Effectively manage your projects and team from anywhere and at any time with CrewCard. This user-friendly, straightforward, and convenient application is specifically designed to cater to your business requirements. With CrewCard, you can effortlessly create bookings, obtain quotes, adjust shift times, and keep track of who is working where.
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 and check who’s working where.
Launch the App Store and initiate a search for the application called CrewCard developed by Personnel Manager.
Proceed to select the download option.
Press or tap on the CrewCard icon to open application.
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.
Upon successfully downloading and launching the CrewCard application, you will be directed to a login page. To proceed, enter your email address and password.
The administrator will grant you access to the application and provide you with the necessary password.
While entering your password, you might notice the presence of an eye icon with a crossed-out line. This icon signifies that the characters of your password are currently obscured. To make your password visible, tap on the icon.
Reset Password
In case you have forgotten your password, you can access the password recovery option by selecting the underlined phrase “Forgot Password” found above the login button. This action will redirect you to a new page where you can input the email address associated with your account. After providing the email address, choose the “Reset password” option. Subsequently, you will receive an email containing instructions on how to reset your account password.
Please be aware that if you require any assistance regarding access to the CrewCard app, you can click on the underlined phrase “Need Help?” situated at the bottom of the login page. This action will guide you to contact your system administrator and provide you with a link to the official CrewCard website.
Remember Me
Enter the User Name and Password. To store your credentials, select the “Remember Me” checkbox.
Once the feature is activated, the app will securely store your login credentials. The next time you launch the app, you will be automatically logged in without needing to enter your username and password.
If you have the privilege to add your own jobs, you will find this feature accessible. Simply tap on the “Add Job” button. This action will direct you to the Client Portal page, where you can proceed to book a new job.
Booking Person: Select the booking person from the provided dropdown menu.
Job Location: Pick the desired job location from the Job Location dropdown menu.
PO No: Input the PO Number in the designated field provided.
Venue Name: Enter the initial three letters of the venue name in the designated field. As you type, suggestions will appear. Tap on the desired venue name from the suggestions.
NOTE: If the venue you entered in the field does not exist, the app will prompt you with a question asking if you would like to add that venue. Please follow the instructions provided below on how to Add a Venue. When asked if you want to add the venue, click on “Yes” to proceed.
Upon selecting “Yes” to add the venue, the Venue Details page will open, allowing you to enter the necessary information about the new venue location. In the provided field, enter the Address, and Google Maps will provide suggestions for locations. Additionally, manually input the email address associated with the venue.
Please note that mandatory fields on the form are marked with an asterisk (*).
Meeting Place: To include a meeting place, input the name of the meeting place in the designated field. Next, click on the pin icon. This action will result in a pin appearing on the map, indicating the location of the meeting place.
Room: In the designated field, enter the name of the room.
Reported Safety Issue: Any issues or concerns regarding the job location will be displayed in this section.
Files: If you would like to add files, you can do so in this section. Enter the file name, file description, and expiry dates in the provided fields.
Note: To add or remove any of the items mentioned above, you can use the ‘–‘ and ‘+‘ buttons accordingly. Once you have filled in all the required fields, click on the “Save” button to proceed.
Meeting Place & Room: Choose the meeting place and room from the provided dropdown menu. If you wish to add another meeting place or room, simply click on the “+” icon and follow the instructions mentioned under the “Adding Venue” section.
Supervisor: Choose a supervisor from the dropdown menu. If you want to add another supervisor, click on the plus icon to proceed.
This action will redirect you to a new page where you can fill out the required fields
After completing the fields, click on “Save” to return to the booking page.
Next, choose the date for the job by tapping on each desired date. Once selected, click on “Next” to proceed.
No of Crew: Enter the desired number of crew members that you require.
Time On: Specify the start time for the job.
Time Off: Indicate the end time for the job.
Activity: Select the required activity to be performed during the shift.
Press Next.
Job Details: You can add activities, specify the quantity of staff, set start and end times, and also have the option to delete an action.
Over View: The app will display the job’s information, giving you the opportunity to edit it before saving. Additionally, there is an option to add inductions if needed.
Final Information: You have the option to leave notes for the job and check relevant boxes pertaining to crew information. Once you have made the necessary selections, click on the “Confirm Booking” button to proceed..
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.
Crew Rating
To view the Crew Rating, Simply tap the Crew Image in the Job details page. This will show the client’s feedback and rating for the crew.
To disable the option for crew rating from the Job details page of Client access, please contact support@personnelmanager.com.au
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.
List: Add a check list 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
Inspection
Induction
Incident Report
Safety Issue
Actions
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
If you tap on these options, it will open the safety forms for you fill out.
Inspection:
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.
Induction:
A 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:
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
Consequence: Select from the dropdown menu
Risk Rating: Depending on your choice on the Likelihood and Consequence, the Risk Rating is calculated automatically.
Now select the Control Measure that can be used to mitigate the Safety Issue.
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.
Offline Functionality
The offline functionality acts as a backup for data in situations where the CrewCard system experiences downtime or loss of internet connection. Once the job list page, job details page and daily job page have been loaded while online, users will still have access to them, even when offline.
Crew can Select their own Crew
If you wish to select your own crew members for a job, you can do so by contacting support@personnelmanager.com.au. Once this option is enabled, you will be able to select crew members based on your specific requirements.
On the job details page of the client app, clients will see orange buttons for each shift associated with the job. These buttons represent the available crew members who have been matched with the job requirements based on their skills, experience, and availability.
By clicking on these buttons, clients can view the profiles of the crew members and select the ones they feel are the best fit for the job. This streamlined process makes it easier for clients to find the right crew members quickly and efficiently, without having to sort through a large pool of applicants.
Open the job details page for the job you have created or posted. Look for the orange buttons for each shift associated with the job. Click on the orange button to view the crew members who have been matched with the job requirements for that shift.
Review the profiles of the crew members displayed and select the ones who you believe are the best fit for the job.
If you are satisfied with their qualifications and experience, tap on the ACCEPT button to accept their application for the job/shift.
Open the job details page for the job you have created or posted. Look for the shift that the crew member has been accepted for. You should see the crew member’s name displayed next to the shift
Access the Shifts page by selecting ‘Shift’ from the side menu, located via pressing the side bar menu to the top left of the screen.
The page will display a layout consisting of a list of upcoming Shifts, with the current date at the top.
To the right of the header ‘Shifts’, there are three symbols. One being a filter, the next being statistics and the far right, a link to a messages window.
When selected, the filter icon provides the space to specify search results based on Clients, Crew, Venues and From/To Dates.
The statistics icon presents a pop up window labeled Daily Statistics, where the number of total crew, total hours and activities are presented.
The messages link takes you to a new page where you are able to view any message notifications.
Users may also select to Message Admin, wherein they can select their partner, and directly message the admin.
Moving to the left of the header ‘Shifts’, there is a plus symbol, a list icon, the P (portal) icon and the side menu bar icon.
The Plus symbol takes you to the Add Job Page.
The list icon takes the user to the Jobs page, where a list of Jobs are displayed over the span of the current week.
When the Portal icon is selected, users are taken to the Portal window. The Calendar view is the default page, presenting the shifts of the day, and the option to view the DaySheet.
Offline Functionality
The offline functionality acts as a backup for data in situations where the CrewCard system experiences downtime or loss of internet connection. Once the job list page, job details page and daily job page have been loaded on the app while online, users will still have access to them, even when offline
On the home screen, jobs are organized by day. You can scroll left and right to locate the specific date you want to view. To access more details about a particular job, click on the arrow icon next to the job. This action will expand and display additional job details.
On the job details page, you will find a menu icon represented by three horizontal lines positioned at the top right corner. Clicking on this icon will unveil a menu that presents several page links for navigation.
Upon pressing the menu icon, you will be presented with the following functions/options.
Day sheet:
The Day Sheet feature enables you to directly enter times into the system and report the performance of a crew. It also provides the capability to conduct safety inspections and inductions.
Job Details:Similar to the crew members, the Job Details section is also available on the Day Sheet. The key difference is the inclusion of the Supervisor section. As a Team Leader, you can enter the details of the Supervisor in this field if it is applicable to the job.
Staff GPS: To show the pin of the crew at a specific time, you can simply drag the slider. This action will update the map display accordingly. Additionally, if you want to view the most up-to-date location of the crew, you can click on the “Refresh Map” button.
Check in/out and breaks:Once you refresh the Day Sheet, the Check-In time, check-out time, or break time will be updated and shown in green font. Furthermore, there will be a specific code mark displayed to signify the entry made by different users.
Code base on Entered time entry:
CM – Crew member
CL – Client
TL – Team Lead
S – Supervisor
M – Manager
Timesheet: To view the time entries made by Crew, Supervisor, Team Leaders, Admin, and Duty Managers, click on the Timesheet link located on the Day Sheet. Here is an example:
Please note that the above example is for illustrative purposes and the actual time entries may vary.
Sign Off:If you are satisfied with the job rendered by the crew, please affix your signature in the provided field.
Day Sheet Submission: To submit the Day Sheet, click on the “Submit” button. A checklist of requirements will appear for your review before submitting the Day Sheet. Once you have carefully reviewed everything and ensured that all is in order, click on “Yes” to confirm. Then, click “OK” to proceed. The Day Sheet will now be submitted, and a lock icon will appear to indicate that it is locked.
Safety Forms
By tapping on these options, the safety forms will open, allowing you to fill them out.
Inspection:
This is the Venue Inspection Form. When you select this option, it will open the Venue Inspection Form where you can input details about the venue.
Workplace inspections play a crucial role in preventing incidents, injuries, and illnesses. By conducting a thorough examination of the workplace, inspections help identify and document hazards, enabling necessary corrective actions to be taken.
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.
Induction:
A 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:
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
Consequence: Select from the dropdown menu
Risk Rating: Depending on your choice on the Likelihood and Consequence, the Risk Rating is calculated automatically.
Now select the Control Measure that can be used to mitigate the Safety Issue.
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.
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.
On the Main Menu please tap Profile.
Once on your Profile Page, you may access the following Information:
Furthermore, next to your Kiosk Pin you may reset the current combination to generate a new pin which may be used on the Kiosk feature of the app.
Click to portal button on the menu.
This will take you to the portal. It will direct you to the calendar.
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.
The Unavailability Page, it allows you to enter and update the Unavailability for Crew Member for certain time slots, so that they appear with a hash symbol (#) next to their name in the Crew List for jobs that are due to occur in that time slot.
To access the unavailability, Login to CrewCard App.
Tap the menu and select Unavailability.
In the Unavailability page, tap the filter icon to filter your searches.
The Admin has the ability to either Reject or Accept the Unavailability submissions from the Crew members by choosing the gray-marked pending unavailability and clicking on either the Deny or Approve button.
Tap the info icon to check the color information in the unavailability page.
To add unavailability, tap + Add Unavailability button.
Fill out the form and then select the “Save” button.
For instances where a crew does not have access to their phone during their shift, CrewCard has developed a feature called Kiosk. The kiosk would enable clients or supervisors to Check-In/Out, and Start/End break on behalf of the crew. To use this feature please follow the instructions below:
On the Main Menu please tap Profile.
You would be redirected to your Profile and would be able to view your Kiosk Pin, you may tap Reset to generate a new Pin. Once the new pin is generated please take note of the pin as it is needed in the latter part of the process.
Please tap the Main Menu at the top-left corner of the page and tap Kiosk.
You will be redirected to a page where the Kiosk Pin would be needed, please input and enter.
A page where a list of locations where a crew(s) is assigned will be provided. Please select the location from the list.
A page showing a list of the crew will be provided. Please select a crew from the list by tapping their picture and selecting Check In.
A window would appear, asking for the kiosk pin of the crew. Once done a confirmation window would appear with the status of the check-in. Tap Ok to confirm. (For scenarios where the client only has 1 tablet/smartphone at the location, the Crew is required to check in by themselves else the client or a supervisor would have to check in on behalf of the crew).
To add, please see the list below on what each border color on the crew’s profile means.
For adding a break please select the crew’s profile and select Add Break (For scenarios where a crew does not have a break you may select check out.)
After selecting Add Break, a window would appear where you may select Date, Hour, and Minute according to the break time. Once done please tap Done.
A window would appear, asking for the kiosk pin of the crew. Once done a confirmation window would appear with the status of the break. Tap Ok to confirm.
For ending a break please select the crew’s profile and select End Break.
After selecting End Break, a window would appear where you may select Date, Hour, and Minute according to the break time. Once done please tap Done.
A window would appear, asking for the kiosk pin of the crew. Once done a confirmation window would appear with the status of the break. Tap Ok to confirm.
For checking out please select the crew’s profile and select Check Out.
After selecting Check Out, a window would appear where you may select Date, Hour, and Minute according to the checkout time. Once done please tap Done.
A window would appear, asking for the kiosk pin of the crew. Once done a confirmation window would appear with the status of the checkout. Tap Ok to confirm.
Once an employee has been checked out a red border would be placed around their picture. You may also tap on the time below the picture to view the timesheet it can provide information regarding the following:
There is also a Search function represented by the search icon beside Kiosk at the top of the page. The Search function may help you filter and manage multiple crew’s.
To exit the Kiosk page please select the X icon at the top-right part of the page. For clients or supervisors you would need to enter your Kiosk Pin to exit and will be redirected to the homepage.
