Crew Timesheet Template
Download a crew timesheet template to track employee hours, cost codes, work locations, overtime, equipment use, production quantities, and supervisor approvals.
Track an Entire Construction Crew on One Timesheet
A crew timesheet gives foremen and field supervisors one place to record the labor hours, assignments, cost codes, work locations, and production activity for multiple employees. It reduces the need for separate handwritten records while giving office teams the detail needed for payroll review, job costing, productivity tracking, billing, and change-order support.
This Crew Timesheet Template is designed for subcontractors, specialty contractors, general contractors, foremen, crew leaders, project managers, payroll administrators, and operations teams that need a consistent daily or weekly record of crew labor.
What Is a Crew Timesheet?
A crew timesheet is a labor record that groups multiple employees under one supervisor, crew, project, shift, or work area. It records when each worker started and stopped, how many hours were worked, what labor classification applied, and where those hours should be charged.
Construction crew timesheets should go beyond total headcount. They should separate regular time, overtime, travel, standby, rework, and change-order labor while linking each entry to the correct project, cost code, activity, work order, or location.
When to Use This Template
- Recording daily hours for a field crew
- Submitting one weekly timesheet for multiple employees
- Allocating crew labor to projects, phases, and cost codes
- Separating regular, overtime, and double-time hours
- Tracking base-contract, extra-work, rework, and warranty labor
- Recording travel, mobilization, standby, training, and safety-meeting time
- Comparing labor hours with installed quantities
- Supporting time-and-material tickets and change-order backup
- Reconciling timesheets with daily logs and field reports
- Preparing payroll and job-cost summaries
Who Should Use This Template?
This template is suitable for subcontractors, specialty contractors, general contractors, foremen, general foremen, crew leaders, superintendents, project managers, payroll teams, job-cost accountants, and construction business owners.
It can be adapted for electrical, plumbing, HVAC, fire protection, concrete, structural steel, framing, drywall, roofing, glazing, painting, flooring, masonry, excavation, landscaping, civil, maintenance, service, and repair crews.
What a Crew Timesheet Should Include
| Timesheet Section | Purpose |
|---|---|
| Crew and Supervisor Details | Identifies the crew, foreman, project, shift, payroll period, and work date. |
| Employee Roster | Lists each employee, number, trade, classification, and crew assignment. |
| Time Entries | Records start time, end time, unpaid breaks, regular time, overtime, and double time. |
| Labor Allocation | Assigns hours to projects, locations, phases, cost codes, activities, work orders, or changes. |
| Work Description | Documents the work performed, exact location, and related scope reference. |
| Production Tracking | Connects crew labor hours to installed quantities and productivity measures. |
| Equipment and Travel | Tracks equipment operation, driving, mileage, mobilization, and reimbursable travel. |
| Review and Approval | Captures foreman certification, employee acknowledgment, project approval, and payroll status. |
| Exceptions | Flags missing entries, overlapping time, excessive hours, incomplete coding, and rejected records. |
How to Use the Template
- Enter the crew name, foreman, project, payroll period, work date, and shift.
- List each employee assigned to the crew with the correct classification and employee number.
- Record start time, end time, and unpaid break time for each worker.
- Separate regular, overtime, and double-time hours according to company rules.
- Assign each employee’s hours to the correct project, phase, cost code, activity, and work location.
- Separate base-scope labor from approved changes, pending changes, rework, warranty, and service work.
- Record installed quantities, equipment operation, travel, standby, or other special time categories.
- Review the crew total against daily logs, production records, and field conditions.
- Resolve missing, duplicate, or overlapping entries before submission.
- Obtain required approvals and preserve any later correction as a revision.
A drywall foreman records a 12-person crew working on two floors. Eight workers spend seven hours hanging board on Level 3, four workers spend five hours framing soffits on Level 4, and the entire crew records one hour of material handling. Two employees also record two hours of overtime. The timesheet assigns each entry to the proper cost code, location, and production quantity.
Best Practices for Crew Timesheets
- Complete the timesheet daily while assignments are still fresh.
- Use a current employee roster for each crew.
- Record actual start, stop, and break times.
- Allocate hours to specific activities and cost codes.
- Separate extra work, rework, warranty work, and nonproductive time.
- Use exact work locations such as floor, room, zone, or grid line.
- Record installed quantities using consistent trade units.
- Check that employee totals match crew totals.
- Review unusual hours and coding before approval.
- Maintain a correction history for approved records.
Common Crew Timesheet Mistakes
- Recording only total crew hours without employee-level detail
- Charging the entire crew to one general cost code
- Failing to separate regular and overtime hours
- Using vague descriptions such as “worked on site”
- Not identifying the exact work location
- Combining base-scope and change-order labor
- Leaving travel, standby, or equipment time unclassified
- Submitting timesheets with missing employees or signatures
- Ignoring mismatches between crew totals and employee totals
- Changing approved records without preserving the original entry
Frequently Asked Questions
How is a crew timesheet different from an individual timesheet?
An individual timesheet records one employee’s hours. A crew timesheet lets a foreman or supervisor record multiple employees, assignments, classifications, and labor codes in one coordinated record.
Should every employee appear on the crew timesheet?
Yes. Every employee whose time is included should be listed individually so hours, classifications, projects, and cost codes can be reviewed accurately.
Can one crew work on multiple activities in the same day?
Yes. Use separate line items for each activity, location, project, work order, or cost code. Split an employee’s time when assignments change during the shift.
Should extra-work labor be recorded separately?
Yes. Record extra-work hours under a separate labor code and reference the applicable field directive, ticket, work order, or change request.
How should production be tracked?
Record installed quantities using a consistent unit such as linear feet, square feet, fixtures, devices, joints, tons, cubic yards, or assemblies. Compare the quantity with the labor hours assigned to that activity.
Who should approve a crew timesheet?
The foreman should certify the crew record, and an authorized superintendent, project manager, payroll reviewer, or operations manager should verify the hours and coding.
Can a crew timesheet support job costing?
Yes. When labor is assigned consistently by employee, project, activity, and cost code, the approved timesheet provides useful data for job-cost and productivity analysis.
Create Accurate Labor Records for Every Crew
A structured crew timesheet gives field supervisors a practical way to capture employee hours, assignments, cost codes, production, and approvals in one record.
Consistent crew-level time tracking also supports payroll review, labor forecasting, job costing, change-order documentation, and productivity analysis. SimplySub can help subcontractors organize time records, job details, documents, change orders, and project costs within one workflow.