system, you can try out Crew-OS during a trial period or request a demo from the provider.