Crew Lead requirements — at a glance
For a person to appear in the Crew Lead dropdown on a scheduled event, they need all four of these:
✅ User account with an email — created under Setup → Users
✅ Foreman permission on that User
✅ Crew Member record — created under Setup → System Setup → Crew Members
✅ The Crew Member record linked to the User account (step 8 below, "User account" field) and set to Active
If any one of the four is missing, the person won't appear in the Crew Lead dropdown — even if they show up everywhere else in SynkedUP. The Quick Start below explains why these are two separate records and how they connect.
Quick start: how Users and Crew Members work together
Users and Crew Members are two separate records. One person on your team usually needs both, and they need to be linked together. Skipping the link is the most common reason a new hire shows up "halfway" — visible in some places, missing from others.
What each record does:
User — gives the person an account they can log into. Controls what they can see and do in SynkedUP (Admin, Foreman, Sales, Office, etc.). Set up under Setup → Users.
Crew Member — represents the person on jobs. Used for assigning them to scheduled events, designating Crew Leads, tracking hours for payroll, and linking to QuickBooks Online for time export. Set up under Setup → System Setup → Crew Members.
For most people on your team, you need both records. A foreman who clocks in for a crew needs a User account (so he can log into the mobile app) AND a Crew Member record (so the calendar can treat him as a Crew Lead and track his hours). An office admin who never works in the field might only need a User. A field laborer who never logs in himself might only need a Crew Member.
Linking the two: When you create the Crew Member record (steps below), step 8 is where you link it to the existing User account. That link is what makes the Crew Lead dropdown find them on the schedule, and what gets their User permissions to flow into the right places.
Symptoms that you skipped the link (or skipped the Crew Member record entirely):
You can see the person in the Users list, but they don't appear in the Crew Members list.
You can assign them to crews on the calendar, but they can't be designated as Crew Lead.
The person is on calendar events but you don't see their hours in timesheet reports.
You added a Foreman user with an email but the Crew Lead dropdown on a scheduled event doesn't show them.
If you're seeing any of those, jump down to "My new hire is on the calendar but I can't select them as Crew Lead — what now?" at the bottom of this article.
If you're starting fresh, follow the steps below.
How to add crew members
1. Click "SETUP"
2. Click "System Setup"
3. Click "Crew Members"
4. Click the "Name" text field.
5. Enter the Crew Member's name.
6. Click the "Email" text field.
7. Enter the crew member's email address.
8. If the crew member also has a User account (foreman, sales, office, admin, etc.), this is where you link the two records. Use the User account field to select the existing User. Skipping this link is the most common reason people show up on the calendar but can't be designated as a Crew Lead — see the Quick Start section above.
9. Click "Add crew member"
10. Make sure the Active toggle is turned on.
11. Turn on the Timesheet Notifications toggle if you want them to receive weekly summary reports of their time.
12. Click "Link QuickBooks Employee" to link to your QuickBooks Online account for payroll.
13. Click Save.
If you have any questions, please don't forget to use our chat box in the lower right-hand corner of your screen. We will be more than happy to help you.
My new hire is on the calendar but I can't select them as Crew Lead — what now?
Almost always means one of these:
The Crew Member record doesn't exist yet. Adding someone as a User alone doesn't create a Crew Member record. Follow the steps above to create one, and link it to their User on step 8.
The Crew Member exists but isn't linked to the User. Open the Crew Member record (Setup → System Setup → Crew Members → click the person) and confirm the User account field is filled in with their User. Save.
The User doesn't have Foreman permission. Crew Lead designation requires the User to have Foreman permission. If they're set to a different role, change it under Setup → Users.
The Crew Member is set to Inactive. Open the Crew Member record and confirm the Active toggle is on.
After fixing any of these, refresh the scheduling page (Ctrl+R on Windows / Cmd+R on Mac) and the person should appear in the Crew Lead dropdown.
If you've checked all four and they still don't show up, hit us up in chat with the person's name and we'll dig in.