IndustriesWinter Service

Winter Service Software with GPS Proof

When someone claims in March that a property was never cleared on 14 January, memory is not evidence. Crew Active records when your team was on site for every job, and exports it as a PDF.

GPS location at arrival and departure
Distance to the property in metres
Location record as PDF for clients and insurers
Plan recurring jobs across the whole season

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GPS location record

Winter service · Property 14

Property

Hauptstraße 12, 20095 Hamburg

Date

Wed, 14 January 2026

Illustrative example

Arrival

06:12

18 m from property

Departure

06:41

22 m from property

Duration29 minutes

The call comes in March

Someone slipped on one of your properties back in January. The property manager now asks whether it was cleared and gritted that morning. Your driver remembers, but memory is not evidence, and a log book filled in at the office that evening convinces neither the client nor the insurer.

In Germany, the duty to clear and grit (Räum- und Streupflicht) follows from the general duty of care and is usually passed on to the winter service company by contract. No statute prescribes a particular form for documenting it, but whoever relies on having fulfilled the duty has to be able to show it, and a record created while the job is running carries far more weight than one written up afterwards.

Sound familiar?

The four situations where winter service companies regularly end up without evidence.

Problem

Job at 5 a.m., proof demanded in March

Solution

Every job stored with a timestamp and a location

Problem

Log book filled in at the office in the evening

Solution

Recording happens at the property via app, not at a desk

Problem

Subcontractors document nothing at all

Solution

External staff record their jobs in the same system

Problem

The client disputes that the visit happened

Solution

A PDF record with a map that you can hand straight over

Built for the season

What Crew Active actually does for winter service, with no features it does not have.

GPS at arrival and departure

The location is captured when the job starts and when it stops, each with the distance to the stored property address.

Location record as PDF

One document per job: map, times and distance. Made to be handed to a client or an insurer.

Plan the season ahead

Set up recurring jobs once and roll them out across the season. Changes reach the team immediately.

Properties with addresses

The stored property address is the anchor for every distance figure. Without one, the record shows only the measured points.

What happened on site

Capture activities and notes per job: cleared, gritted, grit resupplied.

Evaluation per property

Jobs and hours per property and month: the basis for invoicing and client reports.

What the record contains

The GPS location record is produced automatically while the job runs. These are the entries it carries.

Property and address: The anchor every distance figure refers to.
Arrival: Time the job started and the GPS point belonging to it.
Departure: Time the job ended and the GPS point belonging to it.
Distance: Straight-line distance between the measured point and the property address, in metres.
Map: Both measured points, each with the radius of the reported accuracy.

What the record does not do

Crew Active captures the location at the start, at a pause and at the stop. The record names arrival and departure and counts any further measured points. It does not evidence continuous presence in between.
Without a stored property address there is no anchor. The record then shows the measured points but no distance.
GPS accuracy varies. Where it is unknown, it is reported as unknown and never shown as zero.
Capturing the location currently requires a data connection when clocking in and out. With no signal the job is still recorded, but the GPS point is missing.

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Frequently asked questions

Am I required to document winter service jobs?

In Germany the duty to clear and grit follows from the general duty of care and is usually passed to the winter service company by contract. No statute prescribes a particular documentation format. If damage occurs, however, the party relying on having fulfilled the duty must be able to show it, and a record created at the time carries far more weight than one written up later.

Does the GPS record replace my log book?

It provides what a log book usually contains (property, date, time and who carried out the work) and adds the location at arrival and departure. Whether your client additionally requires a specific format is a matter for your contract.

Is GPS tracking of my staff GDPR-compliant?

Crew Active captures the location at the start, at a pause and at the stop of a job, not continuously and not outside working hours. To use it in your business you need a legal basis under GDPR and, where one exists, should involve the works council.

Does it work without mobile coverage?

Capturing the location when clocking in and out currently requires a data connection. With no signal the job can still be recorded, but the GPS point will be missing from the record.

What does Crew Active cost for a winter service company?

Crew Active starts at €69 net per month for up to 5 employees. The first month is free and non-binding. No credit card required.

The legal information on this page is general in nature and does not constitute legal advice.

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