CrewCard

Crew User Guide

1.1 iOS Download

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.

In Android Device, Once you have logged in a pop up will appear “ Location  services are required  for app check in and check out. Please set Location permission to “Allow all the time” or “ Allow while using  the app”. Tap Go to Settings to change the Location settings as instructed.

In Location Permission settings, if Don’t allow is selected then a pop up will appear again in the shifts page for you to select the  “Allow all the time” or “ Allow while using  the app” in the Location permission settings.

If  “Allow all the time” or “ Allow while using  the app” is selected in the settings, the pop up to change the settings will not appear.

This will direct you to the Shifts Page.

Read the Terms and Conditions and Agree to continue. 

2.2 Forget Password

When the Password Reset link is tapped in the Crewcard App, enter the password and we’ll send you a link to set up your new password to get back to your account.

To begin with, Tap the Forgot Password link in the login page of the Crewcard App.

Enter your email address and tap the Reset Password button.

A pop up will prompt that this will apply to all your accounts in apps powered by CrewCard. Tap Reset to confirm.

Pop up will appear that Forgot Password link was sent to the email address you have entered.

Go to your email and open the Forgot password email, tap Reset Password button

This will direct you to set up a new password. Enter the new password and enter the confirm new password. Once done, tap the Reset Password button.

A pop up will appear that “Your Password has been reset Successfully”.

Note that once the CrewCard app detects that the account has multiple  accounts this pop up will appear.

2.3 Editing your CrewCard profile

 

  1. Click Profile
  2. Select Partner: If you are working for different businesses, please select the one you wish to edit your profile under.

  3. Click the Portal button to be able to  edit your Address and Emergency Contact.

  4. Click the Profile button to be directed to the Overview page wherein you can edit your Address and Emergency Contact details.

  5. Edit your details (Address & Emergency Contact)  and click Save button to save the changes.

3.0 Functions of the App

When you first open the app you will be taken to the Shifts Page. This is quick access to your shifts. 

This will also allow you to Check in into your shift and it will direct you to the Job Details page to select the time of Check in.

3.1 Shifts

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

By default shifts page will only display a week shifts. Tap the filter icon to modify it.

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 Shifts page on the left side you can tap the Daily icon to direct you to the Daily Page, tap Calendar icon to view the shifts via calendar mode alternatively you may tap the Portal icon. 

Crew my be able to check in and out in shifts page. Once the check in button has been tapped it will direct the crew to the job details page wherein they can select the time from the time picker. Note that this vary depending on the settings  set on Check in and out. 

If you would like to alter the settings for the crew check in and out, please contact support@personnelmanager.com.

In the Job Details 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 is only be available to Team Leaders, Supervisor, Client and Duty Managers. To assign a Team leader, please refer to https://www.crewcard.co/crewcard-user-guide/ >>7.1 Job Sheets.

Day sheet:
Team Leaders, Supervisor, Client and Duty Managers can enter times directly into the system and to report the performance of a crew. They 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 Sheet 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.

This what the crew view looks like:

Inspection

Induction

Incident Report

Safety Issue

Actions

Safety Forms

  • Inspection
  • Induction
  • Incident Report
  • Safety Issue

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: 

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. 

3.1.1 Actions

This page is under maintenance.

3.1.2 Inductions

Induction is important to a job as it educates you about important information about a job that you may not be aware of, to upload or access your inductions on the app, follow the steps below.

On the Shifts page, please select a shift.

On the Job Details page, please select Incomplete button below induction (should the job require induction it will show an Incomplete button else, it will show a Not Required button)

Once redirected to the Upload Induction Page wherein you may do the following.

  • Expiry Date, please provide the date through the calendar interface.

  • Upload File, please select the location where the file is found on your device.

To check the status of the Induction, On the Job Details page please select Crew Pass.

The bottom of the page shows the Induction completed.

Furthermore, If you need to view the uploaded inductions, you may tap on the document and a window will pop out showing a preview of the document.

3.1.3 Crew Pass

To view the status of the Crew Pass, please follow the instructions below:

On the Shifts page, please select a shift.

Once on the Job Details page, you will be able to see if the pass status would be either Completed/Incomplete. To further check please tap on the status.

On the Crew Pass page, you will be able to view the following:

  • Access Level – These are assigned by clients to let the crew know what they can access during the job an example of a level could be All Access or Fast Lane Access.
  • Job Details
    • Date and Time of the Job
    • Job Number
    • Venue
    • Meeting Place
  • Uploaded Documents – CrewPass will automatically display all the qualifications of the Crew that is associated with the activity of the certain shift.
  • Induction Completed – Please refer to 3.1.1 Inductions for more detailed explanation of Inductions



3.1.4 Instructions

Some jobs need additional instruction to be able to finish the job properly. Instructions are not only limited to text but may also include photos, images, or files. To view an instruction placed by the client please check the instructions below:

On the Shifts page, please select a Shift.

On the Job Details page, you may view if an instruction is added by navigating at the lower part of the page.

To finish a task inside an instruction.

  • Once checked in, you may check the task(s) if finished.

  • After checkout, the task(s) will be left with a check to note that it is finished.

 

4.0 Daily

Daily page allows you to en route, check in and check out of the shift. If right arrow button is tapped then this will direct you the job details page wherein you can see more details about the job.

En Route will be activated 1 hour prior to the Shift start time while the check in will be activated by default by 1 hour prior to the Shift start time.  When en route is tapped a pop up will appear and ask “Would you like direction to job?” 

Tap yes and it will navigate via GPS to the Shift meeting point.

From the Daily page, crew can check in and out of their shift.

If you would like to alter the settings for the crew check in and out, please contact support@personnelmanager.com.

5.0 Off Call/ 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.

6.0 Job Offers

Job Offers page, shows all job offers sent to you. 

A push notification will also pop up, tap the notification on the app.

A pop up will be asking you if you want to accept a new job.

In the Job offer page, the Offer History button is also available. When the button is tapped you will be directed to the Offer History Page. Note that Job offer dates are sorted by the date the offer was created.

 

 

7.0 Offer History

 

To view the Offer History page, Tap the Offer History in the side menu.

In this page, Crew will be permitted to view their offer history. Crew can view the following details:

  • Job Details
  • Venue
  • Activity (Skills)
  • Shift Date and Time
  • Shift Offered time
  • Shift Accepted time

The job card will appear Green if the job offer was accepted by the Crew while the Gray job card will appear if someone has already accepted the offer.

In the Job offer page, the Offer History button is also available. When the button is tapped you will be directed to the Offer History Page.

8.0 iOS Unavailability

n the Unavailability Page it allows you to enter and update the Unavailability as a 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. Tap the info icon to check the color information in the unavailability page. To add unavailability, tap + Add Unavailability button. Select the company you’re working with on the company drop down list. Select Start Date and Start Time. Select End date and End time. If you require or you will be unavailable for the whole day, simply tick the checkbox for Unavailable All Day. In the repeat section, select if your unavailability is repetitive or not. You may select none, daily or weekly. Lastly is the reason section, enter the reason for your unavailability. Once done, tap save button and click Ok. To edit the unavailability simply tap the edit icon alternatively you can tap delete to delete the unavailability. You may edit the date, time, repeat and reason for unavailability.  Once done click update and click ok button.

8.1 Android Unavailability

In the Unavailability Page it allows you to enter and update the Unavailability as a 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. Tap the info icon to check the color information in the unavailability page. To add unavailability, tap + Add Unavailability button. Select the company you’re working with on the company drop down list.   Select Start Date and Start Time. Select End date and End time If you require or you will be unavailable for the whole day, simply tick the checkbox for Unavailable All Day. In the repeat section, select if your unavailability is repetitive or not. You may select none, daily or weekly. Lastly is the reason section, enter the reason for your unavailability. Once done, tap save button and tap Ok. To edit the unavailability simply tap the edit icon. You may edit the date, time, repeat and reason for unavailability.  Once done tap update and tap ok button.  

9.0 Profile

Tap Profile in the side menu to direct you to Profile page.

 

 

 

For more information about Profile page, please refer 2.2 Editing your CrewCard profile

10.0 iOS Qualification

On the Main Menu please tap Qualifications.

Once on the Qualifications page, it will show the status of the different documents required.

For uploaded and approved documents you may do the following:

  • Check the image provided by tapping the document text. Example: Tap Covid-19 Vaccination, it will open the uploaded image.

.

  • Option to Email the selected document. Tick the checkbox or select the file you wish to email.

For documents that aren’t uploaded yet, you can upload those through the app please follow the instructions below:

  • On Expiry, please select the date from the calendar when the document would expire.

  • On Select File
    • Tap on upload

  • Select the source where the file is located and select



  • The file will be uploaded onto the server and will be reviewed by Admins, once approved then it will reflect into the Qualifications Page.

10.1 Android Qualification

On the Main Menu please tap Qualifications.

Once on the Qualifications page, it will show the status of the different documents required.

For uploaded and approved documents you may do the following:

  • Check the image provided by tapping the document text. Example: Tap Covid-19 Vaccination, it will open the uploaded image.

  • Option to Email the selected document. Tick the checkbox or select the file you wish to email.

 

For documents that aren’t uploaded yet, you can upload those through the app please follow the instructions below:

  • On Expiry, please select the date from the calendar when the document would expire.

  • On Select File
    • Tap on upload

  • Select the source where the file is located and select

  • The file will be uploaded onto the server and will be reviewed by Admins, once approved then it will reflect into the Qualifications Page.

11.0 Portal

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

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

12.0 Notification

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