Teams are the foundation of an efficient, well-run business in Chronotek Pro. They replace scattered notes, missed messages, and disorganized schedules with a structured system that directs communication to the right people and organizes your work.

For example, one of the primary functions of Teams is to control which jobs workers can clock into.

This guide shows you how to set up and manage Teams to organize your people and work.

Teams in Chronotek Pro reflect the way you structure your workforce. Instead of relying on spreadsheets or sticky notes, you can group employees digitally based on how they work.

Your Teams can be structured by:

Think of Teams like water pipes in a neighborhood. Instead of dumping all information into one central location, Teams direct the right data, jobs, and messages to the right people—ensuring clarity instead of chaos.

Once you've structured your Teams, defining roles ensures everyone knows their responsibilities. Chronotek Pro organizes Teams into three key roles: Managers, Observers, and Members. Each Team role plays a specific part in keeping operations running smoothly.

Team Managers oversee daily operations and have full access to:

👉 Example: A supervisor managing night cleaning crews would be set up as a Team Manager to oversee activity, handle infractions, and address issues in real-time.

Team Observers provide oversight without getting involved in day-to-day management. They:

👉 Example: A regional manager might be an Observer across multiple teams, keeping an eye on overall performance while letting Team Managers handle daily tasks.

Team Members are the employees in the field. They:

👉 Example: A cleaner working on both general cleaning and floor care teams would be a team member on both, ensuring they only see jobs relevant to them.

You might create teams for floor work, day shifts, night shifts, weekends, work orders, different customers, or geographic regions.

You can do this from two menus:

Sometimes, you need to make changes—like covering a manager’s vacation or reassigning a team member.

If a Team Manager is away, simply switch them to an Observer so they won’t receive notifications. Then, assign another Team Manager to take over.

From either the Team menu or the Employee’s Profile:

🚨 Important: If an employee is only assigned to one Team, they must be added to another before you can remove them.

Now that you’ve set up and assigned Teams, let’s look at how they impact job visibility and control who can clock into which jobs.

Teams control which jobs your people can clock into. Here's how it works:

When you create a job in Chronotek Pro (a work contract linked to a customer and location), you must assign a team to it. Think of Team and Shift as one entity - this allows you to be flexible with assignments. For example, let's say you have a cleaning job that runs seven days a week, but weekend workers earn a $2/hour bonus. You would:

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Beyond job assignments, Teams enhance workplace communication by centralizing discussions within the Communication Hub, ensuring employees stay informed, collaborate efficiently, and address issues in real-time. Let's take a look at Team communication.

A structured team system eliminates guesswork, ensuring employees always know where to be, what to do, and who to report to. The Communication Hub's Team and Job boards centralize communication, allowing managers and employees to stay informed, share updates, and resolve issues in real-time.

Your people can hold different roles across multiple teams—managing one while observing another—giving you the flexibility to structure your workforce while keeping communication clear and organized.

With Chronotek Pro, a well-structured team system replaces disorganized tracking with an automated, streamlined workflow. By defining clear roles, improving job visibility, and centralizing communication, your business will run smoother, faster, and with fewer headaches.