Crews & permissions
The right people see the right things
Group cleaners into crews, give crew leads the tools to run a job, and keep costs and pricing with the people who need them. Permission presets get a new hire set up in a minute, and the change log shows who did what.
Crews that move together
Schedule a two- or three-person team as one, and every member sees the job.
Presets for every role
Field crew, senior crew, crew lead, dispatcher, manager and admin, ready to assign.
Named capabilities
Grant specific rights like 'see costs', 'edit pricing' or 'approve timesheets'.
Crews and teams for real cleaning days
Most residential maid companies send teams of two or three. Commercial janitorial runs larger crews on evening routes. Set up crews, schedule jobs to the crew, and every member gets the visit, the access notes and the checklist on their phone.
Crews change. Someone moves teams, someone leaves, a new hire shadows for two weeks. Update who is on each crew as things change, while time tracking and timesheets stay with each person.
- Crews scheduled as a single lane
- Every crew member sees the job in the field app
- Time tracked per person, even on crew jobs
- Route optimization per team
Unscheduled
Garcia · Deep clean
2.5 h
Lee · Post-reno
4 h
Suite 210 · Quote won
3 h
Alvarez · Biweekly
Team A
Oak St Dental
Team B
Move-out · 14 Birch
Team A
Chen · Weekly
Priya
Park · Monthly
Team B
Deep clean · Ross
Team A
Airbnb turnover
Priya
Nguyen · Biweekly
Team B
Alvarez · Weekly
Team A
Office · Level 3
Team B
Permission presets that match your org chart
A cleaner on their second week doesn't need to see your margins. A crew lead needs to see the checklist, add notes and maybe collect payment. A dispatcher needs the whole schedule but not the P&L. Permission presets cover the common roles out of the box: field crew, senior crew, crew lead, dispatcher, manager and admin.
On top of presets, named capabilities handle the specifics. Give a senior office manager 'approve timesheets' without making her an admin. Let only owners 'edit pricing'. Keep 'see costs' away from anyone who doesn't need job profitability.
- Presets: field crew, senior crew, crew lead, dispatcher, manager, admin
- Capabilities like 'see costs', 'edit pricing', 'approve timesheets'
- Markups and costs hidden from roles that do not need them
Accountability without micromanaging
The change log records who changed what: a rescheduled visit, an edited invoice, a price change on a recurring job. When something goes sideways, you can see what happened instead of asking around.
Timesheets show clock-ins, per-visit timers and GPS waypoints on actions, with edit history. Crew leads or managers with the right capability approve them, and approved hours flow into payroll prep. The same people and roles carry across the erp.io suite, so hiring, training and chat all know who's on which team.
Crew leads can also report problems from the field without a phone call. A broken vase, a client who wasn't home, a supply running low: a job note with an @mention notifies the right person in Chat, and the note stays on the job for anyone who looks later. Managers see the issue and the context together.
Revenue
$48,210
+12%
Recurring clients
184
+9
Avg job margin
41%
+3 pts
A day with maid.co
Promoting a cleaner to crew lead
Say one of your best cleaners, eight months in, is ready to lead a team. You switch her from the field crew preset to crew lead. Now she can see her team's full day, add job notes, and collect payment by card entry, payment link or QR code on her phone. She still can't see costs or change prices.
A month later you give her 'approve timesheets' for her crew, so Friday approvals stop waiting on the office. The change log shows when each change was made and by whom. When you open a second location, you copy the same structure for its new crew leads.
FAQ
Questions, answered
What permission presets are included?
Field crew, senior crew, crew lead, dispatcher, manager and admin. Each preset is a sensible starting point for that role. You can also grant named capabilities such as 'see costs', 'edit pricing' and 'approve timesheets' to fine-tune what a specific person can do without inventing a whole new role.
Can cleaners see what clients pay?
That's up to you. Presets for field roles can keep pricing, markups and job costs out of view, while crew leads or managers see more. Many companies let crew leads see invoice totals so they can collect payment in the field, but keep costs and margins with the office.
How do crews work with time tracking and payroll?
Jobs are scheduled to a crew, but time is tracked per person. Each cleaner clocks in and out and runs visit timers on their own phone. Approved timesheets feed payroll prep with overtime calculated per person, including California daily, weekly and seventh-day rules, then export to your payroll provider.
Is there a record of who changed what?
Yes. The change log records edits to jobs, visits, invoices and other records with who made them and when. Recurring jobs also carry their own change history. It's useful for resolving client disputes, training new office staff and understanding what happened on a messy day.
Do permissions carry across the rest of erp.io?
Everyone uses one login across the suite, and the people and teams you set up are shared. Modules like Hiring, Training and Chat use the same team structure, so a new cleaner hired through the ATS can be assigned training courses and added to their crew without separate accounts.
Keep exploring
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