Key: A / DM
CrewCard automatically opens to the Home Page. The default home page displays the ‘Jobs’ page. However, you can change the default page to a Calendar view or Events view. This change is done through the Admin Settings. Please read 10.1.6 Ops Home Configuration guide for further guidance.
Jobs
The ‘Jobs’ page displays Job Sheets, Quotes and Invoices for jobs based on the week that they are booked. New jobs in the system are automatically shown here. The default week is Monday to Sunday. If you would like to alter this, please contact support@personnelmanager.com.
Colour codes for Job Sheets/Invoices/Quotes:
Red: Invoice or Quote has NOT been sent to the client. Red in the job sheet means no shifts have been confirmed.
Green: Invoice or Quote has been sent to the client. Green in the job sheet means some shifts are locked, but there are still unlocked shifts in the job.
Black: This means the Quote has been approved by the client. Black in the job sheet number means all shifts have been locked.
The system assigns a Job Number to each Job Sheet automatically. Once a Job Sheet has been added, the Quote and the Invoice are automatically created. The corresponding Quote and Invoice share the same Job Number. A job with “+” next to it means it spans more than one pay week.
Colour codes for Job Sheets/Invoices/Quotes:
Blue shading: The job sheet is admin locked.
Yellow Shading: The shifts within the job sheet have been highlighted.
However, if the Client Name is yellow shading, the job is booked via the client portal.
In the columns, you can see the following:
Client: The name of the client for whom the job is booked for
Business: The job that relates to the business within your system
Job Sheets: By clicking on the square of the Job Sheet you are wanting to open, it will take you to the related job sheet to view or edit. For more information, please read guide 7.1 Jobs Sheets
Job No: Displays the unique job number allocated to each job.
Project Code: CrewCard automatically creates a 3 digit Project Code. If you wish to override the Project Code, this can be done in the Admin Settings. Project Code is only for rental point Please read guide 10.1.6 Ops Home Configuration. If turned on, click on the field and begin to type a new Project Code.
Description: Click the field and type in the description of the job. This can be entered at the time that the job is created, or it can be edited on this page.
Invoice: Click the square you are wanting to open, and it will take you to view and update the selectted invoice for the related job. See guide 12.2.6 Updating Invoices for more information about this page.
Quote: Before sending a quote, please read 10.2.13 Quote Template Settings to set up a customised quote experience on CrewCard.
To open a quote, click the square with the quote number you are wishing to open. Please see the quote example below.
On the ‘Quote‘ page, you are presented with all costs in order to review them before sending. Through settings, you can hide the crew/staff column of the quote. Please see guide 10.1.6 Ops Home Configuration for more help.
If the Merchant Tax and Management Tax is not set to be automatically added to a quote and invoice, it can be applied at this point. Before sending the quote, tick the box next to the one you wish to add, then enter a name to appear on the Quote (explanation/description). Enter the amount to include the (%) sign, and make sure to click “Update Quote”.
TIP: Tick “Apply Management Tax” and add any amount without the (%) sign and update Quote to add any cost or make a deduction/discount. For example; type “Tool Hire” and put 100 in the amount to charge $100 or enter an amount with “-“ negative sign to deduct any amount or give discounts. Please remember these amounts are excl. GST.
After reviewing the quote, move down to the Invoice Loop section. All recipients who have been uploaded into the client’s profile will be displayed here. To find out how to do this, please see guide 9.2 Client Profile. Tick the box next to their name. If you wish to send the quote to a recipient who is not in the system, use the bottom line to add their information:
A “Type” of contact, Name, Position and email address can be filled before sending. If you wish to remove the entered information, click the Reset button located at the bottom of the page, which will reset all of the fields. Once new details are entered and the quote is sent, the contact will automatically be added to the contact’s list and the invoice loop. Any contact’s entry can be Viewed, Deleted or Edited in each client’s “Client Profile”.
When it is time to send the quote, select a Quote Template of either CrewCards default template, or your own customised one that you are able to set up in settings. Finally, click Email Quote.
On the original ‘Jobs’ page, there is a button that says ‘Actions‘:
A drop-down menu will appear, containing a list of actions that can be performed on this page:
Tick the box next to the job/s that you wish to perform an action on, then click the action from the list.
Repeat Job: If you select to repeat the same job sheet, a pop-out window will appear on the page:
Fill out all fields and click Repeat. The job will then be added throughout the system.
Email Job Sheet Summary: This will be sent to the client. It is important to customise these via General Settings > Client. You can customise the layout of the email that is sent, which is located in guide 10.2.5 Client Email Job Sheet Summary.
The following should be met for the client to be able to receive the email.
Update Invoices: If an invoice has been partially or fully paid, or the amount has been changed, the original invoice number will turn red. Click the tick box for the job and select ‘update invoice’ under the ‘Actions’ dropdown menu. This will turn the box green.
Print Approved Job Sheet: CrewCard will create a Job Sheet that will open in another window. You can print the Job Sheet or download it into a PDF.
Tags: All Tags created and selected in Job Sheets are displayed in this column. (See “Tags” under the 7.1 Job Sheet Page for more info).
Calendar
The Calendar page is a useful tool in CrewCard. All jobs are plotted in a calendar interface, where you can easily view important details of a job in one glance. To learn about the Calendar, please see guide 4.4.
Events
Working on the Events page is a different way of entering jobs, paying staff and charging clients. The layout of the page shows an overview of all jobs in colour coordination, based by the day of the week. Please view guide 4.7 to learn more.
