First step is to download the app.
Launch the App Store
Search the app CrewCard by Personnel Manager
Press download
Click the app
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.
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.
Location Service
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.
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.
The noticeboard is used to share any information about upcoming jobs, changes in shifts and anything else in between.
When the administrator posts a message on the noticeboard, the crew will be notified through a push notification. You can access the message by opening the push notification.
You can access the Noticeboard on the Shifts page via the clipboard icon. A small window will appear listing the most recent message. You can click on the message to view it or tap on “View All” to be directed to the Noticeboard page.
You can also find the Noticeboard on the side menu. Click on Noticeboard to be directed to the Noticeboard page. On this page you will find a list of all Noticeboard Messages that have been sent out, starting from the most recent to the least recent.
New Noticeboard Messages will appear green. When you click on the notice you will be sent to the Noticeboard Message. Here you will see the customised message that may include text, images, links and videos.
After you have viewed a message it will appear greyed out. You can still access a message after it has been read.
You can filter the dates of Noticeboard Messages sent by clicking on the filter icon in the top right of the screen. Here you can select the from date and to date to search for specific messages.
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.
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 button allows you to filter the job by business, client, venue and date.
Business: Use this option to filter jobs based on the specific business or company associated with the job.
Client: Filter jobs by the client or customer. This feature helps you find jobs associated with a specific client or customer.
Venue: This filter enables you to narrow down job listings by the venue or location where the job is taking place.
From Date: Filter jobs starting from a specific date.
To Date: Filter jobs ending on a specific 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: With the Crewcard App, effortlessly manage your shifts and focus on tasks. Your Check In time is highlighted in green, and Team Leaders are marked ‘TL’.
“No Break” feature in CrewCard: Disables scheduled breaks when active, ensuring continuous work without interruptions for specified periods or situations. Ideal for uninterrupted work or coverage, preventing users from taking breaks during the designated timeframe. If you would like to alter the settings for the no break, please contact support@personnelmanager.com.
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:
When using the CrewCard App, it is easy for both the crew, clients and supervisors to keep track of crew members break times, start and finish times. The constantly updating software records when a crew member has checked in and or checked out of their shift. This is recorded on the day sheet, timesheet and shift logs.
Please contact support@personnelmanager.com if you wish to turn on the Daysheet Check in/ Check out function.
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
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.
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.
This page is under maintenance.
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 Required button below induction (should the job require induction it will show a Required button else, it will show a Not Required button)
Once redirected to the Upload Induction Page wherein you may do the following.
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.
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/Required. To further check please tap on the status.
On the Crew Pass page, you will be able to view the following:
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.
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.
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.
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.
Available Jobs/ Shifts
In order to view Available Jobs/ Shifts, login to the CrewCard app and select the hamburger icon in the top left corner. Once the pop out menu appears, select ‘Job Offers’. This will present the available shifts.
Crew will be able to easily determine whether the shift was a shift offer or an available shift. It will say Available Job at (Date Shift Created) at the bottom right corner of the Job Card.
If desired, tap on the job card and select Accept Job in the pop out window. There is also the option to deny the shift, or express unavailability through selecting their respective buttons on this pop up window.
The job offer, job details and history of acceptance will then appear in ‘Offer History’, located beneath ‘Job Offers’ in the pop out menu.
The shift will then show in the ‘Shifts’ page.
Clients can Select their own Crew
When the crew receives the job offer through the Crewcard app, they will see an APPLY button instead of an Accept Job button. By tapping the APPLY button, they will be directed to the Apply Message window where they can enter a message to express their interest in the job and submit their application.
Open the Crewcard app and navigate to the Job Offer page. Look through the job offers listed on the page and select the one you want to apply for.
Tap on the offer to open it and read through the job details carefully to make sure you meet all the requirements. If you’re interested in the job and meet the requirements, tap the APPLY button to be directed to the Apply Message window.
Write a message expressing your interest in the job and highlighting your relevant skills and experience. Submit your application by tapping the submit button or sending the message.
Tap ok button to confirm that you have successfully responded to the job offer.
In this page, Crew will be permitted to view their offer history. Crew can view the following details:
The existing logic for the Offer History page functions as described below:
Accepted Job offer
Another crew is Accepted the shift
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.
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.
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.
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
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:
.
For documents that aren’t uploaded yet, you can upload those through the app please follow the instructions below:
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:
For documents that aren’t uploaded yet, you can upload those through the app please follow the instructions below:
The portal button, select the client you wish to view.
It will take you to the calendar, click a job.
A push notification is a brief, instant message sent from a server, application, or website to a user’s mobile device or other digital device. These notifications are “pushed” to the user’s device in real-time, regardless of whether they are actively using the associated app. Push notifications are commonly used to deliver timely information, alerts, updates, or messages to users, keeping them informed and engaged with digital platforms and services. Users can typically customise their notification settings to control which types of notifications they receive and how they are displayed or delivered.
In your phone’s settings, activate notifications for the app so that you stay informed about job offers and receive job reminders without missing any.
See below samples of the Push Notifications:
To enable or customise your Push Notifications in CrewCard App, Please contact us at support@personnelmanager.com.au.
