Welcome to the User Guide for CrewCard! In this comprehensive guide, we’ll walk you through the essential steps to efficiently manage your activities, crew, clients, bookings and scheduling. Whether you’re a seasoned professional or just getting started, this breakdown will provide you with the necessary tools and guidance to simplify your workflow and maximise productivity. Let’s dive in and explore how CrewCard can revolutionise the way you manage your personnel and operations.
**NOTE: Sometimes, we may include the navigation journey to help you find the feature quickly. See example below:
Journey: Admin Menu > Finance > Activities
That means you’ll first need to click on ‘Admin Menu’, then find the button that says ‘Finance’ and finally click on ‘Activities’ to help you navigate to the page you need!
Let’s Get Started!
Step 1: Add Activities (roles, skills)
The feature ‘Activity’ standardises a particular skill or role. Admins and Managers can set conditionals, such as rates, inductions, minimum calls, auto-scheduler, etc., to streamline scheduling management.
To add a new activity, find the Activity page and click “Add New Activity”.
Journey: Admin Menu > Finance > Activities > Add New Activity
Fill out the form and once completed click “Save” button.
Step 2: Add Crew
In order to assign jobs to your employees, admins and managers will need to add employees to the ‘Staff/Crew List’.
Hover your cursor over the “+ Add Staff” option in Contacts Menu.
Journey: Contacts > Add Staff/Crew
‘Add Staff/Crew’ Window will open.
Enter the staff details and use the arrow buttons to select their activities. The activities available in the list are from the ones uploaded through the settings.
Once you have entered the information, you have the option to select either ‘Save & Exit’ or ‘Save & Open Profile’ to continue setting up the employee’s profile.
Step 3: Add Clients (may be actual clients or internal managers at your company)
Admins and Managers may add clients to the ‘Client List’ for Customer relationship management (CRM). In some cases, this feature may be referred to as ‘Project Manager’ instead of ‘Client’ to suit your organisation’s structure.
Click on the button labeled “Add Client or Add Project Managers“.
Journey: Contacts > Add Client
Fill in the client’s details and generate their login credentials. It is recommended to utilise the client’s number if they haven’t specified a password. Clients have the autonomy to modify their passwords via their personal account.
Select ‘Save & Exit’ to go back to the client list, or opt for ‘Save & Open Profile’ to directly access the Client Profile.
Step 4: Add Jobs
The ‘Add Job’ feature enable admin and managers to add multiple shifts for one or more staff members on various dates. The jobs are to be scheduled on specific dates within designated start and end times. This feature is commonly used for rosters.
Hover your cursor over the “Add Job” option on the CNB (Central Navigation Bar) and proceed to click on “Add Job”.
Journey: Add Job > Add Job
A window labeled ‘Add Job’ will appear. Choose the client from the list and click on the ‘Next’ button.
This action will direct you to a new page titled “Add Booking’. Proceed to complete all required fields.
Once all fields are filled, click on the ‘Next’ button.
You’ll then be redirected to the ‘Job Details’ page, where individual shift information is displayed. You have the option to edit any necessary details.
After clicking “Next”, you’ll be directed to an overview of the job.
Click “Next” again to proceed to the “Final Info” page.
Finally, click “Confirm Booking” to create the job.
A confirmation message will appear, including the job reference number for your records.
Step 5: Open Job Sheet or Shifts Page to schedule shifts
After successfully creating the booking or job, click the provided link (e.g. AA Enterprise 2299 14-04) to open the JobSheet page.
This will allow you to access and review all the details and information about the newly created booking or job. Choose the shifts you wish to assign and utilise the Scheduler button to manage them effectively.
This manual provides guidance and reference points to the users of CrewCard. It provides an in-depth understanding of its functions and capabilities.
Key
All functions are marked with the following letters in order to indicate that only these user types have access to that particular page/action.
| Key | User Type |
| Admin | Administrator |
| CM | Crew |
| CL | Client |
| DM | Duty Manager |
| TL | Team Leader |
CNB – Central Navigation Bar
The Central Navigation Bar is located at the top of the page.
Hover your mouse over the icons to show dropdown menu lists. See sample below:
Drop Down Menu Features:
Jobs
| Sites |
| Daily |
| Jobs |
| Shifts |
| Calendar |
| Crew |
| Weekly |
| Graphs |
| Events |
| Maps |
| Statistics |
| Deleted |
Contacts
| Crew | Client |
| Add Crew | Add Client |
| Recruit cards | Client |
| Crew Compliance | Client Groups |
| Crew List | Supervisors |
| Crew Statistics | |
| Preferred Staff | |
| Crew Groups | |
| Search Crew | |
| Crew Abilities | |
| Incompatibility | |
| Unavailability |
Records
| Messages | Utilities | Others | Logs |
| Credits | Action Forms | Venues | Shift History |
| Send SMS/ Notification | Admin Forms | Tasks | App Activity |
| Notification Logs | Processes | Access Levels | |
| Message Logs | Inductions | Extras | |
| Bulk Email | Projects | Item Groups | |
| Purchase Credits | Instructions | Items | |
| Job Templates | Form Matrix | ||
| Message Templates |
Add Jobwill route you to Add Job screen
| Add Job |
| Add Shifts |
| Add Booking |
| Job Templates |
| Add Delivery |
| Add Import |
Messages will appear in a corner of the page, allowing you to send messages to various users.
AM – Administration Menu Located on the upper right corner of your screen.
Contains links to the following pages:
| SUPERUSER | Administrator | Human Resources | Finance | View All Business |
| Logout | Settings | Recruit Cards | Billing | On/Off |
| ?Help | Businesses | Crew Compliance | Rules | |
| Partners | Custom Reports | Payroll | ||
| Timesheets | Invoices | |||
| Clients Booking Block | Activities | |||
| Payroll Admin | Categories | |||
| Discounts | ||||
| Extras | ||||
| Allowances | ||||
| Bonuses | ||||
| Leave | ||||
| Time Off In Lieu |
To access CrewCard, you must have an active account. Your login credentials will be provided to you by CrewCard’s technical support team.
Alternatively, if you wish to explore the demo version, please reach out to support@personnelmanager.com.au.
Once you have received your login details, if you want to enable two-factor authentication, please contact support@personnelmanager.com.au.
With two-factor authentication activated, when you log in to the CrewCard software, a pop-up window will appear, requesting an authentication code. This code will be sent to both the email address and mobile number registered to your account.
A unique 6-digit code will be sent, and you must input it into the provided textbox to gain access to your account. This code changes each time you log in to your account for added security.
This security mechanism provides robust protection against unauthorised access to your accounts, significantly reducing the risk of fraud or the compromise of sensitive information.
Moreover, users can enhance their security by reaching out to support@personnelmanager.com.au to activate an additional layer of protection during the login process. Once enabled, users will have four attempts to log in. If incorrect login credentials are entered on the fifth attempt, the system will automatically block the user for a duration of 15 minutes before allowing them to attempt to log in again. This security measure has been put in place to thwart brute force attacks and persistent password guessing attempts aimed at gaining unauthorised access to accounts that do not belong to CrewCard users.
Key: A / DM / M
CrewCard allows users to create personal branding for the website. Admins can customise the default logo image, login background image, and profile icon to suit their organisation. The account admin can access and control these changes through the settings icon at the top right-hand corner of the website page.
Journey: Admin Menu > Settings > Admin Settings > Company Details
Once in Settings, select Admin Settings followed by Company Details.
To change the Logo:
1. Navigate to Admin Settings
2. Select Company Details
3. Click ‘Choose file’ in 53. Logo and upload your image file from your computer.
Tip: For best results – please use image format JPEG/GIF/PNG/TIFF/EPS to upload.
This will replace the default image. See below:
To change the Background Image on the Login/Sign Up page:
1. Navigate to Admin Settings
2. Select Company Details
3. Click ‘Choose file’ in 54. Background Image and upload your image file from your computer.
Tip: For best results – image dimension should be 4000×1400. Upload image formats JPEG/GIF/PNG/TIFF/EPS.
This will change the background image on the login and sign-up:
To change the Profile Icon:
1. Navigate to Admin Settings
2. Select Company Details
3. Click ‘Choose file’ in 55. Profile Icon and upload your image file from your computer.
Tip: For best results – Upload image formats JPEG/GIF/PNG/TIFF/EPS.
This will change the following icon:
Key: A / DM / M
By default, the landing page on CrewCard was set to be the Dashboard. However, admin has the flexibilty to change it to either the Calendar, Jobs, Sites or Events.
To change the landing page, navigate to 75. Home Page under the Admin Settings.
Journey: Admin Menu > Settings > Admin Settings > 75. Home Page
When using CrewCard, you can filter and display your jobs based on their location or business, depending on your company’s setup. To do this, access the Central Navigation Bar (CNB) and click on the text adjacent to the switch. In the provided example, it’s labelled ‘Vic.’ Clicking on it will reveal a dropdown list of business or location groups. You can filter the display by selecting the options that you want to focus on.
Once you’ve made your selection, click the switch again. This will now display only the jobs assigned to the chosen location. To revert to the default view, simply click the switch again to turn off this filter.
As mentioned previously, the Dashboard is set as the homepage by default. If you wish to change the default page, please visit 2.2 Home Page Default.
**Tips: Forgot what the feature meant? Use these tools to help you:
| Tool | Description |
Info Icon
| You may find this icon next to a button. Clicking on it will provide you with an explanation of the feature |
User Guide
| Toggle the dropdown labelled ‘Support’ (located in the footer). This will allow you to quickly access the User Guide. Alternatively, user guides are also available on CrewCard website |
Dashboard
The Dashboard depicts various statistics based on crew and their shifts. This overview provides valuable insights into shifts and workforce trends, spanning daily summaries to annual evaluations.
Filter Dates
Users can filter the statistics by daily, weekly, monthly, or yearly. There is also an option to choose a date range. Upon clicking a date range, a pop-up window labelled ‘Select a Date Range’ will appear. Select the to and from date and click save to search from those days.
Statistic vs Shift View
The Dashboard has two views; Statistics and Shifts.
The Statistics View display an overview of all the shifts and crew information.
The Shifts View allows you to view statistics for specific activities. Through settings, Admin can limit the number of shifts displayed and hide activities from the shifts page.
To alter the Shifts View, access ‘Shifts Page Configuration’ located in the Admin Settings. Admin can now select which activities to hide from the Shifts view and control the number of shifts to display.
Journey: Settings > Admin Settings > Shifts Page > Shifts Page Configuration
Select from the drop down menu in 79. Default Shifts to Show and click save located at the bottom of the page. This will control the amount of shifts to be displayed in the Shifts view
You can also hide activities from Shifts Page via 80. Activities Hidden from Shifts Page. Simply select the activity in the box labelled ‘Activities’ and use the arrow keys to switch it to the box labelled ‘Activities Hidden from Shifts Page.’
After the settings have been saved the statistics on the Shift View on Dashboard will now exclude those specific activities.
Statistics
Let’s look at the statistics in the dashboard! Above the dashboard, we have a data-driven summary within a selected date range.
| Statistics | Function |
| Assigned Crew | Lists crew members confirmed or pencilled in for shifts within the date range. |
| Activated Recruits | Amount of recruits activated within the selected date range. Activated Recruits means recruits that became staff/crew and were moved from the Recruit Cards page to the Crew/Staff List page |
Confirmed Shifts | Displays shifts with confirmed crew within the selected date range. |
Unconfirmed Shifts | Displays shifts with no confirmed crew within the selected date range, including blank shifts and shifts with pencilled-in crew. |
Total Shifts | Total number of shifts, including unconfirmed and unconfirmed |
Total Hours | Total number of hours used within the date range |
| Total Jobs | Indicates the total number of Job Sheets |
The middle of the dashboard provides a graphical representation of the shifts and employment analytics. Users can hover their mouse over the graph to check the statistics.
| Statistics | Function |
Shift Analytics | Graphical representation of confirmed vs unconfirmed shifts. Users can filter this graph weekly, monthly or yearly. |
Recruits | Depicts New Recruits versus Activated Recruits. User can click on the three dots in the corner to be directed to the Recruits page. |
Active Crew Visa | Displays the overview of employee visa status.
Click on the three dots in the corner to be directed to the Crew Compliance page. |
Shifts Offered | Displays all accepted, rejected, or unavailable shifts. This offers users insight into their shift scheduling and the status of their shift offers. Users can filter by SMS, Email, App or All in the top right. |
Users can also use the five buttons located at the bottom of the dashboard as shortcuts to their respective pages: Jobs, Calendar, Statistics, Events, and Shifts.
Key: CNB (Central Navigation Bar)
The ‘Jobs’ tab has everything you need to view and manage scheduled jobs. This section will explore the different pages under the tab ‘Jobs’.
Let’s get started!
To access Jobs page, hover your mouse over to ‘Jobs’ in CNB to open the drop-down menu and select ‘Jobs’.
Journey: Jobs > Jobs
This page provides a weekly summary of your clients’ job sheets, invoices, and quotes. By default, the week is set to be Monday to Sunday. If you wish to alter this, please email support@personnelmanager.com
Categories
Let’s start by looking at the categories!
Each job includes various categories and information designed to support the timesheet. See below for more information:
| Category | Description |
| Partners | Name of the partner for the corresponding job. |
| Client | The name of the client for whom the job is booked for. |
Business | Name of the business for the corresponding job. |
Job Sheet | Click on the box to be redirected to the corresponding job sheet to view and edit. For more info, please read guide 7.1 Jobs Sheets. |
Job No. | The unique job number given for the timesheet. Job no. can be edited via admin settings. Please read guide 10.1.6 Ops Home Configuration. |
Description | The description of the job. Can be edited easily by clicking the box. |
| Invoice | Click on the box to be redirected to the corresponding invoice to view and edit. For more info, please read guide 12.2.7 Updating Invoices |
| Quote | Click on the box to be redirected to the corresponding quote to view and edit. |
| Tag | Display all the selected tags for the Job Sheets |
The system automatically assigns a Job Number to each of the Job Sheets. Upon adding a Job Sheet, the corresponding Quote and Invoice will be automatically generated with the same Job Number.
Colour Codes
Colour Code description is explained on the info icon next to the left of Actions tab, which is located on the right of your screen.
Colour Codes for Invoices/ Quotes:
| Colour | Description |
| Red | Invoice or Quote that has NOT been sent to the Client. |
| Green | Invoice or Quote that has been sent to the Clients. |
| Grey | Quote that has been approved by the Client. |
Colour Codes for Job Sheets:
| Colour | Description |
| Red | No Shifts have been confirmed. |
| Blue | All Shifts confirmed. |
| Orange | Some Shifts has been confirmed. |
| Green | Some shifts are locked but there are still unlocked shifts in the job. |
| Grey | All shifts have been locked. |
| Blue Background Highlight | The Job sheet is admin locked. |
| Yellow Background Highlight | The shifts within the job sheet have been highlighted. |
| Client Name Orange Shading | The job is booked via the client portal. |
Status of Job Sheets:
Next to the Job Sheet numbers, there’s icons representing the state of approval for a timesheet. See below for more information:
| Icon | Description |
 | Timesheet is partially confirmed. |
 | Timesheet approval required. |
 | Timesheet are fully accepted. |
 | Ongoing job– weekly, fortnight, monthly |
Sending Invoices
Now that we have learned the basics on the Job page, let’s examine how to send invoices to our clients!
First, click on the ‘Invoice’ box related to the job.
You will now be directed to the Invoice page. If you wish to attach a PDF copy of the invoice, simply tick the ‘Attach PDF to Invoice’ checkbox.
This will attach a PDF copy of the invoice when admin emails the invoice to the client.
To send the invoice, click on ‘Email Invoice’ located at the bottom of the page.
Applying Discounts and Fees to Invoices
To apply discounts, admin must first select the checkbox labelled “Apply Admin Discount”.
By default, the discounts are called ‘Admin Discount’. You can rename it by editing the field.
Make sure to enter the discount amount in the box labelled ‘Amount’. To do this, enter the discount amount with a minus symbol ( – ) at the beginning, e.g., “-50%” or “-50.”
After you’ve applied the discount, click on the green button labelled ‘Update Invoice’, and the information should appear on the invoices, as shown below.
Remember to click ‘Update Invoice’ after you make an adjustment!
**Note: To apply any other fees or deductions, follow the same steps as for admin discounts above: tick the appropriate box and enter the amount with a negative (-) sign for deductions. If you need further instruction, see 4.1.1 Invoices
Invoice History
Invoice history refers to a record or log of all past invoices issued by a business or individual. It includes details such as invoice numbers, dates, amounts, payment status, and any related transactions. The invoice history provides a comprehensive overview of the invoicing activities and serves as a reference for tracking payments and managing financial records.
To view the invoice history, simply click on the “Invoice history” button.
Upon clicking the “Invoice history” button, you will be directed to the invoice history page. There, you can view an overview of the invoice history for a specific invoice.
Here’s what each of the categories means:
| Category | Description |
User Type | The category or classification of the user responsible for the changes made to the invoice |
Name | The username or actual name of the user who made modifications to the invoice. It indicates the specific individual who was responsible for the changes made to the invoice. |
IP Address | The unique numerical ID that identifies the device or network connection used to modify the invoice, pinpointing the exact location or device of the changes. |
Date | the date and time when the modifications were made to the invoice by the user |
Notes | Specify the invoice recipient(s) and note if any attachments were included. This section also covers any related remarks or details about the individuals or organisations receiving the invoice. |
Actions Download Icon | Allows for easy access and retrieval of the modified invoice in a downloadable format, which can then be saved or printed as needed. |
To return to the Invoice page, simply click on the “Invoice” button. This will navigate you back to the main Invoice page where you can access and manage your invoices.
Sending Quotes
Before sending a quote, please read 10.2.16 Quote Template Settings to set up a customised quote experience on CrewCard.
To send a quote, click on the ‘Quote’ box related to the job.
This will direct you to the Quote page to the corresponding job.
On the quote page you are presented with a view of all costs for a review before sending.
By default, it will display staff/crew name on the quotes. You can remove it through Admin Settings, which allow you to hide the crew/staff from the quote.
Journey: Admin Menu > Settings > Admin Settings > Ops Home Configuration > 72. Show Crew per shift on Quotes and Invoices
Once you hide the staff from quotes, the ‘Staff/Crew’ column will disappear from the Quote page, as shown below;
Applying notes and deductions in Quotes
Similar to the Invoice page, admins can apply special discounts and notes.
To do this, tick the box for the adjustment, enter a name or description, input the amount (including the % sign), and click ‘Update Quote’ to apply the changes.
Additionally, ‘Part Payment Required’ allows admin to charge the client to a maximum of 3 separate times by using this feature. Tick the box next to Part Payment Required, enter the payment amount or percentage, and click “Update.” see 4.1.1 Invoices for more information
TIP: To add or deduct an amount (excluding GST), tick “Apply Management Tax,” enter the name (e.g., “Tool Hire”), and specify the amount without the % sign. Use a negative sign before the amount for deductions or discounts.
After reviewing the quote, scroll down to the email quote section. All recipients linked to the client’s profile will be displayed. To learn how to add recipients, refer to Guide 9.2 Client Profile. Tick the box next to the names of the recipients you want to include. If you need to send the quote to someone not in the system, use the bottom line to add their information:
To add a contact, fill in the contact type, name, position, and email address before sending the quote. Check the boxes next to their names to send the quote to multiple recipients. deselect or click the ‘Reset’ button to clear the fields. Once the quote was sent, any new contacts will automatically be added to the contact list and the invoice loop. You can view, delete, or edit these entries in each client’s ‘Client Profile.’
When you’re ready to send the quote, choose either the CrewCard default quote template or your customised one from settings, then click “Email Quote.”
Actions
Now, let’s go back to the job page and take a look at what the Action drop-down menu.
Action is located in the right corner of every jobs. Click on the box to toggle the drop down.
Journey: Job > Job > Action
A drop-down menu will appear which contains a list of actions that can be performed on this page.
To apply ‘Action’ to specific jobs, check the box next to the job/s you wish to perform an action on, then click the action from the list.
Let’s dive deeper into what each of the actions does!
Action: Repeat Job Sheet Weekly
Admins and managers can create weekly recurring shifts to avoid the hassle of manually duplicating shifts.
To do this, check the job that you wish to copy and click on ‘Repeat Job Sheet’. A pop-up window will appear on the page:
Fill out all fields and make sure to check the box next to ‘Repeat’. Enter the number of times you want the job to recur each week. Once done, click the button labelled ‘Repeat’ to apply it across the system.
Action: Email Job Sheet Summary
This feature help you quickly send one or multiple jobs to it’s corresponding clients.
Note: Default email template will be used! You can customise the layout of the email that is to be sent via general settings. See guide 10.2.5 Client Email Job Sheet Summary to find out how.
Important: In order to use this feature, the following should be met:
Journey: Contacts (located in CNB) > Client List > Select the Client > edit (pencil & paper icon) > Accounts > edit (pencil & paper icon) or ‘Add New Account’
Action: Update Invoices
Sometimes, multiple managers or admins may review job sheets. To streamline this process, we’ve implemented a feature called ‘Update Invoices.’
This feature enables organisations to confirm invoices that have been edited, paid, or partially paid, ensuring better control and structure in timesheet management.
When an invoice is edited, the box in the Invoice section will turn red. After the shift is confirmed, the box will turn green to indicate that it has been reviewed and updated.
For example, if a manager recently edited an invoice, the box under ‘Invoice’ will turn red, alerting their boss to review and confirm the changes. Once the boss reviews and confirms the invoice, the box will turn green, indicating in the system that the invoice has been reviewed.
Action: Print Approved Job Sheets
Select the job and click on ‘Print Approved Job Sheet’. This feature automatically generates a job sheet in a new window.
From there, you can either print the job sheet or download it as a PDF.
Action: Send Timesheet Approval Email
On the Jobs page, select the desired job and click the actions button, click on “Send Timesheet Approval Email.”
Timesheet Approval Logic
Access to Timesheet approval is limited to specific user roles: Client, Project Manager, Supervisor, and Admin.
Within the app, the following designations apply:
A: Admin (Schedule Time)
CM: Crew Member (Actual Time)
S: Supervisor
CL: ClientFor example, when a client logs into the app, they have the ability to view both the scheduled time and actual time entries submitted by the crew. However, they can only make edits to the time entries that they themselves have entered. In this scenario, an additional editable time field is provided for the Client (CL).
Select the users to whom you wish to send the timesheet approval email, or check the “Select All” option and click the send button.
Review all the shift informations and click on ‘Send Email’.
The selected members will receive the timesheet approval email and can review and respond to it by rejecting or approving the timesheet.
Once the timesheet is approved, it will be marked as “Timesheet Approved.”
An alternative method to send the timesheet approval is by navigating to the desired Job Sheet page where you intend to send the timesheet approval.
Choose the specific shift or select all shifts, click on the options button, and then select “Send Timesheet Approval Email.”
Select the users to whom you wish to send the timesheet approval email, or check the “Select All” option and click the send button.
The selected members will receive the timesheet approval email and can review and respond to it by rejecting or approving the timesheet.
After approving the timesheet, it will be displayed as “Timesheet Approved.”
In an event the timesheet is rejected, the user will be redirected to the daysheet page, where they can review the shifts before submitting the timesheet again.
The timesheet approval hierarchy will adhere to the sequence of Crew, Supervisor, Client, and Admin.
In the provided example, the supervisor has already approved the timesheet. As I am currently logged in as an admin, I retain the ability to review the timesheet once more. This enables me to either grant approval or reject the submission, particularly if any irregularities are identified in the hours entered by the crew.
The Timesheet Approval Email will be sent to the client automatically, in accordance with the designated time set within the settings. Emails will be dispatched to the client continuously until they have granted approval for the timesheet.
Furthermore, you have the option to activate the feature that shows the timesheet approver in the invoice email by enabling “Display Timesheet Approval at Invoice Email.”
4.1.1 Invoices
To access the Invoice page, visit ‘Invoices’ in the Admin Menu.
Journey: Admin Menu > Finance > Invoices
This will direct you to the Invoices page where you can review and edit your invoices.
Find the invoice that you wish to edit on (in this case, invoice no.4678-1) and click on the eye icon.
This will direct you to the Invoice page tailored to the chosen client.
Now, let’s take a look at the features at the top of the Invoice Page.
| Feature | Description |
| Add Increment | Enable admin to update the Invoice number. |
| Client Profile | Directs user to the Client Profile page. |
| Refund | Used to reverse or refund a payment for the specific invoice. |
| Invoice History | Records or logs of all past invoices that have been sent. |
| Dropdown (Currently on ‘Invoice’) | Quick navigation to various job pages. |
Add New Discount
It’s important to add discounts first before applying them via the Client Profile.
To add a new discount, go to the Discounts page under the Admin Menu.
Journey: Admin Menu > Finance > Discounts
Click the ‘+Add New Discount’ button to create new discount options.
Alternatively, you can edit existing discounts if any are available.
Once it has been created, Go to the Client Profile > Client Discount to select the Discount.
Apply Admin Discount
On the Invoice page (located under the admin menu), admins can add a discount in two ways:
Method 1: Apply via Client’s profile
Click on the client name to open up the Client Profile.
Click on ‘Edit’
Select ‘Client Discount.’ under ‘Client overview’. Choose the discount options that will be applied to future invoices for the selected client.
Method 2: Apply through edit
Find the invoice that you wish to edit on and click on the eye icon.
Tick ‘Apply Admin Discount’ and set the discount amount or percentage.
Once completed, save your changes by clicking ‘Update Invoice.’
Merchant Fee and Bank Account Fee
Bank Account Fee: when the Bank Account Fee is ticked on the invoice page, it indicates that bank account payment is the client’s preferred payment method, as set in the Client’s Portal > Billing Details page.
Within the invoice page, this fee can be applied by ticking and entering an amount or percentage (including the % sign). Make sure to save any changes by clicking ‘Update Invoices’
Merchant Fee Amount: when the Merchant Account Fee is ticked on the invoice page, it indicates that card payment is the client’s preferred payment method, as set in the Client’s Portal > Billing Details page.
Within the invoice page, this fee can be applied by ticking and entering an amount or percentage (including the % sign). Make sure to save any changes by clicking ‘Update Invoices’
**Note: admin can opt to remove these fees by unticking the selected preferred method in the Invoice page.
Part Payment Required
Admins can charge the client up to three times using this feature. To begin, tick the ‘Part Payment Required’ box and enter the part payment amount or percentage of the total amount (including GST).
After applying the part payments, the payment amount (highlighted in blue) will be reflected on the invoice. See below:
**Note: Admins must wait until the first payment is completed before proceeding to add additional part payments.
Once part payment has been applied, admins have 3 options to charge clients:
Option 1: Direct Debit
Click ‘Charge Payment’ to directly debit the part payment amount from the client’s bank account or credit card.
Option 2: Email Invoices
Alternatively, admins can send the part payment email by ticking ‘Attach PDF to Invoice.’ Select the recipients or add new account details for those who should receive the invoice, then click ‘Email Invoice.’ This will send a copy of the invoice with (PDF attachment) to the selected users in the Invoice Loop.
Option 3: Email Using Action
Another way to email an invoice is through the “Action” menu on the Invoice page.
Select the invoice, then click “Select an Action.” Admins can choose either “Email Statement” or “Email Statement with Attach PDF.”
This will take you to the Email Invoice Statement page, where you can view invoice details such as the Invoice Number, Date Sent, Amount, Interest, GST, and Total. If the first part payment has been made, you’ll also see the paid amount and the outstanding balance.
Once the Email Invoice Statement has been sent, both the Admin and Client will receive an Invoice Statement Email showing the outstanding amount that needs to be settled by the Client. For more details about the Invoices Page, please visit CrewCard User Guide >> 13.3 Invoices.
**Note: Admins should use the Email Invoice Statement option when sending the outstanding balance to the client.
When a Part Payment has been charged by the Admin, an email will be sent to both the Admin and the Client. This email will include a thank you message, along with the Total Invoice Amount, the Paid Part Payment, and the remaining Balance.
Admins will also receive an email notification for the New Customer Payment whenever they make a Charge Payment or when the Client makes a payment.
Payment will be reflected in the Invoices page under the Admin Drop Down.
In the Invoices Page, it will reflect the outstanding amounts to help Admins keep track of their invoice status.
Furthermore, whenever an invoice is sent to the client, the invoice will also appear in the Client’s Portal under the Invoices page.
On the Invoices page, the “Payment Type” column will display “Part Payment Required,” indicating the type of payment charged. This serves as an additional way for the client to recognise the payment type applied to their account.
Add Notes in the Invoice
Once sent, Client who are selected under the Invoice Loop will receive the Invoice email with the attached PDF.
Open the attached PDF and you will find the Invoice Notes.
Removing GST
To remove the GST from the Invoice Page, Simply go to the Clients Profile you wish to remove the GST or Click the Client Profile button on the the top of the Invoice page. This will direct you to the Clients Profile Page
In the Clients Profile Page, Click the Client Discount on the side menu.
Untick the “Apply GST” and click Save Details
Go back to the Invoice page and refresh it; the GST should disappear from the invoice page for the selected client.
Refund
You can also reverse the payment or refund an amount via ‘Refund’.
To begin, on the Invoice page, click the ‘Refund’ button.
The Refund Payment window will appear. Select the previous transaction from the Select a Part Transaction drop down list.
Enter the refund amount and the reason for the refund, then click the ‘Refund’ button.
The client will receive a Refund Completed email with the amount refunded.
The refunded amount and date can be found on the Invoices page within the Client’s Portal.
Updated Invoice Layout:
We have improved the organisation of details in the new Invoice Layout.
These details will be sourced from the Business Page under Account Details. When “Use Separate Account Details” is ticked, all information, including the business name, state, suburb, postcode, telephone number, fax, and ABN number from the Business Page, will appear on the invoice page.
The Sites page displays the location of workers and the current jobs they are working on.
To access the Sites page, hover your mouse over ‘Jobs’ in the central navigation bar. Select Sites from the drop-down list.
Journey: CNB > Jobs > Sites
You can filter or search for a specific job using the filters at the top of the page. The available parameters for refining your search include:
The Info icon allows you to view the Job Card Colour Legend.
Map (located on the left)
The following functions allow users to easily search the map:
Calendar (Located on the right)
There are two kinds of cards you may select; Job Cards and Crew Cards. These cards show the following information: Schedule, Timesheet, Logs, Notes, Rating, and Crew Pass. You may also initiate a Call and Chat with the specific worker.
Data shown in the cards include:
Click on the arrow key within the job card. This will direct you to the Jobsite that contains Day Cards
There may be cases where a job is unassigned. To assign a crew, please click on “Unassigned”. It will provide a list where you can select a crew members name to be assigned to the task.
Please refer below for further explanations regarding the different types of cards and their function.
Crew Cards
These show the specific crew on a site.
Job Cards
These show the group of crew members in a particular site/location.
Card Functions
Page Footer
Located at the bottom part of the page is the Page Footer. This consists of Auto, Scheduler, Edit, Quick Edit, as well as an option to select all crew with Unconfirmed shifts or Unlocked shifts.
Auto: Once a shift is selected, you are able to schedule and set the following:
There is also an option to check on the following: SMS, Email, App, Enable Client Shift Confirmation, Open Scheduler Page, Return to the previous page.
Scheduler: allows users to send offers via SMS, Email, and the CrewCard mobile application.
You may also select crew members based on the following:
Please refer to 4.11 Scheduler for more information
Edit: provides you with a comprehensive view of the crew’s information and details regarding the specific job he/she working on. Also allows you to set the following:
Quick Edit: provides a summarised version of the form in Edit, which allows you to set the following:
Jobsite
To check the job-site, please select the arrow on the Job Card.
Once on the Jobsite, you may now access more details and information regarding the job, such as:
To add you may also do the following on the jobsite:
The daily page displays all confirmed jobs by day.
To access the Daily Page, hover to the Jobs in the Central Navigation bar and select ‘Daily’
Journey: CNB > Jobs > Daily
This will open the Daily Jobs page, displaying all the jobs scheduled for the current day.
Search & Filter Jobs
If you wish to view a past or future day, simply click on the date you wish to view. If you cannot see it, use the left arrow to go into the past and the right arrow to move into the future.
Search and filter jobs by entering one of the following fields at the top of the page: Job NO, Shift No, Client, Activity, Staff or Date. To start a new search, click reset.
Quick Add
In the same section as the advance search, you can also Quick Add.
The following pop-out window will appear when selected:
Fill out the required details to save the Job.
**NOTE: You can only use the Quick Add function if the information for the client & venue is already in the system.
Another key function that the Daily Page provides, is access to the job sheet. Here, you can edit any information in regards to the job. For the individual, shift-click the Edit icon. To see all of the job sheets related to the client, click the blue arrow under the ‘Open’ column.
The Scheduler icon will take you to the scheduler page. View guide 4.4 Shift to learn about the scheduler.
The Quick Edit icon will pop-out Quick Edit window, the window will display limited edits that can be changed in relation to the shift.
Fill out any information you wish you edit about the shift, and click Save & Close.
CrewPass
To create a new Access Level in the Admin Portal, please refer to Easy Assign Crew Pass. Once the Access Level is created and assigned to a crew member, simply click the crew pass icon in the Daily Jobs page.
Green crew pass means induction is completed.
Orange crew pass means induction is not required
Red crew pass means that the induction is required or not yet completed. In an event that Induction is required or not yet completed, please refer to 6.2.2 Inductions
Once the card icon on the right of the screen has been clicked, it will open the CrewPass. Here you can view the Access Level, Job details, and any other relevant qualifications or inductions that the Crew Member will require for that Job. The Crew Pass will automatically display all qualifications of the Crew Members associated with the Activity of that shift.
When selected, the attached files will appear in a pop up window.
Key: CNB (Central Navigation Bar)
The ‘Jobs’ tab has everything you need to view and manage scheduled jobs. This section will explore the different pages under the tab ‘Jobs’.
Let’s get started!
To access Jobs page, hover your mouse over to ‘Jobs’ in CNB to open the drop-down menu and select ‘Jobs’.
Journey: Jobs > Jobs
This page provides a weekly summary of your clients’ job sheets, invoices, and quotes. By default, the week is set to be Monday to Sunday. If you wish to alter this, please email support@personnelmanager.com
Categories
Let’s start by looking at the categories!
Each job includes various categories and information designed to support the timesheet. See below for more information:
| Category | Description |
| Partners | Name of the partner for the corresponding job. |
| Client | The name of the client for whom the job is booked for. |
Business | Name of the business for the corresponding job. |
Job Sheet | Click on the box to be redirected to the corresponding job sheet to view and edit. For more info, please read guide 7.1 Jobs Sheets. |
Job No. | The unique job number given for the timesheet. Job no. can be edited via admin settings. Please read guide 10.1.6 Ops Home Configuration. |
Description | The description of the job. Can be edited easily by clicking the box. |
| Invoice | Click on the box to be redirected to the corresponding invoice to view and edit. For more info, please read guide 12.2.7 Updating Invoices |
| Quote | Click on the box to be redirected to the corresponding quote to view and edit. |
| Tag | Display all the selected tags for the Job Sheets |
The system automatically assigns a Job Number to each of the Job Sheets. Upon adding a Job Sheet, the corresponding Quote and Invoice will be automatically generated with the same Job Number.
Colour Codes
Colour Code description is explained on the info icon next to the left of Actions tab, which is located on the right of your screen.
Colour Codes for Invoices/ Quotes:
| Colour | Description |
| Red | Invoice or Quote that has NOT been sent to the Client. |
| Green | Invoice or Quote that has been sent to the Clients. |
| Grey | Quote that has been approved by the Client. |
Colour Codes for Job Sheets:
| Colour | Description |
| Red | No Shifts have been confirmed. |
| Blue | All Shifts confirmed. |
| Orange | Some Shifts has been confirmed. |
| Green | Some shifts are locked but there are still unlocked shifts in the job. |
| Grey | All shifts have been locked. |
| Blue Background Highlight | The Job sheet is admin locked. |
| Yellow Background Highlight | The shifts within the job sheet have been highlighted. |
| Client Name Orange Shading | The job is booked via the client portal. |
Status of Job Sheets:
Next to the Job Sheet numbers, there’s icons representing the state of approval for a timesheet. See below for more information:
| Icon | Description |
| Timesheet is partially confirmed. |
| Timesheet approval required. |
| Timesheet are fully accepted. |
| Ongoing job– weekly, fortnight, monthly |
Sending Invoices
Now that we have learned the basics on the Job page, let’s examine how to send invoices to our clients!
First, click on the ‘Invoice’ box related to the job.
You will now be directed to the Invoice page. If you wish to attach a PDF copy of the invoice, simply tick the ‘Attach PDF to Invoice’ checkbox.
This will attach a PDF copy of the invoice when admin emails the invoice to the client.
To send the invoice, click on ‘Email Invoice’ located at the bottom of the page.
Applying Discounts and Fees to Invoices
To apply discounts, admin must first select the checkbox labelled “Apply Admin Discount”.
By default, the discounts are called ‘Admin Discount’. You can rename it by editing the field.
Make sure to enter the discount amount in the box labelled ‘Amount’. To do this, enter the discount amount with a minus symbol ( – ) at the beginning, e.g., “-50%” or “-50.”
After you’ve applied the discount, click on the green button labelled ‘Update Invoice’, and the information should appear on the invoices, as shown below.
Remember to click ‘Update Invoice’ after you make an adjustment!
**Note: To apply any other fees or deductions, follow the same steps as for admin discounts above: tick the appropriate box and enter the amount with a negative (-) sign for deductions. If you need further instruction, see 4.1.1 Invoices
Invoice History
Invoice history refers to a record or log of all past invoices issued by a business or individual. It includes details such as invoice numbers, dates, amounts, payment status, and any related transactions. The invoice history provides a comprehensive overview of the invoicing activities and serves as a reference for tracking payments and managing financial records.
To view the invoice history, simply click on the “Invoice history” button.
Upon clicking the “Invoice history” button, you will be directed to the invoice history page. There, you can view an overview of the invoice history for a specific invoice.
Here’s what each of the categories means:
| Category | Description |
User Type | The category or classification of the user responsible for the changes made to the invoice |
Name | The username or actual name of the user who made modifications to the invoice. It indicates the specific individual who was responsible for the changes made to the invoice. |
IP Address | The unique numerical ID that identifies the device or network connection used to modify the invoice, pinpointing the exact location or device of the changes. |
Date | the date and time when the modifications were made to the invoice by the user |
Notes | Specify the invoice recipient(s) and note if any attachments were included. This section also covers any related remarks or details about the individuals or organisations receiving the invoice. |
Actions Download Icon | Allows for easy access and retrieval of the modified invoice in a downloadable format, which can then be saved or printed as needed. |
To return to the Invoice page, simply click on the “Invoice” button. This will navigate you back to the main Invoice page where you can access and manage your invoices.
Sending Quotes
Before sending a quote, please read 10.2.16 Quote Template Settings to set up a customised quote experience on CrewCard.
To send a quote, click on the ‘Quote’ box related to the job.
This will direct you to the Quote page to the corresponding job.
On the quote page you are presented with a view of all costs for a review before sending.
By default, it will display staff/crew name on the quotes. You can remove it through Admin Settings, which allow you to hide the crew/staff from the quote.
Journey: Admin Menu > Settings > Admin Settings > Ops Home Configuration > 72. Show Crew per shift on Quotes and Invoices
Once you hide the staff from quotes, the ‘Staff/Crew’ column will disappear from the Quote page, as shown below;
Applying notes and deductions in Quotes
Similar to the Invoice page, admins can apply special discounts and notes.
To do this, tick the box for the adjustment, enter a name or description, input the amount (including the % sign), and click ‘Update Quote’ to apply the changes.
Additionally, ‘Part Payment Required’ allows admin to charge the client to a maximum of 3 separate times by using this feature. Tick the box next to Part Payment Required, enter the payment amount or percentage, and click “Update.” see 4.1.1 Invoices for more information
TIP: To add or deduct an amount (excluding GST), tick “Apply Management Tax,” enter the name (e.g., “Tool Hire”), and specify the amount without the % sign. Use a negative sign before the amount for deductions or discounts.
After reviewing the quote, scroll down to the email quote section. All recipients linked to the client’s profile will be displayed. To learn how to add recipients, refer to Guide 9.2 Client Profile. Tick the box next to the names of the recipients you want to include. If you need to send the quote to someone not in the system, use the bottom line to add their information:
To add a contact, fill in the contact type, name, position, and email address before sending the quote. Check the boxes next to their names to send the quote to multiple recipients. deselect or click the ‘Reset’ button to clear the fields. Once the quote was sent, any new contacts will automatically be added to the contact list and the invoice loop. You can view, delete, or edit these entries in each client’s ‘Client Profile.’
When you’re ready to send the quote, choose either the CrewCard default quote template or your customised one from settings, then click “Email Quote.”
Actions
Now, let’s go back to the job page and take a look at what the Action drop-down menu.
Action is located in the right corner of every jobs. Click on the box to toggle the drop down.
Journey: Job > Job > Action
A drop-down menu will appear which contains a list of actions that can be performed on this page.
To apply ‘Action’ to specific jobs, check the box next to the job/s you wish to perform an action on, then click the action from the list.
Let’s dive deeper into what each of the actions does!
Action: Repeat Job Sheet Weekly
Admins and managers can create weekly recurring shifts to avoid the hassle of manually duplicating shifts.
To do this, check the job that you wish to copy and click on ‘Repeat Job Sheet’. A pop-up window will appear on the page:
Fill out all fields and make sure to check the box next to ‘Repeat’. Enter the number of times you want the job to recur each week. Once done, click the button labelled ‘Repeat’ to apply it across the system.
Action: Email Job Sheet Summary
This feature help you quickly send one or multiple jobs to it’s corresponding clients.
Note: Default email template will be used! You can customise the layout of the email that is to be sent via general settings. See guide 10.2.5 Client Email Job Sheet Summary to find out how.
Important: In order to use this feature, the following should be met:
Journey: Contacts (located in CNB) > Client List > Select the Client > edit (pencil & paper icon) > Accounts > edit (pencil & paper icon) or ‘Add New Account’
Action: Update Invoices
Sometimes, multiple managers or admins may review job sheets. To streamline this process, we’ve implemented a feature called ‘Update Invoices.’
This feature enables organisations to confirm invoices that have been edited, paid, or partially paid, ensuring better control and structure in timesheet management.
When an invoice is edited, the box in the Invoice section will turn red. After the shift is confirmed, the box will turn green to indicate that it has been reviewed and updated.
For example, if a manager recently edited an invoice, the box under ‘Invoice’ will turn red, alerting their boss to review and confirm the changes. Once the boss reviews and confirms the invoice, the box will turn green, indicating in the system that the invoice has been reviewed.
Action: Print Approved Job Sheets
Select the job and click on ‘Print Approved Job Sheet’. This feature automatically generates a job sheet in a new window.
From there, you can either print the job sheet or download it as a PDF.
Action: Send Timesheet Approval Email
On the Jobs page, select the desired job and click the actions button, click on “Send Timesheet Approval Email.”
Timesheet Approval Logic
Access to Timesheet approval is limited to specific user roles: Client, Project Manager, Supervisor, and Admin.
Within the app, the following designations apply:
A: Admin (Schedule Time)
CM: Crew Member (Actual Time)
S: Supervisor
CL: ClientFor example, when a client logs into the app, they have the ability to view both the scheduled time and actual time entries submitted by the crew. However, they can only make edits to the time entries that they themselves have entered. In this scenario, an additional editable time field is provided for the Client (CL).
Select the users to whom you wish to send the timesheet approval email, or check the “Select All” option and click the send button.
Review all the shift informations and click on ‘Send Email’.
The selected members will receive the timesheet approval email and can review and respond to it by rejecting or approving the timesheet.
Once the timesheet is approved, it will be marked as “Timesheet Approved.”
An alternative method to send the timesheet approval is by navigating to the desired Job Sheet page where you intend to send the timesheet approval.
Choose the specific shift or select all shifts, click on the options button, and then select “Send Timesheet Approval Email.”
Select the users to whom you wish to send the timesheet approval email, or check the “Select All” option and click the send button.
The selected members will receive the timesheet approval email and can review and respond to it by rejecting or approving the timesheet.
After approving the timesheet, it will be displayed as “Timesheet Approved.”
In an event the timesheet is rejected, the user will be redirected to the daysheet page, where they can review the shifts before submitting the timesheet again.
The timesheet approval hierarchy will adhere to the sequence of Crew, Supervisor, Client, and Admin.
In the provided example, the supervisor has already approved the timesheet. As I am currently logged in as an admin, I retain the ability to review the timesheet once more. This enables me to either grant approval or reject the submission, particularly if any irregularities are identified in the hours entered by the crew.
The Timesheet Approval Email will be sent to the client automatically, in accordance with the designated time set within the settings. Emails will be dispatched to the client continuously until they have granted approval for the timesheet.
Furthermore, you have the option to activate the feature that shows the timesheet approver in the invoice email by enabling “Display Timesheet Approval at Invoice Email.”
4.1.1 Invoices
To access the Invoice page, visit ‘Invoices’ in the Admin Menu.
Journey: Admin Menu > Finance > Invoices
This will direct you to the Invoices page where you can review and edit your invoices.
Find the invoice that you wish to edit on (in this case, invoice no.4678-1) and click on the eye icon.
This will direct you to the Invoice page tailored to the chosen client.
Now, let’s take a look at the features at the top of the Invoice Page.
| Feature | Description |
| Add Increment | Enable admin to update the Invoice number. |
| Client Profile | Directs user to the Client Profile page. |
| Refund | Used to reverse or refund a payment for the specific invoice. |
| Invoice History | Records or logs of all past invoices that have been sent. |
| Dropdown (Currently on ‘Invoice’) | Quick navigation to various job pages. |
Add New Discount
It’s important to add discounts first before applying them via the Client Profile.
To add a new discount, go to the Discounts page under the Admin Menu.
Journey: Admin Menu > Finance > Discounts
Click the ‘+Add New Discount’ button to create new discount options.
Alternatively, you can edit existing discounts if any are available.
Once it has been created, Go to the Client Profile > Client Discount to select the Discount.
Apply Admin Discount
On the Invoice page (located under the admin menu), admins can add a discount in two ways:
Method 1: Apply via Client’s profile
Click on the client name to open up the Client Profile.
Click on ‘Edit’
Select ‘Client Discount.’ under ‘Client overview’. Choose the discount options that will be applied to future invoices for the selected client.
Method 2: Apply through edit
Find the invoice that you wish to edit on and click on the eye icon.
Tick ‘Apply Admin Discount’ and set the discount amount or percentage.
Once completed, save your changes by clicking ‘Update Invoice.’
Merchant Fee and Bank Account Fee
Bank Account Fee: when the Bank Account Fee is ticked on the invoice page, it indicates that bank account payment is the client’s preferred payment method, as set in the Client’s Portal > Billing Details page.
Within the invoice page, this fee can be applied by ticking and entering an amount or percentage (including the % sign). Make sure to save any changes by clicking ‘Update Invoices’
Merchant Fee Amount: when the Merchant Account Fee is ticked on the invoice page, it indicates that card payment is the client’s preferred payment method, as set in the Client’s Portal > Billing Details page.
Within the invoice page, this fee can be applied by ticking and entering an amount or percentage (including the % sign). Make sure to save any changes by clicking ‘Update Invoices’
**Note: admin can opt to remove these fees by unticking the selected preferred method in the Invoice page.
Part Payment Required
Admins can charge the client up to three times using this feature. To begin, tick the ‘Part Payment Required’ box and enter the part payment amount or percentage of the total amount (including GST).
After applying the part payments, the payment amount (highlighted in blue) will be reflected on the invoice. See below:
**Note: Admins must wait until the first payment is completed before proceeding to add additional part payments.
Once part payment has been applied, admins have 3 options to charge clients:
Option 1: Direct Debit
Click ‘Charge Payment’ to directly debit the part payment amount from the client’s bank account or credit card.
Option 2: Email Invoices
Alternatively, admins can send the part payment email by ticking ‘Attach PDF to Invoice.’ Select the recipients or add new account details for those who should receive the invoice, then click ‘Email Invoice.’ This will send a copy of the invoice with (PDF attachment) to the selected users in the Invoice Loop.
Option 3: Email Using Action
Another way to email an invoice is through the “Action” menu on the Invoice page.
Select the invoice, then click “Select an Action.” Admins can choose either “Email Statement” or “Email Statement with Attach PDF.”
This will take you to the Email Invoice Statement page, where you can view invoice details such as the Invoice Number, Date Sent, Amount, Interest, GST, and Total. If the first part payment has been made, you’ll also see the paid amount and the outstanding balance.
Once the Email Invoice Statement has been sent, both the Admin and Client will receive an Invoice Statement Email showing the outstanding amount that needs to be settled by the Client. For more details about the Invoices Page, please visit CrewCard User Guide >> 13.3 Invoices.
**Note: Admins should use the Email Invoice Statement option when sending the outstanding balance to the client.
When a Part Payment has been charged by the Admin, an email will be sent to both the Admin and the Client. This email will include a thank you message, along with the Total Invoice Amount, the Paid Part Payment, and the remaining Balance.
Admins will also receive an email notification for the New Customer Payment whenever they make a Charge Payment or when the Client makes a payment.
Payment will be reflected in the Invoices page under the Admin Drop Down.
In the Invoices Page, it will reflect the outstanding amounts to help Admins keep track of their invoice status.
Furthermore, whenever an invoice is sent to the client, the invoice will also appear in the Client’s Portal under the Invoices page.
On the Invoices page, the “Payment Type” column will display “Part Payment Required,” indicating the type of payment charged. This serves as an additional way for the client to recognise the payment type applied to their account.
Add Notes in the Invoice
Once sent, Client who are selected under the Invoice Loop will receive the Invoice email with the attached PDF.
Open the attached PDF and you will find the Invoice Notes.
Removing GST
To remove the GST from the Invoice Page, Simply go to the Clients Profile you wish to remove the GST or Click the Client Profile button on the the top of the Invoice page. This will direct you to the Clients Profile Page
In the Clients Profile Page, Click the Client Discount on the side menu.
Untick the “Apply GST” and click Save Details
Go back to the Invoice page and refresh it; the GST should disappear from the invoice page for the selected client.
Refund
You can also reverse the payment or refund an amount via ‘Refund’.
To begin, on the Invoice page, click the ‘Refund’ button.
The Refund Payment window will appear. Select the previous transaction from the Select a Part Transaction drop down list.
Enter the refund amount and the reason for the refund, then click the ‘Refund’ button.
The client will receive a Refund Completed email with the amount refunded.
The refunded amount and date can be found on the Invoices page within the Client’s Portal.
Updated Invoice Layout:
We have improved the organisation of details in the new Invoice Layout.
These details will be sourced from the Business Page under Account Details. When “Use Separate Account Details” is ticked, all information, including the business name, state, suburb, postcode, telephone number, fax, and ABN number from the Business Page, will appear on the invoice page.
Key: A / DM / M
The shifts page allows you to view, edit and process data regarding all staff shifts that are entered into the system. All information on this page has been collected when a job is booked.
Advanced Shift Search
As the shifts page displays all current shifts in the system, use the advanced search to find the shift and job sheet you are looking for.
Note: Click “Shift No” under No. Column should automatically insert the job number into the search field on the shifts page. It will display all shifts associated with that job sheet on the shifts page.
To commence a search you can fill out one or more fields of the following information.
No | Shift number to view a specific shift. |
Job Sheet | Job sheet number to view the entire Job Sheet on Shifts Page |
Client | When the field is clicked a drop-down list containing all your clients will appear, click the client’s name you wish to view |
Activity | When the field is clicked, a drop-down list containing all your activities will appear, click the one activity. The activities that are listed can be altered through Admin Settings. |
Date From – Date To | Click the field to open a calendar, select the dates you wish to view shits commencing in |
Time From – Time To | Enter the time in 24 hours. For example, 11:00 am/ 23:00pm |
Project Code | Project Code is only for rental point and only can be activate at General Settings #180 Enable Project Code |
Staff | When the field is clicked a drop-down list containing all your staff will appear, click the staff’s name you wish to view |
Day of Week | Tick box one or more day |
Options | Use this field to select what form you would like to view your search in a new tab will open up. Graph: this will open up the graph guide 4.6 and display only the searched shifts. Calendar: this will open the shifts in the weekly guide 4.5 format Import shift from XML: contact support@personnelmanager.com for help to set this up |
Status | Tick box to view all shifts, unconfirmed, unlocked, confirmed, timesheet approved and timesheet not approved. |
Search | Click to search |
Reset | Click reset to clear all search fields |
TIP: Combine Job Sheet number with date or time to narrow down the search. Ideal for a massive job sheet.
On the top right corner of the page is an overview of the shifts and hours. See below:
The totals automatically change when a search is done.
Underneath the advanced shift search, warnings will appear in a yellow square.
Warnings: If there is an issue when booking a shift, a warning will appear at the top. See the following screenshot for example. Warnings can appear for a number of reasons such as double booking, SMS failure, crew ticket expiry, and if the crew has exceeded [x] amount of hours in a week (setup in Admin Settings > General Settings > #139 to #142). Click the dropdown list to expand the reason behind the warning, below is an example of how they will appear:
Note: CrewCard will not allow the crew members to mark themselves as unavailable for a shift that you have already booked them for.
Action Keys
Column | Description |
Scheduler (S Column)
| This will open a new tab that will take you to the scheduler |
Quick Edit (Q Column)
| Quick edit, a pop-up window will open with limited editing options |
Edit (E Column)
| This will allow you to edit the whole shift in detail |
Shift Number (No. Column): This provides information regarding the Shift number, also it provides a code regarding how the shift was booked. Please refer to the below information as a Guide.
|
|
|
|
MESSAGE:
Message (Msg): Indicates the Status of outgoing SMS Messages. For more info regarding sending shifts to the crew, please see “MESSAGE Shifts” under “Shifts Page – Select an Action” and see “Message Logs Page” for more info regarding SMS Codes.
M: (Multi SMS) In the “Offer Shift Message” options for shifts can be sent to crew/s and the last 3 digits of Shift Numbers becomes the Acceptance (or Decline) Code for this shift.
L: (Linked Shifts SMS) In the “Offer Shift Message” options for multiple shifts of the same kind can be selected (linked) and sent to the crew.
SC: (Same Crew SMS) 2 or more shifts from different hours/dates/venues etc, have been sent together to the crew aiming to confirm the same person on all of them. All shifts must be selected and “Offer Shift Same Crew” must be clicked.
S: (Single Shift Sent) When the Crew Member’s name is in blue, it indicates that the crew member has been selected manually, entered, and saved for a shift, but has not been confirmed. Once an “Offer Shift Message” is sent, it changes to green and an “S” appears in the “MESSAGE” column. The “S” will also appear in this column if the “Time Change” SMS has been sent to the crew. (For more info see “Time Change” under “Shifts Page” and “Select an Action”)
T: Highlighted “T” indicates Time Out for an “Offer Shift Message” has been sent and no incoming acceptance messages will be confirmed after this point. Time Out period can be determined in Global Settings.
?: This indicates that an offer multi has been sent to the assigned crew. You may select the ? icon to open up a window showing if SMS, Email, or App offers has been sent to the assigned crew. You may also cancel the Multi SMS by selecting the X icon
Name
The font colour of the Crew Name may vary depending on the status of the job assigned to him/her. Please refer to the info below:
Green – If an offer/request has been sent to Crew but not yet confirmed.
Red – If the crew has received the offer but is denied or unavailable to add to the said shift.
Blue – If the offer received is confirmed by the crew.
En Route (EN) – The time that crew have marked themselves En Route (on the way) to their shift.
Check In/Out (CI/ CO) – The actual time that crew click the Check In button in their CrewCard app and the actual time they click the Check Out button. NB NOT necessarily the actual time they started or finished work.
To view the Geofence Location of the crew, Click the Timesheet icon and refer to the information below.
This will lead you the Timesheet Approval pop-up window.
Click the pin icon and it will show you if the Crew is inside the designated geofence of the job or outside the vicinity of the job.
Crew App – The times that crew have nominated using the time picker in the CrewCard App as the times they started and finished work.
Geolocation (GI/ GO) – The time that crew first cross into the Geofence (set to 500 metres) radius around the job site and the first time they exit the Geofence.
Timesheet Code:
Scheduled – The start, finish and break times that were set when the job was entered into the system.
Actual – Admin times or times updated by other users in order of hierarchy
Timesheet Hierarchy – Admin > Duty Managers > Managers > Supervisors > Team Leaders > Crew Members
Admin – Code: Admin – The times that the Admin (Superuser) entered using the Admin Portal for the times that crew started and finished work.
Duty Manager – Code: DM – The times that Duty Managers entered using the Admin Portal for the times that crew started and finished work.
Manager – Code: M – The times that the Manager (business) entered using the Admin Portal for the times that crew started and finished work.
Client – Code: CL – The times that the Client entered using the Client Portal or Client access for the CrewCard app for the times that crew started and finished work.
Supervisor – Code: S -The times that the Supervisor (of the Client crew) entered using the Supervisor access of the CrewCard app for the times that crew started and finished work.
Team Leader – Code: TL – The times that the Crew Leader (of the staff crew) entered using the crew access for the CrewCard app or Crew Portal for the times that crew started and finished work.
Crew Member – Code: CM – The times that a Crew Member entered using the crew access for the CrewCard app or Crew Portal for the times that they started and finished work.
SMS
The SMS icon does appear on shifts that aren’t yet either confirmed or denied. It will appear on shifts where an offer has been sent but the crew has not responded.
Once the SMS Icon is clicked it will redirect to the Send Messages page where you may send a message to the crew either by SMS, Email, or App. Please Input your message and select Send Message.
Once the SMS Icon is clicked it will redirect to the Send Messages page where you may send a message to the crew either by SMS, Email, or App. Please Input your message and select Send Message.
Scheduler Settings and Message Logs
Select the scheduler logs below the message code to view the Scheduler Settings and Message Logs.
The window will provide information regarding Scheduler Settings, Offer Run Status, and Message Logs.
Additional Actions:
Images | Description |
Time
| Select to open a window on Timesheet Approval |
Map
| Click to open the venues page, edit the Venue & Meeting Place for shift |
Note
| Notes for/from staff and operations |
Instruction
| Instruction can be assigned to a job Please refer to the colour code for the meaning of the Instruction icon. |
Action
| Select action as a job may require that crew members are properly inducted about the venue, or before a crew can start a job, they will need information about health and safety. Please refer to the colour code for the meaning of the Action icon. |
Document
| Any documents that have been uploaded are related to shifting. |
Crew Pass
| Select to be able to view the Crew Pass that can be used by the crew to know their access level on sites. The colour code will be activated depending on induction at the crew pass. Please refer to the colour code for the meaning of the Crew Pass icon. |
Colour Code:
Time: Select to open a window on Timesheet Approval. To approve, please select a row of timesheets or select all timesheets and Select the role/activity, then select Approve.
Map: Click to open the venues page, edit the Venue & Meeting Place for shift
Note: Notes for/from staff and operations
Instructions: These are documents that are needed for specific jobs, these are instructions that are needed to accomplish the tasks. (Development In Progress)
Actions: These are forms that are needed to be accomplished prior to starting a job. (Development In Progress)
Files: Any documents that have been uploaded related to shifting. These files are uploaded via the corresponding job sheet of the shift(please refer to 7.1 Job sheets for more details). Once clicked you are given an option to view the file or delete it.
Crew Pass: Select to be able to view the Crew Pass that can be used by the crew to know their access level on sites. This will also include Job Details, Activity/Role, Documents Uploaded, and Inductions(if required). For more information on Crew Pass, you may refer to 4.1 Daily.
Action Footer:
Tick box one or more shifts → Click ‘Select an Action’ to present the following dropbox.
Actions:
Confirm Shift: By selecting shift/s and clicking this option, you simply make Crew member/s confirmed for a shift without sending them a Confirmation Message. Their name will appear black on the Shifts Page with a C next to it (under the SMS field) which indicates they have confirmed.
Edit Shifts: Select the shift/s and then scroll down to the bottom of the Shifts Page, use the Select an Action drop-down box to select Edit Shifts to edit the selected shift/s details.
Update Rates: When editing details of each shift or swapping crew members, along the way whether manually or automatically (confirmation via SMS) some shifts’ rates may not follow the changes properly even after being saved and the shift rate may need to update. This option is to ensure shift rates are updated based on rate/crew to correct payslips.
Copy Shifts: The selected shifts will be copied
Repeat Shifts: The shift will repeat the exact same
Unconfirmed Shifts: If the shift has been confirmed but you wish to change it back to unconfirmed
Highlight Shift: Highlight the shift, this reminds you to make changes to it
Remove Shift: Highlighting: This removes the highlight from the shift.
Deleted Shifts: The selected shifts will be deleted
Auto Scheduler/scheduler: The Auto Scheduler will automatically send offers to qualified crew based on Rank, On Call, Proximity and Merge Shift. Scheduler: manually select the crew you wish to offer the shift to. Learn more about this in guide 4.7.
Message:
All of the following actions will open up a message page where you can edit the message and select if you would like to send the message by Email, App or SMS (SMS uses SMS credit). You can set default messages for each section through the general settings.
Offer Message: A message will be sent to the crew about the shift
Offer Same: A message will be sent to multiple crews to offer the same shift
Offer Multi: Multiple shifts and one message will be sent to the same crew
Confirm Message: This will send a confirmation message to the crew who is booked for the shift
Confirm Multi: Confirm multiple shifts for the same crew (can do in one message)
Send Message: Allows you to send messages and bulk messages via SMS or App.
How to Send Message
Seamlessly connect with your crew members by using the Send Message. This feature allows you to send messages and bulk messages via SMS or App.
In the Shift page, Select a shift and click Select an action, Click Send Message.
Send Message page, allows you to select the Msg template additionally the crew assigned in the selected shift is automatically added to the list of crew who will receive the Msg Template. Users can tick SMS and App from where the crew will receive the message.
Once the Message template has been selected the message will automatically populate in the message field. Click the Send SMS button to send the message.
Users can also send messages by going to the Shift Edit page. In the shift page, click the edit icon.
This will open a new window for the Shift Edit page, Select or tick the checkbox for the shift.
Click the Option button and select Send Message.
Select the Message template and it will automatically populate in the message field. Click the Send SMS button to send the message.
Crew Notes For Shift
Admins can now save notes for each shift. This enhancement allows for better organization and communication, ensuring that important information is easily accessible and documented for every shift.
Navigate to the Shifts page and select the shift number for which you want to update the Crew Notes for Shift.
Click on Select an Action, then choose Crew Notes.
The Add/Edit Crew Notes window will open. You can add or edit the Crew Notes for the shift and click the save button. Alternatively, you can click the cancel button.
Once saved, a notification will confirm that the notes have been successfully saved.
Clicking the Note Icon will display the added or edited notes saved under Crew Notes for the shift.
To update the Crew Notes for each shift individually, simply click the notes icon under the Notes column and add or edit your Crew Notes for that specific shift.
Time Change: Update the times on the job
Cancel/Delete: Delete/cancel shift and a message will be sent to the crew member to notify them
Export:
Generate Report:This feature generates a comprehensive report or summary based on gathered data. Below are the steps for creating a report based on the tailored data.
How to Open
Firstly, select Shifts under the Jobs menu tab to initiate the report generation process.
Select the shifts you wish to include in the report on the Shifts page. Then, click the “Select an Action” button in the footer and choose “Generate Report” from the options in the Export column.
Generate Report’s pop-up will appear, allowing you to select a preferred template from the template dropdown.
To delete the saved template, click the edit icon, and then remove any saved templates by clicking the bin icon.
Within the “Generate Report” pop-up, select the specific fields to include in the report by choosing from the available fields and moving them to the Excel column alignment section using the right arrow button.
Moreover, you may also drag and drop by selecting one or more data on available fields, holding it, and dragging it to the right column.
Tick the “Save as Template” option to create and save the selected fields. Once all necessary selections are assigned, click the “Export” button.
A dialogue will prompt you to enter the template name. After providing the name, click the “Save & Export” button to finalise the process.
A confirmation pop-up will appear, showing the ‘X’ icon and the Back and Export buttons. Click Back to return to the previous step, use the ‘X’ button to cancel, and click ‘Export’ to proceed.
Upon completion of the download process, the file will be automatically saved in your designated Downloads folder.
Export Run sheets: Exports a detailed Run Sheet for selected shifts into PDF format. Useful for viewing staff’s start/finish times, venue and other details.
Export Excel: This feature enables you to export the selected shifts from the Shifts Page to an Excel spreadsheet. Once the scheduling has been done this feature makes it easy for importing the roster into other packages. You can save an Excel sheet into CSV files or tab_delimiter files.
Export Excel Sign off: The system will create a sign off sheet and download it into an Excel file
Export Summary: Export into Excel that displays a breakdown of the selected shifts which shows the following breakdown:
| Date | Business | Activity | Job Sheet Number | Total hours | Total Paid $ | Total Bonus $ | Total Charge $ | Profit | Margin |
Site sheet PDF Download: The job sheet will download into a PDF
Site Sheet PDF Email: The software will create a PDF off the job sheet and send it to the allocated email
Export Staff Emails: The emails from staff on shifts will download all together into an Excel
Export ABA File: A software to pay contractors, contact support@personnelmanager.com.
Lock:
Lock Type | Description |
Lock Shifts
| When a shift is locked, no one is able to make changes to the details of the shift |
Admin Lock Shifts
| This is different from the normal lock as only the admin can unlock the job |
Payroll Lock Shifts
| In the Shift page a lock icon will be visible once payroll lock has been triggered while a lock with letter “P” will be visible in the shift edit page. Additionally, if Payroll locked is selected you can select or choose which week Pay Period you want the shift/s to be added to. |
Unlock Shifts | Unlock a shift so the shift can be edited |
If you need further assistance, please email support@personnelmanager.com.a
The calendar page displays all jobs for the week at one glance. You can set this up as the home page; however, you can also access the calendar page through the Jobs tab. You can edit the display information and the starting day of the week through General Settings. This is explained in guide 10.2.
To access the Calendar page, hover to Jobs in the Central Navigation Bar and click Calendar
Journey: CNB> Jobs > Calendar
Shifts within the calendar are colour coded to reflect the shift status.
Colour Codes for Calendar:
| Colour | Description |
| Red | No Shifts have been confirmed. |
| Blue | Some or All Shifts confirmed. |
| Orange | Some shifts are confirmed but there are still unlocked shifts in the job. |
| Green | Some shifts are locked but there are still unlocked shifts in the job. |
| Grey | All shifts have been locked. |
On the top right-hand side, you can click each button to view your jobs by month, 2 weeks, week, 3 days or today.
Edit Job in Calendar
To make changes to a job or to view more details, you must expand the job.
There are two ways you can do this:
Method 1: click ‘expand all’ at the top of the calendar
Method 2: click the arrow on the job cards to drop down the details.
Let’s first take a look at the three buttons located at the bottom of the expanded job card:
Schedule: If there are no confirmed staff for your shift, use the Scheduler (guide 4.12) function to send job offers to the available crew.
Quick Edit: Shows limited editing options for the shift.
Edit: This will take you to the job sheet pages which enables you to make changes to the shift for the job.
Let’s now look at our Options Menu
Click on options to expand more buttons:
Shifts: Tick the box of one or more crew members and press the shift button. This will open up the shifts page so you can edit a shift.
Jobs: Tick the box of one or more crew members and press the jobs button. This will open up the job sheet just for the selected crew.
Day Sheet: After a job has been completed, the Day Sheet button will appear. Clicking the button will direct you to the Day Sheet page. The Day Sheet allows you to enter times directly into the system and to report on the performance of a crew (applicable for Team Leaders, Client and Duty Managers).
Under the options is the job details:
Venue
Click the venue icon to quick edit the venue for the job.
A pop-out window will open. In this window, you can edit the details of the Venue by clicking the pencil icon. It will redirect you to the venue’s page, where you can edit the details of the Venue. Additionally, you can set the Meeting Place by selecting from the dropdown menu. Expand the map of the Meeting Place by clicking the plus icon.
Crew Profile
To open up the crew profile, click the name of the crew. This will redirect you to the crew profile.
Crew Rating
Once the job is completed, you can expand to see all of the crews that were on the job. Click on the star icon to provide feedback and a rating.
4.4.1 Day Sheet
The Day Sheet allows you to enter times directly into the system, and to report the performance of a crew (applicable for Team Leaders, Client and Duty Managers).
To access the Day Sheet, go to the calendar and find the job that you want to view the Day Sheet of. Click Options then select the Day Sheet.
Journey: Jobs (CNB) > Calendar > Select Job > Options > Day Sheet
You will be redirected to the Day Sheet, where you can edit shift times and provide staff feedback. This is what the Day Sheet will look like for Admin, Duty Managers, Team Leader and Supervisors.
Let’s take a look at what Day Sheet page include:
Job Details
This section will display the details of the job, including: job number, date of the job, venue of the job, its meeting place and the activities. The details of the Venue can be edited by clicking the house icon (applicable for Admin and Duty managers only). You can also click on the direction arrow of the Meeting Place, opening a new tab to display the Meeting Place on a map, and the directions on how to get there.
Supervisor Details
If there is a Supervisor assigned to the job, it will be displayed here. Otherwise, the fields will be blank and information will need to be entered before submitting the Day Sheet.
Meeting Place
Click the box to open up information about the venue, address and meeting place.
Staff GPS
Clicking the box will redirect you to a new page displaying the staff member’s real-time location.
Safety Induction
When the Induction Button is clicked, a new window tab will open for Induction. Depending on your login credentials, the Induction can be for Client Induction, Team Leader Induction or General Activity. The Induction Button is not available on the Day Sheet of the crew. Further, the Induction function is for Team Leaders and Supervisors only. Though the button will appear for Clients and Admin, the function will not work for them.
You will be redirected to the Induction page, where you are to completely fill out the Induction Form. The contents of the induction will depend on the settings of your system.
Let’s now look at the tabs within Safety Induction
Job Details
Click on the Job Details to open its content and select the job from the dropdown list.
Tool Box Talk
Click on the Tool Box Talk to open its content and select the job from the dropdown list.
Policies and Procedures
Click on Policies and Procedures to open its contents. It will list down all available policies and procedures. You can click on the policies and procedures to view its entire content.
Signature
Once you are done with the Induction, you can now affix your signature and submit it.
Inspection
When the Inspection Button is clicked, a new window tab will open. The venue inspection function is for Team Leaders and Supervisors only. Though the button will appear for Clients and Admin, the function will not work for them.
Select the job from the dropdown menu where the venue inspection will take place. Then, follow all necessary inspection steps as outlined in the window. When you select a job from the dropdown menu, it will display the venue and the client for that job.
**NOTE: The content of these sections will vary and will depend on the settings configured in the Safety Forms.
Take 5 – Before You Start
This section will provide users with some tips on how to effectively inspect a venue. Follow these guidelines to ensure your venue inspection is effective.
Open All – when you click on this button, all accordions will be opened.
Close All – accordions will be minimised.
Photo – can take a photo or Upload image of the venue
Venue Information
Based on your observation and inspection, you can now fill out the information needed in the Venue Information. Provide info for Staff Entry Location, Security Location, First Aid Location, Emergency Meeting Point, Restroom Points and Other info.
Staff Entry Location – this is the entrance dedicated for the crew members.
Security Location – the location of security personnel.
First Aid Location – the location where first aid is kept.
Emergency Meeting Point – this is the assembly meeting point if there is an emergency.
Restroom Locations – the location of the restrooms.
Other Info – other relevant and important information about the venue.
Work Areas Inspected
Tick the box of all the areas you’ve inspected. If you inspected other areas, you can enter it in the info box provided at the bottom of this section. You can also enter your notes in this field.
Existing Safety Measures
Tick the boxes of the applicable safety measures in effect at the venue.
Signature Block
If you have previously signed a form, your signature will appear here. You can always click Clear if you want to re-affix your signature. You can click Submit once you have completed all of the sections under the Venue Inspection Form.
After you submit the form, a pop-up will appear asking if there are any safety issues you want to report. Click No if there are no safety issues and click yes if there are safety issues you want to report.
Photo
The next section in the Day Sheet page is the photo. You can attach a picture in the day sheet by clicking the photo button. If you are using a mobile phone to access a day sheet, it prompts you to use your camera or to browse for photos. If you are using a web browser, when you click on the photo button, it will ask you to search the photo in your files so you can attach it in the day sheet.
Timesheet
The timesheet can be accessed within the Day Sheet by clicking the link provided. When clicked, the timesheet information will pop-up.
It displays the time entered by the Crew, Supervisor, Client, Team Leader and Admin.
Star Icon
The star icon is for crew rating. When you click on this icon, you will be able to send ratings and feedback for the crew. Go to 4.4 Calendar >> Crew Rating for more details.
Handshake Icon
The green handshake icon signifies that crew has fully understood the content of the Induction, Toolbox Talk and SWMS. It shows that the crew member will abide by all policies and has confirmed all details in the Day Sheet are correct.
Day Sheet Indicators
There are numerous indicators on the Day Sheet that signify various things. For example, the green text and time on the Day Sheet with code “CM” on the below screenshot signify that crew has entered his/her check in and check out time.
Timesheet Hierarchy – Admin > Duty Managers > Managers > Supervisors > Team Leaders > Crew Members
These are the codes to indicate the user who entered the time on the Day Sheet:
| Code | Indicator |
Admin | The times that the Admin (Superuser) entered using the Admin Portal for the times that crew started and finished work. |
DM (Duty Manager) | The times that Duty Managers entered using the Admin Portal for the times that crew started and finished work. |
M (Manager) | The times that the Manager (business) entered using the Admin Portal for the times that crew started and finished work. |
CL (Client) | The times that the Client entered using the Client Portal or Client access for the CrewCard app for the times that crew started and finished work. |
S (Supervisor) | The times that the Supervisor (of the Client crew) entered using the Supervisor access of the CrewCard app for the times that crew started and finished work. |
TL (Team Leader) | The times that the Crew Leader (of the staff crew) entered using the crew access for the CrewCard app or Crew Portal for the times that crew started and finished work. |
CM (Crew Member) | The times that a Crew Member entered using the crew access for the CrewCard app or Crew Portal for the times that they started and finished work. |
Footer Buttons
Check In Button –Use the Check In button to record the crew’s start time.
Check Out Button – Use the Check Out button to note the crew’s end time or indicate their absence.
Breaks – Manage crew breaks by using the Breaks option.
Submit – Finalise and submit the recorded time by selecting Submit.
To enter the check in time, select the crew by ticking the box of their names, then click the check-in button. A window will pop-up to select time for check in. Select the time from the dropdown menu and click ok.
The page will refresh and the check-in time will be reflected with a green text, followed by the code of the person who entered the time.
Follow the same steps when entering check out time. Select the crew by ticking the box of their names, then click the check-out button.
A window will pop-up to select time for check out or you can mark the crew member as Absent.
The page will refresh and the check-out time will be reflected with a green text, followed by the code of the person who entered the time.
Follow the same steps when entering the break time. Tick the box of the crew then click the Breaks button.
Click the plus icon to add break time. Then, click the down arrow to select break start and break end. After, click the Save button to add the break time.
Client Sign Off
Affix your signature in the box and click the submit button if you are ready to submit the Day Sheet.
Submit Day sheet
A pop-up window will appear to confirm the submission of the Day Sheet. Click YES if you are ready to submit the day sheet, otherwise click CANCEL.
Once a Day Sheet has been submitted successfully, this pop-up window will appear.
The check in and check out times will now have a lock icon beside them.
The Weekly Page provides an overview of jobs organised in a weekly view. To access the Weekly page, hover over “Jobs” in the Central Navigation Bar and select “Weekly.”
Journey: CNB > Jobs > Weekly
The “Graphs Page” typically refers to a section or feature where graphical representations or charts of data are presented. The “Graphs Page” is where users can view graphical representations of crew and job data, allowing for a visual analysis of scheduling and workforce-related information. Such pages are often used to provide users with a visual overview of data trends, making it easier to interpret and analyze complex information.
When you select “Graphs” from the “Job” dropdown, you will be taken to a new page where a graphical representation of crew and job data will be displayed.
Data Display:
Group By: You can choose to group crew by either the job name, showing all crew with shifts, or by specific crew groups.
Filter by Business: This option allows you to view jobs based on the associated business.
Job No: Displays the unique job number allocated to each job.
Crew Group: Shows members within a specific crew group.
Date From/To: You can specify date ranges to display jobs between those dates. The default view is one week.
Scroll: Use arrows to navigate through job days.
Graph Layout:
Height: Adjust the height of the graph using the arrows. This affects the number of job rows displayed.
Zoom: Zoom in or out of the graph using the ‘-‘ and ‘+’ buttons. This alters the visibility of days.
XML:
For important shifts from XML, please contact support@personnelmanager.com.au.
Shift Management:
Shifts can be transferred from one crew member to another by dragging them to another crew or changing the shift time within the Graphs page.
When you drag a shift to another crew member, a confirmation window will appear displaying the previous and updated shift details.
After confirming that the details are correct, click the Save button.
A pop-up notification will confirm the successful shift update.
This process allows for efficient management and adjustment of shifts among crew members.
The “Events Page” is designed to display and manage events, typically organised by date and day. Users can view and manage events, bookings or job sheets. This page can be set as the default home page.
On the “Events Page,” events are usually presented in a calendar-like format, allowing users to see events for different days and dates. This page often includes features for creating, editing and managing events, assigning staff, specifying event details and more.
Bookings or job sheets here are known as “Events”. All bookings are displayed by event on the main Events Page, rather than by each shift (staff) on the Shifts Page.
Creating job sheets (events) on this page also gives you quick access to two additional components: “Equipment” and “Consumables”, which can be added or edited on the go. Using the Events Page would be most efficient if each event is entered by your office staff (as opposed to Clients making bookings online every day) and, if your invoices include a combination of an hourly rate for staff, consumable items and equipment hire.
There are three pages within this page: Events, Booking and Quote.
The events are colour coded by day and the columns are categorised by key:
Business: The name of the business/location that the job is booked for.
From/Until: Click the field to display a calendar and select the time frame in which you would like to view the events.
Notes: Anything that’s entered in the “Booking Notes” text box, in either Booking or Quote tab, appears here.
Using the search bar, events can be narrowed down by client, date or job number. A combination of multiple search filters can also be used by entering the data and clicking the “Search” button. Click the “Reset” button to reset the advanced search bar entries and bring the events to view back to today.
Creating A New Event:
Click “Add Event” or “Booking” which will open a small window.
Fill out the fields and click create.
This will create a new booking/event. This will then take you to the quoting page.
‘Job No.’ is automatically assigned by CrewCard. This can be edited with numbers or text.
Booking Notes: Any notes related to the event can be entered here.
Qty: Total number of shifts.
Booked: Number of shifts that have been confirmed.
Required: Number of shifts that are needed or necessary.
More staff can be added by clicking “Add Staff”.
Equipment: Click “Add Equipment” then enter a quantity, which will multiply the amount that’s entered under “Charge”.
Consumables: Add a description of the charge, date (optional), quantity and the charge, which will be multiplied by the quantity.
The numbers entered are able to be in whole or decimal form for both equipment and consumables.
Make sure to click “Save Information” after making any changes.
Invoices can be connected to MYOB, please contact support@personnelmanager.com.au for more information. Costs apply.
To edit, double click the event to open.
To perform an advanced search, use the client bar, date or job number, which narrows down the jobs displayed. Click reset to return to view all.
Booking
When the event has been created, double click the event to be taken to the booking page. Here, you can allocate staff, select a venue, write notes for staff and update their rates.
Whenever an Activity or Category is edited or remapped, it is recommended to update the rates in the Job Sheet, Shift Edit Page or Events Booking Page.
Assigning or editing a supervisor may also be possible by selecting the On-site Contact Name.
A window will pop up where you may input the supervisor’s name. An option to send an Email and SMS invite can also be done. To save the changes, please select Send App Invite.
Footer
Tick box one or more shifts. Use the footer options to perform the following actions:
Offer Message: A message will be sent to the crew about the shift
Offer Same: If you have more than one shift with different details and you put those shifts in one offer, that is Offer Same
Offer Multi: Multiple shifts will be sent to the same crew
Confirm Shift: If you know the crew has already confirmed the shift, this will not send a message to them but will confirm that they will be doing the shift
Confirm Message: This will send a confirmation message to the crew who is booked for the shift
Confirm Multi: Confirm multiple shifts the same crew can do
Lock: When a shift is locked, no one is able to make changes to the shifts details
Admin Lock: This is different from the normal lock as only the admin can unlock the job
Payroll Lock: In the Events page>> Booking Tab a lock icon with letter “P” will be visible once payroll lock has been triggered. Additionally, if Payroll locked is selected you can select or choose which week Pay Period you want the shift/s to be added to.
Unlock: Unlock a shift so the shift can be edited.
Export selected Shift (s): The selected shifts will export into an excel sheet.
Copy Shift (s): The selected shifts will be copied.
Deleted Shift (s): The selected shifts will be deleted.
Message Cancel & Delete Shift (s): Delete/cancel shift and a message will be sent to the crew member to notify them.
Message Notify Staff of Change: The change in the selected shift will be sent to the crew.
Make Unavailable: The shift won’t be available.
Admin Lock Shift(s): This is different from the normal lock as only the admin can unlock the shift.
Highlight Shift(s): Highlight the shift. This reminds you to make changes to it.
Remove Shift(s) Highlighting: This removes the highlight from the shift.
The “Map” feature shows the positions of both staff members and their respective shifts in real-time.
You can also utilise the search function to precisely locate a crew member or venue on the map. Simply enter the initial letters of a crew member’s name, a venue or a meeting point and then select from the provided drop-down list.
Colour Tags:
Green: Indicates the locations where crew members reside.
Red: Represents crew members currently working at a venue.
Clicking on these tags will trigger a pop-up window displaying additional details about the staff and shifts. You can refine your search by specifying a date and time to view the relevant staff and shift information.
Tip: Similar to the functionality on the Google Maps website, you can zoom in and out on the Location Map using the mouse wheel or click and drag to navigate.
The Statistics page allows you to view and compare two time periods at once. Enter and select the information you would like to compare for the two different graphs.
Key: A / DM / M
A Roster is a schedule of shifts that assigns crew members to specific jobs over a defined period. The Crew Card app allows you to create, manage, and modify rosters with ease, ensuring you meet operational needs efficiently.
Navigate to the Rosters section from Jobs in the main menu.
Creating a New Roster
Click the + Add Roster button.
Select the Client and Venue.
Set the date and time frame: Choose the start and end dates for the roster. You can also select a predefined period such as a ‘Shutdown’ event.
Choose the Activity required for the job.
Choose the day of the week, either Weekdays only or a Custom Selection.
Enter the Number of Crew required.
Save your roster, and it will be ready for crew assignment.
The job sheet will be generated. To open it, click “Open All Job Sheets” for the full list, or click the specific job sheet number to open it directly.
Assigning Crew to Shifts
Once your roster is created, you can start assigning crew to each shift:
Open the Roster page and find the shifts created.
Choose from the available crew list or search by name.
Drag and drop the crew member’s name into the shifts.
Note: Only active crew members will be listed under Crew Lists.
Note: Each card features a crew icon in different colors, representing the following:
Orange: If there is insufficient crew, the icon will be orange.
Blue: if there are enough crew, the icon will be blue.
If the crew was not pencilled in for the shifts, the reasons would likely be as follows:
Crew does not have the correct activity.
Exceed Hours Limit. 
Crew is not mapped to Business. 
Crew is only allowed to work with certain clients.
Crew is tagged as incompatible with the Client.
Using Filters in Roster
CrewCard offers various filters to help you quickly find the best-fit crew for each shift. These filters allow you to streamline the process by selecting based on specific criteria.
Shift No.: This is a unique identifier assigned to a particular shift, often used to track and reference it in roster systems.
Crew: List of Crew Members
Client: This is the individual or organization for whom the work is being done. They are usually the party that has requested the services or for whom the crew is performing tasks.
Date From: The start date of a specified period or shift. It marks when the shift or job begins.
Date To: The end date of a specified period or shift. It indicates when the shift or job concludes.
Another way to filter the shifts is by selecting the Client from the Clients column. The calendar will then display the list of shifts for the current week.
Additionally, you can use the < and > buttons to view the shift schedules for the previous and next weeks on the calendar.
In the Clients column, selecting a client will display the list of shifts. When you tick a shift number, it will take you to the shift’s edit page.
To filter the Crew list, click the filter icon. You can select multiple Activities and Abilities and then click “Apply Filter.” Alternatively, you can type the crew member’s name into the text field.
Key: A / DM / M
This page presents a list of all the shifts that have been deleted.
To restore a deleted shift, navigate to: Jobs → Deleted → Restore Shifts → OK
Note: Delete shift reason is required by default, Settings is required to manually change to have delete shift, reason hidden.
The scheduler offers an enhanced method for sending job offers to staff, incorporating additional features and capabilities. With the scheduler, users can send offers through SMS, Email and the CrewCard mobile application.
Furthermore, the scheduler enables you to choose crew members based on various criteria such as their On-Call Status, Ranking, Proximity to the Job Location and Abilities. Access to the scheduler is available via the Calendar, Job Sheet and Shift interfaces.
Calendar:
Job Sheet:
Shift:
Two Types of Scheduler
Manual – You have to select the crew from the available list and send the offers to them manually. You can also confirm staff to shifts or pencil them in.
Auto– Sending of job offers is done automatically. Simply enter the number of staff that will be sent offers based on the time you prescribed in the minutes field. You can also specify the ranks of the staff.
Manual Scheduler
To open the manual scheduler click scheduler through the calendar or open it through the job sheet by selecting the shift and click scheduler.
The following page will open. The warning sign appears on the top of this page 
– Only a maximum of 50 crew should be sent out each time, or else this will overload Scheduler and the page will be very laggy and slow.
The distance (in KM) here next to the crew name, eg: Scarlet Witch 36.2km, describes the POINT TO POINT distance of the crew to the job site, not the DRIVING distance.
A list of crew will appear bellow the shift, click Rank, On Call or Proximity to list the staff in order.
Rank – Crew members in the available list will be displayed in order of their ranking.
On Call – Crew Members who have activated their on-call status through the Crew Access portal/ app will appear at the top of the list.
Proximity – When selected, crew members are arranged in the list based on their distance from their home address to the job location.
Merge Shifts – You can combine shifts into one using the Merge Shifts button. This means a crew member will only receive one SMS, one Email or one App notification when job offers or job confirmation are sent. Select the shifts that you want to merge and click Go.
NOTE: The difference between the Multi Shift Offer and Merged Shift (Method 3) is that the crew will only receive one offer message the number of shifts. If there are 10 shifts, there will only be 1 SMS, 1 Email and 1 App Notification for the message offer. If you use Multi Shift Offer to send the offer, the crew will receive 10 separate SMS, 10 separate Email and 10 separate App notification for the job offer.
Send Message:
Tick box one or more ways to send the offer to the crew
Tick box the staff you wish to send a message to and use the footer to perform sending the message.
Footer
Each shift has three functional buttons that you can use – Pencil, Offer and Confirm.
Pencil – When you pencil in staff to a shift, you are just planning to assign that specific crew to that particular shift. Pencil does not mean confirmation. No message is sent to the crew when they are penciled in to a shift.
Offer – Shift is being offer to the crew. Shift offers are sent via SMS, Email or App.
Confirm – Crew is confirmed to a shift and a confirmation message is sent to the crew. Also when the crew is ticked box and you click confirm it will confirm their shift.
Confirm Message: This will send a confirmation message to the crew who is booked for the shift.
Cancel: This will delete the shift.
NOTE: When the crew accepted an offer, he/she will be automatically confirmed to the shift.
When offering a shift depending on what way is ticked a message box will appear. A default message will appear that is set in settings please see guide 10.2 General Setting.
App (Single Shift) – First Come First Serve
It means you are only offering one shift to multiple crew. Whoever accepted the offer first will be confirmed to the shift.
App (Multiple Shifts) and SMS
It will follow the accept interval time where it will collect all acceptances and will confirm crew with the highest rank amongst all who accepted the offer.
Multiple shifts means, you are offering 2 or more shifts to crew members.
Example:
Shift A 09:00-18:00
Shift B 09-00-18:00
You send Shift A and Shift B to Crew 1, Crew 2, Crew 3, Crew 4, so on and so forth.
The accept interval time in your system is 3 minutes. It means the system will check the highest ranking member 3 minutes after first acceptance.
If crew members have the same rank, it will confirm the crew based on Database ID meaning the crew who was saved and added to the system first.
The Auto Scheduler will automatically send offers to the qualified crew. Similar to the Manual Scheduler, you can also use Rank, On Call, Proximity and Merge Shift. Tick box the shift/ shifts on the job sheet, then click auto-scheduler:
When clicked the Auto Scheduler will open. Fill out the fields to commence sending out job offers.
Click one of the following to be the base of the job offering:
Rank – the offers will be sent according to their rank.
On Call – job offers are sent to crews who are on call
Proximity – job offers are first sent to crew who are nearer to the job location
Merge Shifts – shifts are merged and offers are sent using Rank
Select Abilities: Only crew members with the Ability will receive the offer
Staff Every: The values entered here will determine the volume of offers sent to the crew and how long between the job offers will be sent out
From Rank to Rank: Enter the rank number you wish crew with that ranking will only be offered
Finally, click how you wish to send out the offers, once clicked press go and the shift will be sent out.
Note: You can select the Open Schedule page and a new window will open to display it. Offers will be sent to the crew as indicated by the logs. In Auto Scheduler, offers are sent to qualified crews and, if they accept the offer, they will be confirmed instantly, except for Auto Scheduler – Merge Shift.
For Auto Scheduler – Merge Shift, if 3 crew members accepted a shift, there will be an interval before someone gets confirmed. The system will select the best crew member among the three, then auto-confirmation is sent to the crew.
Quick Edit can be found in Scheduler Page, Shifts Page and Calendar Page. it will allow you to edit shift(s) such as the activity, date, time and break schedule.
Scheduler Page:
Shift Page:
Calendar Page:
Contacts gives you access to view/edit your staff, clients and job details.
The Recruit Cards is highlighted in the above images as this is a setting that needs to be switched on, please see guide 10.4 Recruitment Settings.
5.1.1 Crew (Staff) List
Key: A / DM / M
Click the ‘Crew List’ function under the Contacts dropdown to display a list of all crews in your system. You are able to advance search, block, disable, edit existing crew and add new staff through this page.
Advance search crew by Name, Postcode and Mobile no.
Employee ID: Click the text box and enter a customised employee key for each crew member.
Rank: The CrewCard staff rostering system allows you to rank your crew numerically for the purposes of prioritising them in order of preference. Simply open the Crew Page (Admin/Manager Login), and enter a number in the text box to the left of each Crew Member’s line. It is possible to assign the same ranking to multiple staff. The MultiSMS system will use the ranking when sending an SMS. If rankings are not saved, (shown as ‘0’), the MultiSMS sequence will display crew in alphabetical order. The administration account has the ability to lock the ranking so it cannot be changed. No one can see this lock.
Business: Determines which “Business” this Crew works under. All shifts are entered under one “Business” and crew names DO NOT appear if they are not saved under that “Business”. Please note that any crew can be saved under multiple businesses.
Score Info: To view the score information, turn off the business option and the score info column will appear in the crew list. Click on the score info. To edit the details in the score info, go to General Settings and update the 187. Score Info Popup Text.
MESSAGE
Click the message next to a crew member’s name.
This will open the SMS message page where you can send a message to one or multiple crew members.
Add Existing Staff
To add an existing Crew in CrewCard, simply hover your mouse over contacts and select Add Crew under the Crew Column. ‘Add Crew’ will allow you to add existing crew in your company while adding a new crew through recruitment process. Please refer to 5.4 Recruitment .
Enter the details of the crew, then click Save & Exit or Save & Open Profile.
Add New Staff
If you wish to add staff that are not in the system or have not signed up, click the add staff button.
The following window will open:
Enter the crew details and use the arrow buttons to select their activities. The activities available in the list are from the activities uploaded through settings.
After entering the information, you are given the option to save and exit, or to open the crew profile and finish uploading their information. Please see guide 9.1 Crew Profile for more information.
Disable Staff
Disabling staff is a setting that allows you to temporarily disable crew from being booked for jobs.
Tick box the crew or crews you wish to disable, then click the Bulk Disable Staff.
A pop-out box will open up. Enter a reason for disabling the crew member and click submit.
Before disabling the crew, a pop-out will appear, making sure you want to proceed. If yes, click okay.
You can now find the crew member on the disabled staff list. If you wish to enable crew members back into the crew, click the red icon next to the crew.
Enter the reason why you wish to enable the staff back into the system.
The crew will be back in the system and made available for bookings.
If you wish to permanently delete crew from the system, you can do it on this page.
On the disabled crew page, you can view all deleted staff. Click the deleted staff button.
This will take you to a list of all deleted crew, where you can view or edit their profile.
The Deleted Crew Page contains the deleted crew members details, which enable Admin access for editing/viewing. The purpose behind the Deleted Crew Page is to have the option of updating the deleted crew members details, in order for them to be rehired into the system. The CrewCard system does not allow a crew to be added with the same mobile number even when a crew member has been deleted.
To add deleted crew as New Crew, go to the Deleted Crew Page, then change the crew’s mobile number and Save. Once the mobile number is changed, Admin is able to add the person as a new crew again.
On the Disabled Crew List page within CrewCard, two prominent features are highlighted in green: Total Disabled Crew and Memory Used Indicator. These features are essential for managing your crew efficiently.
Total Disabled Crew
This button is positioned in the top-right corner, aggregating the total number of crew members currently disabled in your system. This data is valuable for comprehending the overall impact of crew disabilities on your operational capacity.
Memory Used Indicator
Adjacent to the total disabled crew count, this indicator offers visibility into the memory consumption of your system, denoted in megabytes (MB) or gigabytes (GB). Monitoring memory usage is crucial for upholding the performance and efficiency of your system, particularly in scenarios involving a substantial number of disabled crew members.
Export Emails:
Through the staff list page, you can export all crew names and emails from the system. Click the export email button.
This will download the list of crew names and emails into excel.
5.1.2 Crew (Staff) Compliance
To get started, hover your cursor over the “Contacts” in the central navigation bar. Then, choose the “Staff Compliance” option from the drop-down menu.
Upon selection, you will be redirected to the Staff Compliance page, where you will find a comprehensive graphical representation of various compliance areas. This visual presentation depicts aspects such as onboarding, employee skill certification, employment verification documents and HR documentation review.
On the Crew Compliance page, you have the option to select the view by “All,” “Active Crew” or “Recruits.” This allows you to filter and display the compliance information based on the desired category.
One of the interesting features in Crew Compliance is the ability to select the graph legend that corresponds to each graph. This function allows you to choose and focus on specific areas of compliance represented by the graphs.
When you select the graph legend, you will notice that it becomes excluded or marked as removed, along with the corresponding graph being displayed.
To further enhance the reporting capabilities of the Staff Compliance feature, all pages within the compliance module provide the option to download CSV reports. This feature allows you to generate comprehensive reports for further analysis or sharing with relevant stakeholders.
By selecting the checkbox next to “Download CSV Reports,” you gain the ability to download all the selected reports simultaneously. Additionally, you can individually select the checkboxes for each module, enabling you to download specific reports for that particular module.
Within each compliance page, you have the ability to apply filters to refine your search based on the specific category you desire. This feature allows you to narrow down and focus on the information or data that is most relevant to your needs.
Business: To view specific crew members based on location or business, you can apply filters or search criteria. This will enable you to narrow down the crew list and access the desired information related to their respective locations or business affiliations.
Crew Name: By entering the first few letters of the crew name, the system will generate crew name suggestions for you to choose from. This feature assists in selecting the correct crew name more easily and accurately.
Document: This feature enables you to select or apply filters based on specific documents. You can easily navigate and sort through the available documents to access the desired information.
Status: Choose the status of the document. This option allows you to select and filter documents based on their current status, helping you to manage and organize them more effectively.
Furthermore, you can filter the view by utilizing the sort icon situated next to each column, including Rank, First Name, Last Name and Document. When you click on the sort icon, the data will be arranged either in ascending or descending order, based on your preference. This functionality provides a convenient way to organise and prioritise the displayed information according to the selected column.
Each page includes logs and an action column, which provide convenient access to additional information. These features enhance the usability of the pages by allowing you to track activity logs and quickly perform actions related to the displayed data.
Logs: The logs feature enables you to view records of reminder logs, including information such as the sender, date/time of the reminder, and the IP address from which the reminder was sent. This provides you with a comprehensive overview of the reminder activity and helps you track the relevant details associated with each reminder.
View Icon: By clicking on the view icon, you can access and view the uploaded documents associated with a specific crew member. This feature enables you to review and examine the documents uploaded by the crew for further reference or verification purposes.
Download Icon: Utilising the download icon, you can conveniently download the relevant uploaded document of a crew member. This feature enables you to retrieve and save the documents to your local device for offline access or further usage as needed.
Reminder Icon: By utilising the reminder icon, you can send an email reminder to your crew members and recruits, prompting them to submit their documents. This feature streamlines the process of collecting necessary paperwork and ensures timely compliance.
Staff Profile Icon: Clicking on the profile icon within this column provides quick and effortless navigation to the relevant details based on the staff member’s status. This functionality allows you to access comprehensive information about the staff member, including their qualifications, certifications and other pertinent details.
Please note that each page within the compliance module may have different actions and columns specific to its purpose and functionality. These variations are designed to cater to the specific requirements and tasks associated with each compliance aspect.
Onboarding documentation – This section pertains to the collection of necessary papers and forms essential for effectively introducing new employees to the company. This encompasses legal and administrative documents like employment agreements, tax forms, confidentiality pacts, direct deposit permissions and emergency contact particulars.
As an organisation, you will allocate a wide array of documents to your staff, ranging from employee agreements to letters signifying the conclusion of probationary periods. These documents advance through multiple phases, involving creation, employee validation, and finalisation. As a result, using a centralized system to supervise this process can significantly curtail the administrative effort invested in this responsibility.
The functionality of the Onboarding Documentation feature allows you to create a report that streamlines the evaluation of the status of HR documents within your establishment. This report aids in pinpointing individuals necessitating reminders to complete document endorsements.
View Onboarding Documentation Report
Select the Onboarding Documentation Chart – Depending on the color scheme, you can filter the report using the following criteria:
You can activate or deactivate the criteria by clicking on the pink colour or the “overdue” option as displayed in the screenshot above.
Clicking on the “Completed Onboarding Documentation” will lead you to a page where you can view all the documents that have been successfully finalised during the onboarding process.
On this page, you have the option to refine your searches using the following filters:
After you have narrowed down your searches, you can choose the desired search result and then click on “Download CSV Reports.”
Staff/ Crew Certifications – This section offers the ability to confirm and record the qualifications, abilities and official certifications possessed by team members. This process involves the management and monitoring of certifications and training credentials to ensure alignment with industry norms, regulations, and the organisation’s mandates.
Certifications serve as tangible evidence of accomplishment and provide insight into the training, licenses, qualifications and assessments that an employee has obtained. Furthermore, certifications might be a prerequisite for specific positions, such as a security guard requiring a valid security license or a childcare worker needing a Certificate IV in childcare.
The Certifications Reporting functionality enables you to observe the progress of your employees regarding their designated certifications, identify overdue certifications and track the approval status from their managers.
View Crew Certifications Report
Select the Crew Certifications Chart – Depending on the color scheme, you can filter the report using the following criteria:
You can activate or deactivate the criteria by clicking on the yellow colour or the “pending” option as displayed in the screenshot above.
By selecting “Outstanding Crew Certifications,” you’ll be directed to a page where you can access a list of documents containing crew members who have not yet submitted the required certification.
On this page, you have the option to refine your searches using the following filters:
After you have narrowed down your searches, you can choose the desired search result and then click on “Download CSV Reports.”
Contracts Review – Contracts Review – This component centers around the assessment of contractual agreements and documentation concerning crew members. Its purpose is to guarantee adherence to legal mandates, industry stipulations and organisational guidelines. This is accomplished by scrutinizing and validating the terms, conditions and responsibilities outlined in contracts.
The contract is a legally binding agreement between an employer and an employee that outlines the terms and conditions of their working relationship. It typically includes details such as job responsibilities, compensation, benefits, working hours, probationary periods, termination conditions and any other terms relevant to the employment arrangement. Employment contracts serve to establish clear expectations and rights for both parties and help protect their interests by defining the scope of the employment relationship.
The Certifications Reporting functionality assists in verifying that employees have indeed signed agreements with the organization.
View Contracts Review Report
Select the Crew Certifications Chart – Depending on the color scheme, you can filter the report using the following criteria:
You can activate or deactivate the criteria by clicking on the yellow Green colour or “Signed” option as displayed in the screenshot above.
By selecting “Contracts Review,” you’ll be directed to a page where you can access a list of Contracts containing crew members who have not yet signed the Contracts.
On this page, you have the option to refine your searches using the following filters:
After you have narrowed down your searches, you can choose the desired search result and then click on “Download CSV Reports.”
Citizenship Documents and Visa Status – Involve the validation and oversight of crew members’ legal positions in relation to citizenship and visa prerequisites. This compliance facet guarantees that crew members possess the essential documentation required to lawfully work in the country where they are engaged.
If, during the employee’s onboarding process, they indicate that they are neither an Australian citizen nor a permanent resident, you can verify their work eligibility and Visa status using the Visa Entitlement Verification Online (VEVO) Check. This verification method is valuable for assessing the work eligibility of employees, particularly for businesses frequently employing individuals on work visas.
The Work Eligibility Reporting functionality permits you to examine the work eligibility of your employees, whether individually or in groups.
View Citizenship Documents and Visa Status Report
Select the Crew Certifications Chart – Depending on the color scheme, you can filter the report using the following criteria:
You can activate or deactivate the criteria by clicking on the Grey colour or “Valid Visa (Not Verified)” option as displayed in the screenshot above.
Choosing the “Expired Visa” option will guide you to a page where you can view a list of crew members whose visas have already expired.
On this page, you have the option to refine your searches using the following filters:
After you have narrowed down your searches, you can choose the desired search result and then click on “Download CSV Reports.”
5.1.3 Crew (Staff) Statistics
To access Crew Statistics, hover your mouse over the Jobs tab, and select Crew Statistics. The Crew Statistic page offers statistics of each individual crew member based on a range of factors. This includes their:
A ‘reasons’ text box is also provided for explanation behind the above scores. You may filter your search by business, staff name, date from and date to.
If a client would like to activate the statics of Remove, No Show, Client Request, Crew Request, Short Notice and Complaint Client, please contact support@personnelmanager.com.au
By contacting support, you may also adjust the title of each column presented as statistics, therefore being able to adjust the list of reasons for being removed from a shift.
These statistics are derived from various functions within the system.
For example, the statistics found in columns of Remove, No Show, Client Request, Crew Request, Short Notice and Complaint Client, of each crew member, are sourced when they are removed from a shift via the job sheet. By clicking the ‘x’ next to their name below, there are functions to provide information behind the action. 
5.1.4 Preferred Crew (Staff)
Begin by moving your cursor to the “Contacts” section located in the central navigation bar.
Within the “Staff/Crew” column, select “Preferred Staff/Crew.”
Upon selecting “Preferred Staff/Crew,” you will be directed to the preferred staff page. Here, you can assign preferred crew members to clients as per your requirements.
To designate a preferred crew member for a client, click the “Add Preferred Crew” button.
A pop-up window will appear, asking you to choose the client and select the desired crew member.
Once you have selected the preferred crew, click the Save button.
The visibility of preferred crew members is subject to certain conditions:
After successfully assigning a preferred crew member to a specific client, you will notice the changes reflected in Client and Crew Profiles. This can be verified in both the client and crew profiles.
Client Profile: Navigate to the client’s profile and select “Preferred Crew” from the sidebar menu.
Crew Profile: Go to the crew member’s profile and choose “Preferred Client” from the sidebar menu.
In addition to the above, a new feature has been integrated into the scheduler page. This enhancement enables administrators to filter staff status by preferred staff, ensuring a streamlined scheduling process.
When you choose “Preferred Staff” in the staff status and click the “Save Search” button, it will enable you to view all preferred crew members associated with the specific client.
5.1.5 Crew (Staff) Group
Key: A / DM / M
This page allows you to create different groups for different types of clients and staff. When booking a shift, crew names who are selected in this group will appear in blue. If the staff is associated with the client they will appear green, meaning they are preferred. Crew names that are not associated with this client will appear in black as this is the default colour. Also, crew who have made themselves unavailable will appear in red. For more information, see “Unavailability”.
For Example: A labor-hire company may have staff for two different sets of Clients. One set of Clients maybe very corporate and another set of Clients may not be. It may be that certain types of Crew Members would not be suitable for these Clients. On the Crew groups Page, you would be able to create two groups, Corporate and Non-Corporate and assign the correct Crew Members and Clients to these groups.
Scroll to the bottom of the page and click “Add New Group”. Once the page is refreshed, the new default group will appear.
Enter the name and no. of the group, using the arrow keys to group the crew and client together. Click ‘save’ at the bottom of the page.
Deleting or Undeleting a Group
The buttons “Order by Name” and “Order by Rank” sorts all crew in all lists on this page, either alphabetically or by their rank.
5.1.6 Search Crew (Staff)
Key: A / DM / M
In this window, you can search all of the Crew Members in your system by business, date, time, four activities, status and three abilities. So, if you need a certain crew with a certain skill (activity) for a certain time slot, you can enter the time and date you require the person for, and then select up to four different Activities.
Additional info is based on what is set in general settings for the crew profile.
5.1.7 Crew Abilities
Crew Abilities are specific abilities that a crew can perform. One example is a crew that speaks a language fluently. This will be added to the list and applied to that particular crew in their profile. With the use of crew abilities, you can further filter your crews when clients request a specific group of people with specific abilities. For example, when a client needs a crew with bartending skills who also know how to speak French.
Click Add Ability and enter the Ability Name and Ability Description.
Ability Name: Name the ability
Ability Description: Description of the ability
Click save and this will then be added to the ability list in the system.
At any time, you can return to the list to edit and delete abilities using the action keys. Click the pencil to edit the ability or, click the bin to delete the ability from the system.
When edit icon is clicked, we can edit the ability and assign Qualifications.This is done through selecting a qualification and assigning it to the Ability. It is only possible to add one Qualification per Ability
5.1.8 Incompatibility
On this webpage, you have the ability to create situations where specific Crew Members cannot work with particular Clients. This action will result in their names being excluded from the roster of available crew members when assigning shifts for a specific client.
To achieve this, input the name of the client and crew member, provide a reason (if desired), and then proceed by clicking the “Add” button.
To remove the incompatibility, just click on the trash icon.
5.1.9 Unavailability
Key: A / DM / M
The Unavailability Page in Admin/Manager Login allows you to enter the Unavailability of Crew Members for certain time slots. This then places a hash symbol (#) next to their name in the Crew List for jobs that are due to occur in that time slot.
If a Crew Member is booked for a shift in a time period that conflicts with their Unavailability, a warning will display on the Shifts Page. If a Crew Member becomes unavailable for a shift that’s been confirmed, it is possible to take the crew’s name off the shift and make it unavailable. This is done in one go by pressing the “Make Unavailable” button in the Shifts Edit Page or Job Sheet Page. The entry in the “Unavailabilities Page” will say “Made unavailable by admin – time/date of entry”.
When Admin has selected to allow the crew to enter their unavailability in Crew Area, Crew Members can enter their own Unavailability in Crew Login. Crew must not be booked on any shifts within that time period to be able to enter unavailability.
Unavailability Search: Enter crew name and/or date to make a search for unavailabilities. Any unavailability can be edited or deleted in this page by clicking on the “edit” or “delete” icons next to each entry.
Add Unavailability: Select crew name, then start date/time and finish date/time. Optional if it is repeated.
Crew Unavailability Reason is required
Request Status is to be selected as Approved/Pending/Denied. Once completed, click “Submit Unavailability”.
Note: If Request Status left blank the entered unavailability will not be active.
Only Admin is able to edit and delete an unavailability that is registered as Approved or Denied. When editing the unavailability by pressing the edit icon, a new page is presented, where you are able to edit, deem as bending, approved or denied, and add feedback as described above.
Crew members are able to add unavailability also, but can only edit unavailability that has the status of ‘pending’.
The crew view is as follows:
Please see the General Setting guide 10.2 to alter the unavailability system in CrewCard.
This includes feature such as:
Admin will confirm Crew Unavailability: This option in AM allows for the option of unavailabilities to be approved by admin or not.
If “No”, crew can simply go on to their crew pages and enter the unavailability in the system.
If “Yes”, then each unavailability “request” must be viewed and approved by admin. This is executed by selecting “approved” in the “Request Status” of the Unavailability Page, then saved.
If any feedback needs to be sent to crew regarding their request, it can be entered in the “Admin Status Feedback” → “Submit” → “Email Feedback to Crew” is selected “Yes”.
Key A / DM / M
All the work being conducted is on behalf of CA Client. In Ops Home, a Client must be selected in order to create a job sheet. For Labour Hire companies, the clients of the company can be listed here or some businesses may prefer to enter their account managers or supervisors as clients.
Client records can be searched by entering the first few letters of the name then selecting from the list that appears. Once selected click “Search” to bring up the records. Search by “Postcode” can also be performed on this page.
Client Files
To enable the Client File in the Jobsheet Page, navigate to the client profile and go to the Client Files section and fill out the File Name and choose a file you wish to upload then click the save details.
Once the checkbox is checked in the client profile, the option will be visible on the client’s job sheet. The client will automatically be added to associated job sheets whenever the checkbox is selected.
Adding Existing Client
To add an existing Client in Crewcard, Simply hover your mouse to contacts and select Add Client under Clients Column. Add Client will allow you to add your existing clients.
Enter the Client details and Click Save & Exit or Save & Open profile.
Adding a new client
Press ‘Add Client’
Enter the client’s details and create their login. We suggest using the client’s number if they have not requested a certain password. They can change their password through their own account.
Click Save & Exit to return to the client list or click Save & Open Profile which will redirect you to the Client Profile. See guide 9.2.
Adding a Sub Clients
To add a sub client, start by hovering your mouse over the ‘Contacts’ tab and then select ‘Client List’ from the dropdown menu.
Once you have accessed the ‘Client’ page, you can proceed to select ‘Add a Sub Client’.
After selecting this option, a pop-up window will appear, allowing you to enter the details of the Sub Client. If you need to cancel, simply click the ‘X’ button. To save the details and exit, click ‘Save & Exit’. If you want to save and immediately view the newly created sub client, then click ‘Save & Open Profile’.
Import from CSV
Start by hovering your mouse over the ‘Contacts’ tab in the navigation menu. From the dropdown menu that appears, select ‘Client List’.
Once you’re on the Client page, look for and click on the ‘Import from CSV’ button to import your desired data.
After clicking the button, you must scroll down to the bottom of the page to access further options. At the bottom of the page, you can upload a CSV file or download the CSV template. You can select the appropriate option to continue importing or exporting data depending on your needs.
First, download the CSV template and complete it. When you’re ready to submit, click ‘Choose File’ to select the completed file, then click ‘Upload CSV’.
Press the Import button to confirm the upload of the CSV file.
Once done, you’ll see a prompt indicating that the client has been imported.
5.2.1 Client Groups
You can create client groups and allocate certain activities to them. Use the arrows to shift clients and activities to the right box to activate.
Navigate to the Crew Groups Page.
Scroll at the end of the page and click add new group.
Name the group, use the arrows to move the clients and activities to group them.
The group will save into the system. If you wish to delete a group, use the tick box under the name which will delete the group from the system.
5.2.2 Supervisors
Key: A / DM / M
The Supervisor is the person that crew will report to and contact onsite. They are added once the name and mobile number are stored in the system for future reference. They are also listed in the Client Access.
App Access: Tick box to allow supervisor to have app access
Message: Message client
Edit: Edit the supervisor
Delete: Quick delete supervisor contact card
Supervisors
The Supervisor is the person that staff will report to from the client company. When a Supervisor is entered, the name and mobile number are stored in the system for future reference in the Supervisor Page and in the individual Client entries.
They are also listed in the Client Access.
If Dual Text Activity is selected in the Activities/Rates page when adding or editing an Activity, then both the Crew Member AND the Onsite Contact will receive reminder SMS messages (if they have been activated). Deleted on-site contacts cannot be restored.
Navigate to the Supervisor page.
Click add supervisor button.
A pop out window will open fill out the fields.
The following actions can be performed on this page:
App Access: Tick box to allow the supervisor to have access to the app
Message: Click to be redirected to the message page where you can send a message to the supervisor or bulk message
Edit: This will open a pop-out window that will allow you to edit the supervisor’s information.
Trash: Clicking this button will remove the supervisor from the system, resulting in automatic removal of the supervisor’s record from the list.
How to send SMS and Email Invite to Supervisor
In the Supervisor page, Click + Add Supervisor
Fill out the Add Supervisor form.
Once the form has been filled out, Click the Save button and a pop up will appear that “ Supervisor has been added Successfully”.
The newly created Supervisor will be added in the Supervisor list.
This is a sample email that the Supervisor will receive.
Furthermore, Supervisors can also be assigned through the Events page > Booking Tab and Job Sheets. you may refer to 4.8 Events and 7.1 Job Sheets for more details.
5.2.3 How to activate client to have the Add Job function on their portal
Go to Contacts in the Central Navigation Bar and select clients
Select a Client and click edit icon
In Clients Page, click Accounts in the side menu
Click Add New Account button.
Fill out the Add Accounts Details
Contact Type: Select the Contact type
Types of Contact:
Position: Enter the Position
First Name: Enter First Name
Last Name: Enter Last Name
Email Address: Enter the Email Address
Phone Number: Enter the Phone Number
Tick the checkbox if “Include this person in the Invoice Loop”
Once it’s completed, Click Save.
Next is to Select Associated in the side menu of Client’s Page
Select Booking Persons and Click Add Booking.
Fill out the Add Booking Person
First Name: Enter First Name
Last Name: Enter Last Name
Email: Enter Email Address
Phone: Enter Phone Number
Position: Enter the Position. This field is optional
Once it’s completed, Click Save.
5.2.4 Invite Email Client Card Details
Go to Client’s profile and Select Accounts.
Please click the “Invite Email” button. Registered email address of the client will receive the Invite Email.
Client will receive a Client Add Payment Details Email. Advise the client to click the “Click Here” button.
Clients are required to input either their credit card details or bank account information based on the selected tab, and then proceed to click the “Submit” button.
Once submitted, It will prompt the “Billing Details Added Successfully”.
Admin can check if the billing details have been added, by going to the Client’s profile and selecting Accounts. Under the billing details section, the credit card details of the client will be added.
5.2.5 Disabling and Re-enabling Clients
Once you have clicked into the client page, you will notice the 4 symbols next to each client on the far right hand side of the screen. The first symbol represents the enablement/disabling of the client. 
When in the list of active clients, pressing the blue person icon with a plus symbol will disable the client. You will be presented with a pop out window to ensure that you are certain of the decision being made.
Once Disable has been pressed, the blue icon will then turn red with an x next to it, indicated disabled client. 
To reenable, select the red icon.
When selecting to enable clients in the Deleted Clients list, this will re activate their status to active, and move them out of the Deleted Clients list. You can now disable and re-enable them in this list, however, you must press the bin icon to delete them.
Disabling clients that are in the Deleted Clients list will just disable them while they stay within that page.
5.2.6 Bulk Delete Clients
Navigate to the Clients list page. To delete specific clients, use the checkboxes next to each client to select the ones you want to delete.
Alternatively, you can tick the “Select all” checkbox at the bottom of the page to select all clients on the list.
Click the “Delete” button.
Confirm that you want to delete the selected clients.
Remember, deleting clients cannot be undone, and any associated data will also be deleted. Therefore, make sure you double-check before proceeding with the deletion.To enable the Client File in the Jobsheet Page, navigate to the client profile and go to the Client Files section and fill out the File Name and choose a file you wish to upload then click the save details.
Recruit Cards Page – Admin Access
To view recruit lists, select “Business”, “Skill”, “Crew Name”, ”Mobile Number”, “Date From”, “Date To” and “Types”.
Definitions:
Recruiter – Administrator or Duty Manager User accessing the Admin Portal, utilising the Recruit Cards page in order to perform the tasks necessary to assist recruits in completing the recruitment process.
Recruit – Crew User accessing the Crew Portal to complete the recruitment process.
Applicant – Crew User accessing the Sign-Up page to register themselves as potential recruits.
Contacts (Header) > Recruit Cards
CrewCard’s Recruitment Module allows you to onboard new staff members directly into your CrewCard platform. Recruits can access their Crew Portal Profile to complete the onboarding process once they have been invited by a recruiter (Admin or Duty Manager User), or when Recruitment Settings are configured to allow for automatic invitations – Auto Invite.
Add Recruit
There are two methods to initiate the recruitment process and create a Recruit Card in the Admin Portal: Enrolment and Registration.
Enrolment: A recruit is enrolled into the system by an Admin or Duty Manager User by pressing the Add New on the Recruit Cards page.
Registration: A recruit registers themselves into the system on the Sign-Up Page.
During the onboarding process, a recruit completes a series of stages for recruitment until they are Activated by a recruiter (Admin / Duty Manager User). This moves them into the active Crew List at Contacts > Crew List.
Stages of recruitment are Enrolled / Registered, Shortlisted, Invited, Pending, Completed, Hidden and Active, which can be searched in the search header of the Recruit Cards page.
Enrolment
To enroll crew into your system, click the + Add New Recruit button.
A pop-out window will open. Please fill out the fields.
After you have clicked Save, you will be redirected to the individual’s recruits page and the recruit will receive an email of enrolment. Once enrolled, the status on the card will be tagged as Enrolled.
Auto – Invite:
Invitations are not required after registration.
There are two options for applicants to progress to the onboarding process from the Sign-Up page. Once applicants have either registered themselves from the Sign-Up page, or have been enrolled by a recruiter, they can be invited by the recruiter via an email. This email will contain a once-only access token to open their Recruit Details page and continue the process of onboarding themselves as recruits. The Auto Invite option allows you to bypass the step of Recruiters manually inviting recruits to set their password, fill in their personal details, qualifications, experience, medical history, agreements, contract, induction and accounts. This exists so that once an applicant has registered on the Sign-Up page, they can progress to the next steps without needing an email invitation.
Registration
To register, simply click the the Sign up button in the login page.
Select Job Seeker Sign up or scan the QR Code.
And fill out the forms until you’ve finished the registration process.
Recruitment Page Tabs
Recruits (staff) can access their Crew Profile to self-register as recruits, which can also be viewed in the Recruit Cards page through the Admin Portal (admin access).
Admin Users and Duty Manager Users can view the same recruitment details as the recruits. This is done by clicking on a Recruit Card on the Recruit Cards Page at Contacts > Recruit Cards.
The Crew Portal Profile page contains several pages for recruits to navigate in order to complete their onboarding process. Admin and Duty Manager Users can access the Recruit Cards to view the Bio, Overview, Interview, Details, Agreements, Induction, Contracts, Accounts, Approval and Activate tabs. Recruits are unable to view the Bio, Interview, Approval or Activate pages as these are for the use of Admin and Duty Manager Users only. To hide any of the Interview, Details, Agreements, Inductions, Contracts, Accounts pages from recruits, please untick any of the below settings.
