Admin Portal User Guide

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.

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.

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 functionality 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 organize and prioritize 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: Utilizing 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 utilizing 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 organization, 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 finalization. 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:

• Accepted
• Overdue
• Completed

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 finalized during the onboarding process.

On this page, you have the option to refine your searches using the following filters:

• Business
• Crew Name
• Document – Agreement, Policy, etc.
• Status – Accepted, Overdue and Completed

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 organization’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:

• Outstanding
• Approved
• Pending

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:

• Business
• Crew Name
• Cert Type – Qualification (RSA, Working with Children Certificate, etc.)
• Status – Outstanding, Approved and Pending
• Expiry Date Form

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 organizational 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:

• Signed
• Waiting for recipient Signature

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:

• Business
• Crew Name
• Document – Employment Agreement
• Manager Name

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:

• Expired Visa
• Visa Expiring Soon
• Valid Visa (Note Verified)
• Valid Visa (Verified)

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:

• Business
• Crew Name
• Visa Type – Working Holiday Visa, Student Visa, Australian Citizen, etc.
• Start Date From
• Expiry Date From

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:

• Rank 
• Business
• Star rating
• Total hours worked
• Average hours worked per week
• Shifts they have been removed from
• Shifts they did not show up to but were rostered on for
• Requests from clients and crew to not work with them
• Short notice cancellations
• Complaints from clients.

 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:

• If the crew isn’t assigned to a specific client, they will be visible in the preferred crew list, regardless of the client.
• If the crew is assigned to a particular client, they will only be displayed if that client is chosen in the preferred crew section.
• Incompatible crew members with the selected client will not be shown.

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

1. Tick the box “Tick to delete this group”
2. Press “Save Changes”
3. To recall deleted records, press “Show Deleted”. Crew groups can then be undeleted.

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”.