Admin App User Guide

1.1 iOS Download

Manage your projects and team anytime/anywhere with CrewCard. User friendly, simple and convenient specifically made to handle your business needs. Create bookings, get a quote, edit shift times, check who’s working where.

Launch the App Store

Search the app CrewCard by Personnel Manager

Press download


Click the app

1.2 Android Download

Android Download
Launch the Google Play Store.
Type CrewCard in the search bar.

Tap Install once you’ve found the app.

Open the app to the Login Page.


2.0 Setting up your profile

2.1 Login

After downloading and opening the CrewCard application, you will be presented with a login page. The login page requires your email address and password. 

Admin of the system will give you access to the app and provide you with a password.

When entering your password, there is an eye icon with a line through it. This indicates that your password characters are hidden. Tap the icon to show your password.  

Reset Password 

If you have forgotten your password, select the underlined words ‘Forgot Password’ located under settings. This will take you to a new page where you are able to enter the email address that is associated with your account. Once entered, select ‘Reset password’, and you will receive an email to that address with directions on how to reset the password for your account. 

Note, if you have any inquiries regarding access to the CrewCard app, select the underlined words ‘Need Help?’, located at the bottom of the login page. This will direct you to contact your system admin, and provide you with a link to the CrewCard website. 


2.2 Editing your CrewCard profile

3.0 Functions of the App

When you first login you will be taken to the Home page:

The menu is located on the upper-left corner of the screen.

Tap the three horizontal lines on the upper left corner of the screen to display the menu. 

3.1 Add Job

Tap the Add Job button. This will open the Client Portal page where you can book a new job. 

Booking Person: Select the booking person from the dropdown menu.
Job Location: Select the job location from the dropdown menu.
PO No: Enter the PO Number on this field.
Venue Name: Enter the first three letters of the venue name. Suggestions will appear and tap the venue name.

NOTE: If the Venue you entered on the field is non-existent, the app will ask you if you want to add that venue. Please follow the instruction on how to Add Venue below. The app will ask you if you want to add that venue. Click Yes to proceed.

The Venue Details page will open where you can enter details of the new venue location. Enter the address on the field provided and Google Maps will suggest locations. manually enter the email address.

Note: Mandatory fields are noted with an asterisk.

Meeting Place: To add a meeting place, enter the name of the meeting place on the field provided. Click the pin icon. Then a pin will appear on the map. 
Room: Enter the name of the room on the field provided.
Reported Safety Issue: If there are issues about the job location, it will appear on this section.
Files: If you wish to add files you can do so here. Enter the file name, file description and expiry dates on the provided field.

Note: If you wish to add or remove any of the above use the ‘-‘ and ‘+’ buttons.
Once all fields are filled press save.

Meeting Place & Room: Select the meeting place and room from the dropdown menu. If you want to add another meeting place or room, click the + icon and follow instructions under Adding Venue.

Supervisor: Select a supervisor from the dropdown menu. Click the plus icon if you want to add another onsite contact.


This will take you to a new page. 

Fill out the fields and press save. It will return you back to the booking page. 

Next, select the date of the job. Tap on each of the dates where you want your job to be scheduled. Click Next.
No of Crew: Type the number of crew you require
Time On: Stat time of job
Time Off: End time of job
Activity: The Required activity performed on shift
Ability: Ability you wish staff to have on shift

Press Next.
Job Details: You add activities number of staff

Over View: Will show you the job’s information and allow you to edit before saving.

Final Information: You can leave notes for the job and tick box any information for crew. Then press confirm booking.

3.2 Managing Jobs

The Job page will display job cards for your current job bookings and upcoming job bookings. The job card will have the following details:
Job Number – Shift Number
Location of the job
Activity for the Job
Client Name

Click the arrow to view Job Details: 

GPS MAP: The GPS maps will display a pin representing the crew members. The pin will determine if the crew is within the vicinity of the job location. You can also slide the timer to see the whereabouts of the crew on a given time.

App Communication 
On the Job Details page, you can call or send a message to the staff.

Simply tap on the phone icon of the staff to initiate the call.
Next to each crew there is a phone icon the En Route (EN) key  – a notification will be sent to the crew if they are en route to the job location. If they have confirmed to be en route, a check mark will appear next to “EN”.

The message icon allows you to message the crew through the app. Under is the  Check In (CI) key – once crew has checked in to the job, there will be a check symbol next to “CI”
Note: you can also send a photo by tapping on the photo icon.

Instructions: Add a check tasks for crew to make sure they complete all task on the job and bring all the required equipment. 

Star Rating
You can rate the star based on his performance. Tap the star icon to open the rating pop-up. Select the number of stars for the rating of the crew.
You may also leave your feedback and tap the boxes below if they have complete PPE, Uniform, shown Professionalism and workmanship during the entire shift.

Job Options

Tap the three horizontal lines on the upper right corner of the screen to display the Job Options.

The Job Options include the following:

Day Sheet



Incident Report

Safety Issue


Day sheet:
The Day Sheet allows you to enter times directly into the system and to report the performance of a crew. You can also process safety inspection and induction.

Job Details: Similar with the crew member, you also have the Job Details section on the Day Sheet. The only difference is that you have the Supervisor section. As Team Leader, you will be able to enter the details of the Supervisor on this field if it’s available.

Staff GPS: You can drag the slider to show the pin of 

the crew on each given time. You can also click Refresh Map to display the most current location of the crew.

Check in/out and breaks: The Day Sheet will refresh and the selected Check In time will be reflected in green font with “CL” mark for Team Leader.

Timesheet: Click the Timesheet link on the Day She

et to view the time entered by Crew, Supervisor, Team Leaders, Admin and Duty Managers. See below for an example:

Sign Off: Affix your signature on this field if you are satisfied with the job rendered by the crew.

Day Sheet Submission Click the Submit button to submit the Day Sheet. A checklist of requirements will appear for your review before submitting the Day Sheet. Once you are certain that everything is in order, click Yes. Click OK. Day Sheet is now submitted and lock icon will appear.

Safety Forms

  • Inspection
  • Induction
  • Incident Report
  • Safety Issue

If you tap on these options, it will open the safety forms for you fill out.


This is the Venue Inspection Form. When you tap on this option, it will open the Venue Inspection Form where you will be able to enter information about the venue.

Workplace inspections help prevent incidents, injuries and illnesses. Through a critical examination of the workplace, inspections help to identify and record hazards for corrective action.

The content of the Venue Inspection Form may vary from one client to another. The contents of the form are set via the Admin Portal.

You can click on the arrow buttons to display the fields where you can enter data and information.

Once you have completed filling out the forms, affix your signature and click Submit.

After you have submitted it, the form will ask you if you want to submit a Report Safety Issue. Click Yes if you want to report a safety issue, otherwise click No.


safety induction is conducted to welcome new employees to the company and prepare them for their new role. It ensures workers are fully informed about the organisation and are aware of their work and responsibilities. It serves as a starting point for an organisation to introduce a culture of safety in the workplace.

This is the Safety Induction Form for Team Leader. For other crews, it will show as General Activity Induction.

Note: The contents of the Safety Induction Form may vary depending on how it was configured from the Admin Portal.

Use the arrows to expand the information: 

Job Details: The current job 

Venue Information: Staff entry, security location, first aid location, emergency meeting point, restrooms location

Venue Safety Alerts: If there are reported safety issues on this venue, it will show up here.

Tool Box Talk: Click on the plus icon to display the content for Tool Box discussion.

If a selected Activity is mapped to SWMS/PPE and Policies, it will appear on the Safety Induction. Click on PPE to display the required PPE for the job.

Incident Report:

An incident report is a tool that documents any injuries and accidents, near misses, property and equipment damage, health and safety issues, security breaches and workplace misconduct.

An incident report can be used in the investigation and analysis of an event. It includes the root cause and corrective actions to eliminate the risks involved and prevent similar future occurrences. Incident reports can also be used as safety documents that indicate potential risks and uncontrolled hazards found in the workplace.

When you tap Incident Report from the Job Options, it will open a form that you can fill out with information.

Similar with the other forms, you need to select the job from the dropdown menu that is applicable to the incident. The Client and Venue will be automatically entered. 

Click the “i” icon to view the details of the insurance company.

You can now start filling out the Incident Report Form:

  • Time of Incident
  • Incident Location
  • Description of Incident
  • Staff Name
  • Mobile Number
  • Witness Name
  • Witness Mobile Number

For the question, “Have you ever received medical care for this incident?”, you can select Yes or No.


If you received a Medical Certificate, you need to upload it to the system. Select Yes or No to answer if you have lodge a Workers Compensation claim.


Affix your signature and click Submit once completed.

Safety Issue:

This Report Safety Issue Form will identify health and safety problems in the workplace.

Fill out the safety form, select the job from the dropdown menu. This will automatically fill out the Venue and Client information. 

Click the plus sign  if will show you instructions on how to use the Risk Matrix.

Fill out the Potential Issue by clicking the plus icon:
Location: Identify the location of the safety issue and enter on this field
Safety Issue Description: Describe the safety issue and provide more details as needed
What harm could be the safety issue cause: Identify what harm it can cause to employees, clients and other stakeholders
What crew at risk: Identify which crew are at risk
Likelihood: Select from the dropdown menu

  • Certain to Occur
    expected to occur in all circumstances (every time)
  • Very Likely
    Will probably occur in most circumstances (1 in 5 times)
  • Possible
    Might occur occasionally (1 in 50 times)
  • Unlikely
    Could happen at some time (1 in 100 times)
  • Rare
    May happen only exceptional circumstances

Consequence: Select from the dropdown menu

  • Catastrophic
    Many injuries fatalities and widespread medical attention required
  • Severe
    Extensive injuries hospitalisation possible fatalities, long term disabilities
  • Major
    Medical treatment required but no fatalities
  • Moderate
    Minor injuries no fatalities first aid treatment required
  • Minor
    No injuries or fatalities little or no personal support required

Risk Rating: Depending on your choice on the Likelihood and Consequence, the Risk Rating is calculated automatically.

  • Extreme
  • High
  • Medium
  • Low

Now select the Control Measure that can be used to mitigate the Safety Issue.

  • Elimination – Physically remove the hazard
  • Substitution – Replace the hazard Eg, swap faulty equipment for safe equipment
  • Isolation – separate the hazard from the people at risk by isolating it Eg. barricade the hazardous area
  • Engineering – Isolate people from the hazard Eg. Cordon off the area where the hazard is found
  • Administration – Change the way people work Eg. Use a forklift to lift a heavy load or use a ramp to a loading dock or move a truck closer to the load in
  • PPE – Protect the worker with Personal Protective Equipment Eg. Steel cap safety shoes/boots, hard hats, Hi Vis safety vests, gloves

Based on the selected ControlMeasure, select the New Likelihood and New Consequence. This will calculate a new Risk Rating.

Sign the form and press Submit. 

Repeat Job

If you would to repeat the job, click repeat job, confirm the job sheet

Write a description and select a date. 

Click submit. 

4.0 Switch Partner

If you have multiple businesses under CrewCard you can jump between portals. Click Switch Partner. Then select the portal you wish to go to. 

Note: Any actions performed on each portal will not affect the others. 

5.0 Portal

Click to portal button on the menu. 

This will take you to the portal. It will direct you to the calendar.


The Calendar is a useful tool in the CrewCard to overview jobs Bookings change colour based on who locked the shift.
Crew Locked – Blue
Client Locked – Dark Red
Other lock including Admin Lock – Orange

Use the arrow to expand the job to view more information (please see this guide to learn the use of day shifts)

Shifts: Over view the shifts for the job, you can enter break times and notes for one of more shift by using the tick box. 

Venue: Press the house button

You can change the meeting place or view the meeting place.

Click the top right corner of the page which will open a drop down menu. Click settings. 

You will be able to edit your profile here. 

Note: With any changes make sure you press the save button. 

You can edit the following details on your profile: 

Company ABN                        Mobile no.
Company Code                       Website
Username/Email                   Address
First and Last name              Password
Phone                                       Billing Address
Primary Contact no.             Add and Remove Booking Person

Supervisor: View and add supervisors. Press add supervisor. 

Fill our the fields and press save. This will save in the system for future use. 

Project Manager: View and add project managers. Press add project manager. 

Fill our the fields and press save. This will save in the system for future use. 


6.0 Terms and Conditions

Tap on this function to view and read the terms and conditions of using the PM Client app.

Tap on this function to view and read the terms and conditions of using the CrewCard app.