Crew User Guide

1.1 iOS Download

First step is to download the app.

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 the app you will be taken to the login page.

Enter your e-mail address and password (provided by CrewCard Admin), then tap Login.

Read the Terms and Conditions and Agree to continue. 


2.2 Editing your CrewCard profile

  1. Click profile
  2. Click Portal
  3. Select Partner: If you are working for different businesses, please select the one you wish to edit your profile under.
  4. Click the pencil icon on the upper right corner of the Profile  Now you will be able to edit Last Name, First Name, Mobile and Address. Once finished, click Save.

3.0 Functions of the App

When you first open the app you will be taken to the home page. This is quick access to your shifts. Click that to left corner to access the menu to move to different functions. The app will automatic Optimised Routes between shifts.


3.1 Jobs

There are multiple actions that can be performed on this page.

The top right corner has three buttons. The first buttons allows you to filter the job by date.

The question mark button opens a colour code.

Message icon will take you to a live chat where you can message crew, team leaders and supervisors about jobs.

Returning to the jobs page, you can expand jobs to view more information by pressing the arrows.

This screen will present you with buttons:

Check List: When the shift is booked, they can create a check list that must be done at shift

Photos: If a photo from the job needs to be upload press choose files and allow access to your photos

On the top right corner of the job details press the three lines. The screen below will pop out.

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. 

3.2 On Call

When you tap On Call / Off Call menu, you will be redirected to the Crew Portal where you can set your status. Click on the Off Call Status button. Type Suburb where you are currently located and select from the search result. Click Submit. On Call Status will ignore your current unavailability and preferred area to work based on your current location. Job Offers will be sent until On Call is switched off. Off Call meaning you are not available to accept any jobs outside your preferred location.

3.3 Jobs Offers

View all job offers sent to you. A notification will also pop up on the app asking you if you want to accept a new job.

3.4 Availability

This menu will redirect you to the Availability page on the Crew Portal.

From here, you can set your dates of unavailability. Admin will be notified of these dates and will not offer or confirm you to any shifts on your unavailable dates and time.

Click Add Unavailability. Select the dates of your unavailability from the calendar.

You can tick the box Unavailable All Day if the unavailability is for whole day. Otherwise you can enter start time and end time.

Click Save.

The Unavailability will be submitted. If you want to delete or edit the unavailability, simply click the pencil and delete icons respectively.

3.5 Portal

The portal button, select the client you wish to view.

It will take you to the calendar, click a job. 

4.0 Notification

In the phone settings, turn notification on for the app to never miss a job offer and receive job reminder.