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Help Center
Ask Vera for quick answers, or browse guides for billing, scheduling, time tracking, and security.
Ask Vera
Product help grounded in our Help Center. For account-specific issues, contact support.
Try: “I want to create an account, walk me through the process.” or “How do I invite workers?”
Getting started
Create an account and start a trial
1. Sign up on Veracrew to create your personal profile (eligible plans include a free Growth trial — no credit card required). 2. After you sign in, you return to the homepage — signup does not automatically create an organization. 3. Click your avatar (initials) in the top navigation. 4. Choose Create organization if you do not have one yet, or Go to dashboard if you already do. 5. Owners, Admins, and Managers must set up an authenticator app (2FA) before they can use the dashboard — you will be guided to scan a QR code after sign-in. 6. Complete org setup / onboarding, then invite crew from Team. After the trial, choose Starter or Growth (or contact us for Scale).
Prerequisites to use Veracrew
Prerequisites: (1) Create a personal Veracrew account (sign up) — the Growth trial does not require a credit card. (2) Create or join an organization (Owners create one from the avatar menu after sign-in; others join via invite). (3) Owners, Admins, and Managers must enroll an authenticator app (TOTP 2FA such as Google Authenticator, Authy, or 1Password) before they can access the dashboard — this is mandatory for those roles, not optional. Workers do not need 2FA unless their org asks them to enable it. (4) Have a phone or device with an authenticator app ready if you will be an Owner, Admin, or Manager.
Create your organization after signup
Creating a Veracrew profile is separate from creating an organization. After you sign up or sign in, click your avatar (initials) in the top navigation on the homepage. In that menu, choose Create organization if you do not have an org yet, or Go to dashboard if you already belong to one. Then finish onboarding and invite crew from Team. You are not prompted to create an organization during the sign-up form itself.
Invite crew members
Admins and owners invite people from Team Members. Each invite sets a platform role (Worker, Manager, Admin, or Owner). Invitees accept by email link. Workers use the mobile-friendly app for schedule, clock-in, and documents.
Contact support or sales
New users and sales questions: use the Contact form as a new user or email hello@veracrew.com. Existing customers: choose existing customer on the Contact form or email support@veracrew.com. Ask Vera can answer product FAQs; for account-specific issues, escalate to support.
Roles: Owner, Admin, Manager, Worker
Owner and Admin manage org settings, billing, and invites. Managers dispatch, approve time/docs, and message crews. Workers see their schedule, clock in/out, upload docs, and message managers. Trade/pay titles (JobRole) are separate from these platform roles.
Mobile and offline field use
Veracrew is built for field crews with a mobile-friendly PWA. Offline, you can view a saved copy of your upcoming schedule and queue clock actions; reconnect to sync. Some actions need connectivity (for example AI briefs and live chat).
What is Veracrew?
Veracrew is a field operations platform for small and medium businesses with mobile crews. It brings people, scheduling, compliance documents, locations, time tracking, jobs, and payroll-ready data into one place. Workers clock in with geofencing on a mobile-friendly PWA that still works with poor signal. Managers dispatch, approve time and docs, and keep an audit trail. Veracrew does not process payments your customers make to you — client invoicing is for records and PDFs; money still moves through your bank or accounting tools.
Billing & plans
Plans and pricing (Starter, Growth, Scale)
Veracrew bills a monthly platform fee plus per-worker seats in USD. Starter: $40/mo platform + $7 per worker seat (up to 18 workers, 2 locations, 7 invoices/mo). Growth: $60/mo + $10 per seat (up to 50 workers, unlimited locations/invoices, time off, AI Field Brief). Scale: custom volume pricing — contact sales. See the Pricing page for details.
Manage subscription and invoices
Owners and admins manage billing under Settings → Billing: view plan usage, estimated monthly total, change plan, add a payment method via Stripe Checkout, and download subscription invoices. Card data is handled by Stripe — Veracrew does not store full card numbers. Checkout and card statements may show OpsedSolutions (Veracrew’s parent company); you are still paying for your Veracrew subscription. For how upgrades, downgrades, and prorations work, see the Changing plans help article.
Changing plans (upgrades, downgrades, and prorations)
Owners and Admins change plans under Settings → Billing. During a free trial: choosing Starter or Growth sets what you will pay after the trial. You are not charged for that choice today. You keep Growth trial features until the trial ends. The first paid invoice uses the plan you chose. Add a payment method before the trial ends if you want paid access to continue. After you are on a paid plan (ACTIVE): Upgrade takes effect immediately. You may see a partial charge for the price difference for the remaining days in the current billing period — not a full second month of the higher plan. Example for clarity: Starter with 3 workers is about $61/mo ($40 platform + 3×$7 seats); Growth with 3 workers is about $90/mo ($60 + 3×$10). Halfway through the month, upgrading typically means a mid-cycle charge on the order of about $15 (roughly half of the $29 difference), then the next renewal bills full Growth. Exact Stripe amounts use day-level proration and can differ slightly. Downgrade takes effect immediately. There is no proration credit for unused time on the higher plan. Starter limits apply right away. Downgrade is blocked if you are over Starter caps (workers, locations, or other limits) — reduce usage first. Example: Growth with 3 workers (~$90/mo) downgraded to Starter (~$61/mo) ten days into the period applies Starter limits immediately with no credit for unused Growth days; the next renewal bills Starter. Cancel typically keeps access until the end of the current billing period (see the confirmation on Settings → Billing). For refunds and legal terms, see the Refund Policy and Terms of Service. Exact dollar amounts depend on seats, list prices, taxes if any, and days remaining — check Settings → Billing or contact support for your account.
Billing terms, cancellation, and refunds
Subscription billing is handled through Stripe. Card statements may show OpsedSolutions (Veracrew’s parent company). Owners and Admins manage the subscription under Settings → Billing. Plan changes on a paid subscription follow the product rules in the Changing plans article: upgrades may include a partial charge for the price difference for the remaining days; downgrades apply immediately without a proration credit. Fees already charged for a billing period are generally non-refundable once the period has started. Veracrew may issue goodwill or error-correction refunds at its discretion (for example duplicate charges or clear billing mistakes) via Stripe on a case-by-case basis. Cancellation and refund eligibility are governed by the published Terms of Service and Refund Policy on the Veracrew website (footer legal links). Ask Vera can summarize how the product behaves; it does not replace those legal documents and is not legal advice. For account-specific charges or disputes, contact support at support@veracrew.com.
Client invoices (records, not payment collection)
Organizations can create client invoices from completed work for professional PDFs and records. Veracrew does not collect payment from your customers — you still get paid through your bank, QuickBooks, or other tools. Starter allows up to 7 client invoices per month; Growth and Scale allow more. This is separate from your Veracrew subscription billing under Settings → Billing.
Scheduling
Scheduling and assignments
Managers publish shifts and jobs from the scheduler. Workers see assignments on their dashboard and schedule views. Growth and Scale unlock more ops features (required job documents, AI Field Brief, time off). Starter includes the full scheduler and web push.
AI Field Brief
On Growth and Scale, workers and managers can generate an AI Field Brief for a job or shift — a concise pre-shift summary of instructions, notes, open issues, and document requirements. Follow-up field Q&A is available after a brief on the same plans. Starter does not include AI Field Brief.
Shift acceptance by workers
Organizations can require workers to accept new shift assignments before they are confirmed. Admins configure this under Settings → Scheduling → Require workers to accept shift assignments. New organizations default to requiring acceptance. Changing the setting only affects new assignments created after you save — existing assignments keep their current status.
Time off and leave requests
Time off is available on Growth and Scale. Admins configure leave types and yearly entitlements under Settings → Leave. Workers submit time-off requests; managers review pending requests in the time-off inbox with conflict checks against the schedule. Policy changes apply going forward. Starter does not include time off — upgrade to Growth or Scale to enable it.
Time tracking
Clock in, geofence, and time approval
Workers clock in/out from the app. Locations can enforce geofence radius. Missing required documents or being outside the geofence can block or soft-warn clock-in depending on org settings. Managers review and approve time entries for payroll-ready exports.
Schedule looks wrong offline, or clock sync fails
Try this first: (1) Connect to the internet. (2) Open My Schedule and tap Refresh (or reload the page) — a successful load replaces the saved offline schedule snapshot. (3) For clock issues, open the clock page and tap Retry on the offline/sync banner if it appears. Veracrew keeps a read-only copy of your upcoming schedule in the browser so you can view it without signal; that copy can be stale until you refresh online. Clock actions taken offline are queued and replayed when you reconnect; failed replays stay in the queue so you can retry. If it still fails, clear site data for Veracrew only in your browser privacy settings, or contact support.
Payroll-ready time export
After managers approve time entries, admins can export payroll-ready hours for a pay period as CSV (all plans) or JSON (Growth/Scale). Exports are meant to drop into tools like Gusto, QuickBooks Payroll, ADP, or your accountant’s process — Veracrew does not run payroll or push hours into those systems automatically. Pay rules (overtime, rates by role/client) shape how hours are classified before export.
Documents & compliance
Documents and compliance
Veracrew tracks credentials and document requests. Managers can require docs before work. Workers upload or fill templates; statuses include pending, submitted, approved, and rejected. Expiry alerts help keep certifications current. Growth adds job-required documents and audit export.
Job-required documents and clock gates
On Growth and Scale, managers can attach document templates to a job with a type and when they are due. Types: Already on file (worker needs an approved non-expired copy), Worker completion (worker must submit if not already on file), Reading only (read/download — never blocks punch). Due before Clock in or Shift end (clock out). Org policy under Settings → Time tracking chooses hard block (refuse punch until requirements are met or a manager overrides) or soft warning (allow punch and flag it). Being outside the geofence is separate — it flags by default and does not hard-block clock-in. Workers see requirements on the job detail page.
Messaging
In-app messaging
Managers and workers can message 1:1. Managers can create group threads. Workers can start 1:1 chats with managers. This is human crew messaging — not an AI bot. For product help, use Ask Vera in Help Center or contact support.
Notifications and web push
Veracrew uses an in-app notification bell for schedule, document, messaging, and ops alerts. Web Push is available on supported browsers/PWA so you can get reminders (for example before a shift) even when the tab is in the background. Enable push from the relevant prompt or browser permission when offered. Urgent items may also generate email depending on product rules. For product how-to questions use Ask Vera; for account-specific issues contact support.
Security
Data retention and deletion basics
Deleting a user does not instantly erase history: after a grace period Veracrew anonymizes (tombstones) the account while keeping a stable id for payroll and audit integrity. Invoices and time entries are kept under long financial/legal holds and are not removed by a simple soft-delete alone. Organizations are not silently wiped by automated jobs after cancel — there is an export-oriented grace period, and org wipe decisions are handled carefully by Veracrew staff. For a formal deletion or export request, Owners/Admins should contact support from an organizational email. See the Security and Privacy pages for more.
Two-factor authentication (2FA) for Owners, Admins, and Managers
Owners, Admins, and Managers must set up an authenticator app before they can use Veracrew. After sign-in you are guided to scan a QR code with any TOTP app (Google Authenticator, Authy, 1Password, etc.), save your backup codes, then enter a 6-digit code. You will also enter a code from the app at each new sign-in. Workers may enable 2FA optionally. If you lose your authenticator and backup codes, use the recovery email link on the verification page — management roles must re-enroll afterward.
Where is customer data stored?
Veracrew stores application data in managed cloud databases and files in encrypted object storage. Data is partitioned by organization and accessed only through the application layer with authenticated, authorized sessions.
Is data encrypted in transit and at rest?
Traffic between your browser and Veracrew uses HTTPS (TLS). At rest, we rely on our cloud infrastructure providers' storage encryption defaults (for example encrypted database volumes and encrypted object storage as configured by our vendors). Uploaded files require authenticated access rather than open public URLs.
How are uploaded files protected?
Uploads require an authenticated organization context where applicable. Downloads use short-lived signed URLs issued by Veracrew so blobs are not shared as permanent open links.
Do you support MFA?
Yes. Owners, Admins, and Managers must use an authenticator app (TOTP) with backup codes before full access is granted. Workers may enable 2FA optionally.
How is access controlled internally?
Within the product, access is role-based at the organization level. Privileged operations are limited to the roles that need them, and Veracrew staff access to production systems follows least-privilege operational practice.
How are backups handled?
Database durability and backup cadence are provided by our managed database provider according to their service-level practices. You should still export critical records you need for long-term retention outside Veracrew.
How do you monitor incidents and webhook failures?
We use operational monitoring and error tracking to detect application failures, including failed background jobs such as Stripe webhooks, and we iterate on alerting as the product grows.
Does Veracrew store card data?
No. Payments are processed by Stripe. Stripe handles card processing and Vault scope; Veracrew stores subscription and billing identifiers needed to reconcile your account, not full card numbers.
Is Veracrew SOC 2 certified?
We pursue security and reliability practices aligned with SOC 2 expectations, but we do not advertise a SOC 2 report or certification unless we have formally completed attestation.
How can customers request data deletion or export?
Contact Veracrew support using the correspondence channel tied to your account. Owners and administrators should open requests from organizational email addresses. We will verify the request scope and timelines under applicable obligations and contractual terms.