Company Admin Guide

As a company admin, you can manage your company's CrewCapture account. This includes inviting employees, connecting Google Drive, reviewing and approving employee uploads, uploading media yourself, liking uploads for marketing, viewing reports, managing voting, and participating in the leaderboard.

Go to app.getcrewcapture.com and sign in with your email and password. If you have not set a password yet, check your email for an invite link.

Once signed in, you will see the main navigation for your company. The key areas are:

• Dashboard: Company overview and your upload link
• Review: Review, approve, and manage employee uploads
• Employees: Invite and manage employees
• Reports: Upload and participation analytics
• Settings: Google Drive connection, voting, and company settings
• Upload: Upload photos and videos yourself
• Vote: Participate in weekly voting when it is open

Exact navigation labels may vary.

Uploads are stored directly in your company's Google Drive. To connect it:

1. Go to Settings.
2. Find the Google Drive connection section.
3. Click Connect Google Drive.
4. Sign into the Google account you want to use for storage.
5. CrewCapture will create or use an existing CrewCapture folder in that Drive.
6. From that point on, approved uploads are saved there automatically.

You can rename or move the folder in Google Drive later. CrewCapture stores the folder ID, not the folder name, so the connection will not break.

To invite an employee by email:

1. Go to Employees.
2. Click Invite Employee.
3. Enter the employee's name and email address.
4. Send the invite.
5. The employee will receive an email with a link to set their password.

If the employee does not receive the invite, ask them to check their spam or junk folder. If your company uses Microsoft 365, invite emails may be held in the Microsoft 365 quarantine and need to be released by an IT admin.

If you do not know all employee email addresses ahead of time, you can share a join request link instead. Employees open the link, submit their name and email, and verify their email address. Their request then appears in your Employees page under pending requests, where you can approve or reject them.

You can edit the first name, last name, and email address of any employee in your company. If you change an employee's email address, that becomes their new login email going forward.

Admins can upload media directly:

1. Go to Upload from the navigation.
2. Select the photos or videos you want to upload.
3. Add a job or project name if applicable.
4. Confirm the consent checkbox.
5. Click Upload and keep the page open until all files finish uploading.

The Review page shows all uploads from employees in your company. You can browse thumbnail previews, click to open a larger view with metadata, and take actions such as approving, rejecting, or liking for marketing. Reviewing regularly keeps your content library fresh and lets employees know their work is being seen.

When you mark an upload as Liked for Marketing, it signals that the upload looks useful for marketing purposes. This awards the employee recognition and points, and may notify them. CrewCapture also copies the file into a dedicated Liked for Marketing folder in your connected Google Drive. The original file stays where it is. Nothing is moved or deleted.

On the Review page, some uploads may show an Open in Drive link that takes you directly to the file in your Google Drive. Employees generally do not see this option.

If files are later moved or removed from Google Drive by someone with Drive access, CrewCapture preserves all upload history, points, voting records, and marketing-like records. You may see a status like Archived from Drive. This is normal and means the file was previously confirmed in Drive but is no longer found at its original location. The upload record in CrewCapture remains intact.

The Reports page gives you a summary of your company's activity. Likely metrics include:

• Total uploads
• Number of uploading employees
• Uploads liked for marketing
• Votes cast
• Marketing like rate
• Per-employee breakdown

You can filter by time period to track trends over time.

If voting is enabled for your company, you can configure it in Settings. Options include the voting day of the week, start and end time, timezone, and reminder emails. These settings control when the voting window opens and closes each week.

Admins can participate in weekly voting just like employees. When voting is open, a Vote option will appear in the navigation. You will see eligible uploads from the previous week and can select your top picks.

After a voting window closes, go to the Voting section to view participation counts, the top-voted uploads, and individual vote totals. Click Calculate Results to award placement bonuses and finalize points for that week.

The leaderboard shows employees ranked by points. You can switch between This Week, This Month, and All Time views to see different periods.

• Encourage employees to upload while they are still on site. Photos taken in the moment are better.
• Remind employees the goal is real work, not perfect photography.
• Use Like for Marketing often enough that employees feel recognized for contributing.
• Review uploads regularly so the backlog does not build up.
• Use Reports to spot which employees are not uploading and follow up.
• Run voting consistently. Employees stay more engaged when it is a regular part of the week.