Projects, people, roles, work and the record — the foundation that keeps your field and office in sync, from the first task to the final sign-off. Here’s how a job actually runs on CrewHelix.
From opening the job to closing it out — every step is one shared record the field and office both work from.
Name it, set a start date, and it’s live — a real project under your organization, ready for your crew.
A job moves through real phases — from pre-design through construction to closeout and warranty. Finish the current phase and it advances to the next, so the record always shows exactly where the job stands.
Add a member and give them a specific role. Their access is exactly what you granted — and it shows on the roster as their role.
Add a task and assign it to a named crew member. It lands as “To do” and it’s theirs to own — the same status showing in the field and the office.
To do → In progress → Done. The office sees each move the moment the field makes it — one status everyone shares.
Mark the job complete and its record freezes — read-only, exactly as it was at sign-off. That sealed history stays yours: the final record of the whole job.
Reactivate the job and the write controls come back, the record intact. Freeze or reopen — either way, everyone keeps their data.
It’s all one connected record. The office and the field are always on the same job — the same status, the same history — from the first task to the final sign-off. No stale copies, no “which version is right?”
Every project moves through the standard construction phases — pre-design to warranty. Each phase carries its own status, and phases break down into sub-phases as the work gets specific.
Phases nest into sub-phases as work gets specific — Construction → Framing → Lumber & Labor — and each phase’s status rolls up from the work inside it.
Access follows the work. A role can be scoped to a single phase — a foreman with edit rights only on Framing — so people get exactly the reach their phase needs, and nothing more.
Work moves through clear stages the whole crew shares. Blocked is a real status — everyone sees what’s stuck and why — and a done task can reopen when it needs rework.
Update a task once, in the field, and the office sees the change instantly — no phone call, no double entry.
Give each person exactly the access they need — and trust the limits are real, not just buttons hidden from view.
Build a role with exactly the access you choose. Reopen it and it’s just as you left it — what you set is what you get. Built-in roles stay locked; only your own roles can be edited or deleted.
The boundary isn’t cosmetic. Someone without owner rights simply can’t create projects, invite people, or set up roles — the system won’t let them, whether or not the button ever showed up.
Invite an employee or an outside collaborator across org lines. Move a member from active to suspended and back, or revoke access entirely — every step updates the roster for everyone, and a duplicate invite is caught before it lands.
Suspend and reactivate are reversible; revoke ends access. One roster, per organization — always in sync.
Separate from its construction phases, every project has a business state — from first lead to closed and sealed. The portfolio board moves each job left to right as it advances.
At Closed or Cancelled, the record freezes. Read-only, exactly as it was at sign-off — and it stays yours. That’s the same promise everywhere on CrewHelix: everyone keeps their data.
Every project rolls up its own status as the field updates it — active, on hold, completed. No chasing PMs, no Friday spreadsheet, no wondering which number is current.
Leave a project and your own sealed copy of the record goes with you — the full history, the decisions, the work. Nobody loses what they built when they move on.
Start free and keep your data forever — the core you just walked through is the core you get on day one.