The Glossary of Workforce Management Terms

In construction workforce management, staying efficient means understanding the terminology that drives it.

Between field data collection, labor tracking, compliance and job costing, you rely on workforce management systems to keep projects running smoothly.

To help you stay informed, we’ve created this guide specifically designed for contractors, field supervisors and project managers using platforms like WorkMax® to manage labor and productivity in the field.

Whether you’re new to digital time tracking or simply want a refresher on the key terms shaping modern construction operations, this guide covers the essentials that matter most to your business.

Your A–Z Guide to Construction Workforce Management

A

Absenteeism – The habitual or unplanned absence of employees from scheduled work, often tracked to identify staffing or productivity issues.

Accountability – Tracking and verifying employee hours, tasks and jobsite activities to ensure accurate labor reporting and fair workplace practices.

Activity Tracking – Recording the time spent by workers or crews on a specific task or cost code to measure productivity and accurately allocate labor costs.

AI-Powered Analytics – The application of artificial intelligence in workforce software to identify labor patterns, optimize scheduling and forecast project staffing needs.

Allowance – A value in workforce or project planning used to cover tasks or labor that is known but not fully defined, helping to anticipate costs or resource needs.

Analytics – The systematic computational analysis of data or statistics to discover, interpret and communicate meaningful patterns, often leading to better decisions.

Assets – Physical items owned by the company that are tracked, managed and allocated to projects or employees, typically including tools, equipment, vehicles and machinery.

Association for the Advancement of Cost Engineering (AACE) – A professional organization providing guidelines for cost management and workforce efficiency in construction projects.

B

Biometric Verification – Using fingerprints, facial recognition or other biological identifiers to verify employee identity during clock-ins or access, reducing fraud and buddy punching.

Break-Even Point – The point at which total labor and project costs equal revenue, indicating no profit or loss.

Buddy Punching – When one employee clocks in or out for another, which workforce management software can prevent with secure verification methods.

Budget Variance – The difference between estimated and actual labor or project costs; tracking variance is essential for maintaining profitability.

Burdened Labor Rate – The true fully loaded cost of an employee, including the gross wage plus all labor burden (taxes, insurance, benefits).

C

Change Order – A formal document detailing any additions, removals or modifications to the original scope of work, affecting labor, schedule or costs.

Change Order Requests – Formal documentation submitted to propose changes to the original contract scope, schedule or cost.

Cloud-Based Software – Applications hosted online that allow construction teams to access time tracking, project and payroll data from anywhere, including remote jobsites.

Compliance Reporting – Documentation of adherence to labor laws, union agreements, safety standards and certified payroll requirements.

Construction Workforce Management (CWM) – A comprehensive approach to managing all aspects of the field workforce, including time, labor, assets and safety compliance.

Cost Codes – Alphanumeric codes used to assign labor and materials to specific tasks or phases of a project, improving job costing and reporting accuracy.

Crew Scheduling – Assigning workers to shifts or projects based on availability, skill and workload to optimize productivity and minimize downtime.

D

Daily Logs – A summary of the day’s activities, including weather, subcontractors on site, work performed and any significant events.

Data – Facts and statistics collected together for reference or analysis, forming the foundation of real-time reporting and analytics in WFM systems.

Data-Driven Decision Making – Using analytics from time tracking, labor costs and productivity metrics to guide project planning and workforce management.

Deliverables – Outputs, reports or tasks required to complete a project, often tracked in workforce management systems for accountability.

Digital Forms – Electronic versions of field paperwork such as safety checklists, inspection forms or daily logs, often submitted via mobile devices.

Direct Labor Costs – Wages and benefits directly attributable to work on a project or jobsite.

Downtime – Periods when workers or equipment are idle; reducing downtime improves productivity and jobsite efficiency.

E

Earned Value Management (EVM) – A project management technique to measure project performance and progress objectively by comparing the budgeted cost of work performed against the actual cost.

Employee Classification – Categorization of workers to ensure proper payroll processing and compliance.

Employee Productivity – A measure of output relative to labor input, often monitored to identify inefficiencies and improve resource allocation.

Escalation – A safety-net allowance in planning to cover unexpected increases in labor costs or project complexity.

Equipment Utilization – Tracking how effectively tools and machinery are used to reduce waste and increase operational efficiency.

ERP Integration – The connection between workforce management software and an Enterprise Resource Planning (ERP) or accounting system for seamless data transfer.

Exception Management – Identifying and resolving discrepancies in timesheets, schedules or payroll before they affect project costs.

F

Facial Recognition – A biometric verification method used during clock-in/out to confirm the employee’s identity and prevent buddy punching.

Field – Any location outside of the main office where work is performed, such as a construction site or jobsite.

Field Data Collection – Gathering labor, material and project information directly from jobsites, typically via mobile devices for real-time reporting.

Forecasting – Predicting labor requirements, overtime and scheduling needs based on historical project data and trends.

Forms – Physical or digital documents used to collect required information.

Full-Time Employee (FTE) – An employee who meets the minimum hours defined by the company (or regulation) to be considered full-time, typically 30–40 hours per week.

G

Geofencing – Using GPS to create a virtual boundary around a jobsite; employees can only clock in/out within this area to prevent time fraud.

GPS (Global Positioning System) – A satellite-based navigation system used by WFM apps to pinpoint the exact location of an employee during clock-in/out.

GPS Location Stamps – A record of the geographical coordinates captured at the exact moment an employee clocks in, clocks out or changes tasks.

Gross Wages – Total pre-tax employee compensation, including overtime, bonuses and other earnings.

H

Historical Data Analysis – Reviewing past project data to identify patterns in labor costs, productivity and scheduling efficiency.

Hourly Employee – A worker paid a set amount for each hour worked; subject to overtime laws.

Human Capital Management (HCM) – The broader approach to managing workforce resources, including recruiting, training, compliance, time tracking and payroll.

I

Idle Time – Unproductive hours spent on-site or during shifts, impacting overall jobsite efficiency.

Indirect Costs – Expenses not directly tied to a single project but required to run operations, such as administrative staff and office overhead.

Inspection Forms – Used to formally record the status and approval of work, such as electrical, plumbing or structural checks.

Integration – The ability to connect workforce management software with payroll, accounting or project management tools for seamless data flow.

J

Job Costing – Tracking all costs associated with a project, including labor, materials and equipment, to ensure profitability.

Jobsite Visibility – The ability to monitor progress, attendance and productivity across all active projects in real time.

Just-in-Time Scheduling – Planning labor and materials to arrive or be deployed exactly when needed, reducing idle resources and costs.

L

Labor Burden – The additional cost of employing a worker, including taxes, insurance and benefits.

Labor Productivity – Hours worked compared to work completed; essential for project efficiency tracking.

Labor Units – Measuring work output to estimate total labor needs for a project.

Leave Management – Administering employee time-off requests while maintaining sufficient workforce coverage.

M

Mobile Time Tracking – Employees record their hours via smartphones or tablets, allowing supervisors to access real-time labor data.

Multi-Crew Management – Coordinating multiple teams across several jobsites to maintain schedules and productivity.

O

Offline Access / Offline Mode – A feature of mobile time tracking that allows employees to clock in, clock out and record data without an internet connection, with the data automatically syncing once connectivity is restored.

Overhead – General business costs not directly tied to a project, such as rent or administrative expenses.

Overtime – Hours worked beyond a standard workweek (typically 40 hours) for which an employee is paid at a premium rate (e.g., time-and-a-half).

Overtime Management – Monitoring additional work hours to prevent excess costs and ensure legal compliance.

P

Part-Time Employee – An employee who works fewer hours than a full-time employee.

Payroll Compliance – Following all labor laws, union rules and wage regulations to ensure correct payroll processing.

Performance Metrics – Measurements of labor efficiency, time on task and project completion rates.

Pin Entry – A security and convenience feature where an employee enters a 4–9 digit Personal Identification Number (PIN) to clock in/out, often used in conjunction with biometric verification.

Production Rate – Quantity of work completed over a given time period, used to estimate labor requirements.

Progress Billing – Invoicing a client based on the percentage of work completed at various stages of the project.

Project Forecasting – Predicting a specific project’s future labor needs, cost-to-complete and final schedule based on its current progress and Earned Value metrics.

Project Insights – Actionable and data-driven intelligence derived from real-time data on project progress, labor productivity, cost trends and performance metrics, used to identify potential issues and guide management decisions.

R

Real-Time Data – Labor and project information that is captured and available instantly, supporting proactive management.

Remote Workforce Management – Supervising teams working across multiple sites using cloud-based tools.

Resource Allocation – The process of assigning and scheduling labor, equipment and materials to specific tasks or projects to optimize utilization and meet deadlines.

S

Safety Checklists – A required form to document the completion of safety inspections, hazard identification and pre-task planning.

Safety Compliance – Adhering to OSHA and company safety requirements, often documented through digital forms.

Salaried Employee – A worker paid a fixed annual or monthly wage regardless of the hours worked; often exempt from overtime.

Schedule – Timeline of project tasks, shifts and milestones; critical for labor planning and efficiency.

Signatures / Mobile Signatures – The digital capture of an employee’s or supervisor’s signature on a timesheet or digital form for verification and legal record-keeping.

Skills Management – Tracking and assigning workers based on their certified skills and qualifications to ensure the right crew is on the right job.

Subcontractor – An individual or firm hired to perform a specific part of a project; typically tracked for compliance and budget, but not payroll.

Supervisor Dashboard – Centralized interface showing real-time workforce metrics, attendance and productivity trends.

T

Timecard / Timesheet – A physical or digital record that captures an employee’s clock-in and clock-out times, breaks and the tasks/jobs worked on for a given period.

Time Theft – Employees being paid for hours not worked; prevented through verification and digital tracking.

Timesheet Automation – Digitizing time tracking to reduce manual errors and administrative workload.

Total Cost Management – Tracking and controlling all costs throughout a project lifecycle.

U

Union Employee – A worker whose wages, benefits and work rules are governed by a collective bargaining agreement.

Unit Tracking – Recording the quantity of a specific work item completed (e.g., square feet of drywall, linear feet of pipe) alongside the time spent, for accurate productivity and earned value analysis.

Utilization Rate – Percentage of labor hours that are productive or billable, indicating efficiency.

V

Value Engineering – Evaluating alternatives to reduce costs while maintaining functionality.

Variance Report – Comparing actual labor and costs to estimates to identify discrepancies.

W

Work Breakdown Structure (WBS) – Organizing project tasks hierarchically to improve scheduling, assignment and cost tracking.

Work Order Management – Tracking individual tasks or maintenance requests to ensure completion and accountability.

Workforce Planning – Forecasting future labor needs to ensure proper staffing and skill coverage across projects.

Workflow Automation – Using software to streamline repetitive processes like approvals, scheduling or reporting.

See How WorkMax Helps Simplify Construction Workforce Management

A thorough understanding of workforce management terms empowers construction professionals like you to make smarter, data-driven decisions.

Using construction workforce management (CWM) software like WorkMax is built to help you conquer complexity by automating time tracking, digitizing jobsite forms, simplifying asset management and improving project visibility across every jobsite.

With its real-time data capabilities, mobile accessibility and seamless ERP integration, WorkMax is your essential partner for controlling labor costs, eliminating paper processes and boosting productivity company-wide.

Talk with a specialist about WorkMax today to start building smarter and improving your profitability.