CrewCard Portal – Client User Guide

1.0 Welcome to CrewCard

CrewCard provides tools and features that make the job of an employee more efficient and effective. There are three main pages for the client to access calendar, shifts and day sheets. The manual will help guide you to use these ages. As well as settings and chat.

2.0 Calendar

Calendar allows you to over view shifts by month, week, 3 day and by day.

Click the arrow button to expand the shift to view more information.

Click the house to view or edit the location of the job.

You can access the day sheet and shift page through this too.

3.0 Day Sheet

A day sheet is create for each job. 

Job Details: Information about the job will show when it is expanded. 
Meeting Point: View the location you will meet at.
Staff GPS: This will show your location live on a map.
A pop out window will open, if you agree please click ‘I Agree’.

Sign off, use your mouse to sign the form once competed. 

At the bottom of the page there are 4 buttons. 

Check In: Enter the time when you start your shift
Breaks: Press the button when you start your break and enter the time. Press the button again and enter the time when your shift is over. 
Check Out: Enter the time when you finish the job 
Submit: Submit your time sheet once completed 

4.0 Shifts

View all shifts that are roster for your company. You can set break times and add notes to shifts for the crew to view.


5.0 Invoices

Clients can now access their invoice by going to the Invoices in the Central Navigation bar on the the top page of Client’s Portal.

Once Invoices is clicked you will be directed to the Invoices Page, Wherein you can view, download and email invoice. 

Invoice advance search will allow you to search the invoice by date range.

The Pay Now button only appears when the client did the part payment and still has outstanding payment. It  will also direct the client to the Invite billing details page. To learn more about the billing details page, pls refer to (Billing details User Guide).

Invoice Date: Date when email invoice was sent by Admin.

Invoice No.: Invoice no in the invoice.

Job No.: Number allocated to the job.

Payment Type: Full Payment/ Part Payment.

Amount (ex GST): Total amount without GST.

Merchant Fee: Amount of fee to be applied (include % sign to use a percentage of invoice total).

GST: Default (10%).

Total (inc GST): Total amount including GST.

Total Paid: Total amount paid by the Client.

Outstanding Payment: If the client paid the full payment then the outstanding amount should reflect as 0 while Client who made part payment should reflect the remaining amount to be paid.

Date Paid: The date when the client made the payment.

View Invoice: Click to view the invoice.

Download Invoice: Click to download the invoice.

Email invoice: When clicked the email invoice will pop up, enter the email address you wish to send the invoice.


5.1.0 Pay Now button in the Client  Invoices Page

In the Client’s Portal, Go to the Invoice Page. Select the invoice you want to pay Click Pay Now button.
Click the Pay Now button.

The Charge Payment window will open and notify you of the Amount to be charged to your bank account including the Merchant or Bank Account fee. Click yes if you wish to proceed with the payment.

Clients will be directed to the Thank you for your Payment page and will receive a Customer Payment Email for confirmation. 

6.0 Messages

Live chat to the admin of the account. Click Messages and the message window will open.

7.0 Add Job

For a new job, CrewCard does provide a feature called Add Job. To access said feature, on the homepage, please select Add Job on the top menu.

Once on the Add Booking page, please input the following information:

  • Previous Job Reference – please choose from the drop-down list.

  • Booking Person – please choose from the drop-down list. Select the person responsible for booking.

  • Job Location – please choose from the drop-down list. Select from the Locations provided.

  • PO No. (or name of an event) – Input the PO number or Name of an event
  • Venue Name – please choose from the drop-down list. Select from the Venue names provided.

  • Meeting Place/Address – Select from the Locations provided. You may also add a new Venue by placing corresponding information.

  • Room – Select from the rooms provided. You may also add a new room by placing corresponding information.

  • Onsite Contact – Select from the Contacts provided. You may also add a new contact by placing corresponding information.

  • Date – You may select multiple dates according to your business need on the calendar interface.

  • Number of Crew – Input the number of crew need for the job.
  • Time On – Input the start time for the job.
  • Time Off – Input the end time for the job.
  • Activity – Select from the activity list.

  • Ability – Select from the ability list.

To finish please select Next.

On the Job Details page please input/confirm the following information for each date.

  • Activity
  • Abilities
  • Quantity (number of crew)
  • Start Time
  • End Time

There is also an option to delete or add a new Activity. Once confirmed please select Next.

On the Overview Page, a summary of the Jobs to be created is shown together with the corresponding information. 

There is also an option to select from the pre-existing Inductions or add a new Induction. Once confirmed please select Next.

On the Final Info page, you may be able to leave notes for the Crew and Admin also additional requirements may be set here. Once confirmed please select Confirm Booking.

Once the booking is successful you will be redirected to a confirmation page showing the status and details of the created job.

8.0 Settings


Settings is more of a profile detail for your company. Enter the details of your company including ABN.

Check ABN will make sure the ABN you have enter is valid.

Account details is the contact in the company that will handle invoices.

Primary booking person, is the key contact if there is any issues when created a booking, they will manage the bookings made.  


Contract are upload by the admin of the system they will be here, and need to be read and signed. You can come back and visit them at any time.


This page will store different supervisors that will be allocated to jobs when they are booked. You can add, edit and delete them.

Project Manager

This is the same as supervisor however, this will be the project manager for the over all job.

9.0 Repeat Job

Clients can easily repeat existing jobs with a new star date. In the Client’s portal, click the Drop down arrow on the upper right side of your screen and Select Repeat Job.

Fill out all fields and click Repeat, the job will be added throughout the system.

Job Sheet: Select the Job you wish to repeat.

Job Description: Enter the brief description about the Job

Start Date: Select the Start Date of the repeated job.

Once the Repeat button has been clicked, a pop up will appear on the upper right side of your page that says “ Job has been Repeated”.

Go back to the Home Page (Calendar Page) and check whether the Job has been repeated.

10.0 Billing Details

Clients can now add their billing details such as Credit card and Bank account details in the billing page. This will lessen the time and avoid typographical mistakes whenever we need to make invoice payment. There are several ways to add the billing details however clients can opt to add their billing details in the billing details page. Simply Click the Drop down arrow on the upper right side of your screen and Select Billing details. In the billing details page, it will allow you to add, edit and remove your billing details. Additionally clients can select the preferred payment method for invoice payment and direct debit deductions. The Client can’t fill the secondary Credit Card Details until they fill out the primary Credit Card details first. Once the client has filled out the Primary Credit Card details, Click the submit button. The checkbox for the Preferred Payment Method  above the Primary Credit card Details is automatically ticked and the checkbox for Preferred Payment Method above the Bank Account Direct Debit should be grayed out. Note that clients can only choose 1 preferred payment method. To choose the Preferred payment method, untick the checkbox and select your Preferred Payment Method. Alternatively clients can add their Bank Account Direct Debit by filling out the form and click the Submit button. Clients can modify the Bank Account Direct debit anytime by clicking the Edit icon. You can also  tick the checkbox for the Preferred Payment method if you wish your Bank Account Direct Debit to be your preferred method of payment. The Secondary Credit Card Details is optional if clients want to add their details. Fill out the form and click the Submit button. Once it has been submitted clients can switch the Secondary Credit Card Details to the Primary Credit Card Details record  by clicking the switch button. After the Switch button has been clicked the Secondary Credit Card Details has been set as the Primary Credit Card Details. Please note, in the event the payment is declined, it will automatically  charge the other payment method.