CrewCard

Admin Portal User Guide

1.0 Before you Start

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.

KeyUser Type
AdminAdministrator
CMCrew
CLClient
DMDuty Manager
TLTeam 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

CrewClient
Add CrewAdd Client
Recruit cardsClient
Crew ComplianceClient Groups
Crew ListSupervisors
Crew Statistics 
Preferred Staff
Crew Groups
Search Crew
Crew Abilities
Incompatibility
Unavailability

Records

MessagesUtilitiesOthersLogs
CreditsAction FormsVenuesShift History
Send  SMS/ NotificationAdmin FormsTasksApp Activity
Notification LogsProcesses Access Levels
Message LogsInductionsExtras
Bulk EmailProjectsItem Groups
Purchase CreditsInstructionsItems
 Job TemplatesForm 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:

SUPERUSERAdministratorHuman ResourcesFinanceView All Business
LogoutSettingsRecruit CardsBillingOn/Off
?HelpBusinessesCrew ComplianceRules 
 PartnersCustom ReportsPayroll
 Timesheets  Invoices
 Clients Booking Block Activities
  Payroll Admin Categories
   Discounts
   Extras
   Allowances
   Bonuses
   Leave
   Time Off In Lieu

2.0 Quick Start

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.

2.1 Custom Logo, Background Image

Key: A / DM / M

CrewCard provides users with the opportunity to create a personal experience of the website. This is delivered through allowing you to change the image in your software to be of your Logo, Login background image and Profile Icon of choice. The Admin of the account can access control of these changes through the settings icon, located at the top right-hand corner of the website page.

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 52. Logo: ‘Choose file’ 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 change the following image:

To change the Background Image on the Login/Sign Up page:
1. Navigate to Admin Settings

2. Select Company Details

3. Click 53. Background Image: ‘Choose file’ 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 54. Profile Icon ‘Choose file’ 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: 

2.2 Home Page Default

Key: A / DM / M

The default landing page on CrewCard is the Jobs page, but you have the flexibility to change it to either the Calendar or Events page. For detailed instructions, Please consult guide 3.0.

When utilising CrewCard, you have the option to display all of your jobs within the system or filter them based on 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 labeled as “Melb.” Clicking on it will reveal a dropdown list of job groups. Simply select the one you want to focus on.

Once you’ve made your selection, click the switch again. CrewCard will now display only the jobs assigned to the chosen location while you’re actively using it. To revert to the default view, simply click the switch again to turn off this filter.

 

3.0 Home Page

Key: A / DM 

CrewCard automatically opens to the Home Page. The default home page displays the ‘Jobs’ page. However, you can change the default page to a Calendar view or Events view. This change is done through the Admin Settings. Please read 10.1.6 Ops Home Configuration guide for further guidance.

Jobs

The ‘Jobs’ page displays Job Sheets, Quotes and Invoices for jobs based on the week that they are booked. New jobs in the system are automatically shown here. The default week is Monday to Sunday. If you would like to alter this, please contact support@personnelmanager.com.

Colour codes for Job Sheets/Invoices/Quotes:

Red: Invoice or Quote has NOT been sent to the client. Red in the job sheet means no shifts have been confirmed.
Green: Invoice or Quote has been sent to the client. Green in the job sheet means some shifts are locked, but there are still unlocked shifts in the job. 
Black: This means the Quote has been approved by the client. Black in the job sheet number means all shifts have been locked.

The system assigns a Job Number to each Job Sheet automatically. Once a Job Sheet has been added, the Quote and the Invoice are automatically created. The corresponding Quote and Invoice share the same Job Number. A job with “+” next to it means it spans more than one pay week.

Colour codes for Job Sheets/Invoices/Quotes:
Blue shading: The job sheet is admin locked.
Yellow Shading: The shifts within the job sheet have been highlighted.
However, if the Client Name is yellow shading, the job is booked via the client portal.

In the columns, you can see the following:

Client: The name of the client for whom the job is booked for

Business: The job that relates to the business within your system

Job Sheets: By clicking on the square of the Job Sheet you are wanting to open,  it will take you to the related job sheet to view or edit. For more information, please read guide 7.1 Jobs Sheets

Job No: Displays the unique job number allocated to each job.

Project Code: CrewCard automatically creates a 3 digit Project Code. If you wish to override the Project Code, this can be done in the Admin Settings. Project Code is only for rental point  Please read guide 10.1.6 Ops Home Configuration. If turned on, click on the field and begin to type a new Project Code.

Description: Click the field and type in the description of the job. This can be entered at the time that the job is created, or it can be edited on this page. 

Invoice: Click the square you are wanting to open, and it will take you to view and update the selectted invoice for the related job. See guide 12.2.6 Updating Invoices for more information about this page. 

Quote: Before sending a quote, please read 10.2.13 Quote Template Settings to set up a customised quote experience on CrewCard.

To open a quote, click the square with the quote number you are wishing to open. Please see the quote example below.

On the ‘Quote‘ page, you are presented with all costs in order to review them before sending. Through settings, you can hide the crew/staff column of the quote. Please see guide 10.1.6 Ops Home Configuration for more help. 

If the Merchant Tax and Management Tax is not set to be automatically added to a quote and invoice, it can be applied at this point. Before sending the quote, tick the box next to the one you wish to add, then enter a name to appear on the Quote (explanation/description). Enter the amount to include the (%) sign, and make sure to click “Update Quote”.

TIP: Tick “Apply Management Tax” and add any amount without the (%) sign and update Quote to add any cost or make a deduction/discount. For example; type “Tool Hire” and put 100 in the amount to charge $100 or enter an amount with “-“ negative sign to deduct any amount or give discounts. Please remember these amounts are excl. GST.

After reviewing the quote, move down to the Invoice Loop section. All recipients who have been uploaded into the client’s profile will be displayed here. To find out how to do this, please see guide 9.2 Client Profile. Tick the box next to their name. If you wish to send the quote to a recipient who is not in the system, use the bottom line to add their information:

A “Type” of contact, Name, Position and email address can be filled before sending. If you wish to remove the entered information, click the Reset button located at the bottom of the page, which will reset all of the fields. Once new details are entered and the quote is sent, the contact will automatically be added to the contact’s list and the invoice loop. Any contact’s entry can be Viewed, Deleted or Edited in each client’s “Client Profile”.

When it is time to send the quote, select a Quote Template of either CrewCards default template, or your own customised one that you are able to set up in settings. Finally, click Email Quote.

On the original ‘Jobs’ page, there is a button that says ‘Actions‘:

A drop-down menu will appear, containing a list of actions that can be performed on this page:

Tick the box next to the job/s that you wish to perform an action on, then click the action from the list.

Repeat Job: If you select to repeat the same job sheet, a pop-out window will appear on the page:

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

Email Job Sheet Summary: This will be sent to the client. It is important to customise these via General Settings > Client. You can customise the layout of the email that is sent, which is located in guide 10.2.5 Client Email Job Sheet Summary.

The following should be met for the client to be able to receive the email.

  1. Only ‘Locked’ shifts should be included in the summary email.
  2. The email address of the client with the contact type of ‘Accounts’ is able to receive the email. Access this information via clicking on the invoice of the job you wish to select >> Client Profile>> Accounts>> Contact Type ‘Accounts’. 

Update Invoices: If an invoice has been partially or fully paid, or the amount has been changed, the original invoice number will turn red. Click the tick box for the job and select ‘update invoice’ under the ‘Actions’ dropdown menu. This will turn the box green.

Print Approved Job Sheet: CrewCard will create a Job Sheet that will open in another window. You can print the Job Sheet or download it into a PDF.

Tags: All Tags created and selected in Job Sheets are displayed in this column. (See “Tags” under the 7.1 Job Sheet Page for more info).

Calendar

The Calendar page is a useful tool in CrewCard. All jobs are plotted in a calendar interface, where you can easily view important details of a job in one glance. To learn about the Calendar, please see guide 4.4.

Events

Working on the Events page is a different way of entering jobs, paying staff and charging clients. The layout of the page shows an overview of all jobs in colour coordination, based by the day of the week. Please view guide 4.7 to learn more.

4.0 Jobs

This tab is where you’re able to manage your current jobs and book new jobs in your system. This section will explore the different pages under the tab ‘Jobs’. Click on Jobs to open the drop-down menu which will give you access to the different pages:

This page displays Job Sheets, Quotes and Invoices for jobs based on the week they are booked, new jobs in the system automatically show here. The default week is Monday to Sunday, if you would like to alter this please contact support@personnelmanager.com.

Colour Code description is explained on the info icon next to the left of Actions tab, which is on the right of your screen. 

Colour Codes for Invoices/ Quotes:

ColourDescription
RedInvoice or Quote have NOT been sent to the Client.
GreenInvoice or Quote has been sent to the Clients.
Grey This means the Quote has  been approved by the Client.

The system assigns a Job Number to each Job Sheet automatically. Once a Job Sheet has been added, the Quote and the Invoice are automatically created. The corresponding Quote and Invoice share the same Job Number. A job with “+” next to it means it spans more than one pay week.

 Colour Codes for JobSheets:

ColourDescription
Red No Shifts have been confirmed.
BlueAll Shifts confirmed.
OrangeSome 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 HighlightThe 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.

Symbolic representation of the current state of approval for a timesheet:

In the columns, you can see the following:

Clients: The name of the client for whom the job is booked for

Business: The job relates to the business within your system

Job Sheet: Click the square you are wanting to open and it will take you to the related job sheet to view or edit, for more information please read guide 7.1 Jobs Sheets

Job No: CrewCard automatically creates a 3 digit Job No. If you wish to be able to overdrive the Job No this can be done in the admin settings, please read guide 10.1.6 Ops Home Configuration. If turned on, click the field and start typing a new Job No.

Description: Click the field and start typing the description of the job, this can be entered at the time the job is created or can be edited here

Invoice: Click the square you are wanting to open and it will take you to view and update the invoice for the job, see guide 12.2.6 Updating Invoices for more information about this page.

In the Invoice page, tick the Attach PDF  to Invoice checkbox and once the admin has Emailed Invoice, Client will received the Invoice with attached PDF Invoice.

Apply Admin DiscountGo to the invoice page on CrewCard/ Personnel Manager.

Select the checkbox labeled “Apply Admin Discount”.

To apply an admin discount to an invoice, you can enter the discount amount with a minus symbol (“-“) at the beginning, such as “-50%” or “-50”, into the field for the admin discount. This field can be renamed based on your needs.  This field’s name can be customized to meet your requirements, change the text “Admin discount” to a different word or phrase. This field is usually situated near the “Apply Admin Discount” checkbox on the invoice page of the CREWCARD/Personnel Manager.


After entering the admin discount amount and ensuring it is reflected correctly, click the “Update” button. This will apply the discount to the invoice, and the updated total amount reflecting the discount will be visible on the invoice page.

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.

User Type: It indicates the category or classification of the user responsible for the changes made to the invoice.

Name: Represents 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: refers to the unique numerical label assigned to the device or network connection used by the user who made modifications to the invoice. It identifies the specific location or device from which the modifications were made.

Date: refers to the date and time when the modifications were made to the invoice by the user

Notes: provide specific details about the recipient(s) of the invoice and indicate whether an attachment was included or not. It contains relevant information regarding the individuals or organizations to whom the invoice was sent, as well as any additional notes or remarks related to the invoice.

Actions Download Icon: It 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.

Quote: Before sending a quote, please read 10.2.13 Quote Template Settings to set up a customised quote experience on CrewCard.

Tag: All Tags created and selected in Job Sheets are displayed in this column. (See “Tags” under the 7.1 Job Sheet Page for more info).

Click the square with the quote number you are wishing to open, this will open the quote. Please see the quote example below.

On the quote page you are presented with a view of all costs for a review before sending. Through settings, you can hide the crew/staff from the quote which will remove the crew/staff column from the quote. Go to Admin Settings>> #70 Show Staff per shift on Quotes and Invoices.

Quotes page with Staff/ Crew name Column:

Quotes page without Staff/ Crew name Column:

Please see guide 10.1.6 Ops Home Configuration for more help.

If the Admin Discount and Management Tax is not set to be automatically added to a quote and invoice, it can be applied at this point before sending the quote by ticking the box next to the one you wish to add, then enter a name to appear on the Quote (explanation/description), enter the amount to include the (%) sign and make sure to click “Update Quote”.

Additionally, Part Payment Required allows admin to charge the client a maximum 3 separate times by using this feature. It can be applied by ticking the box next to Part Payment Required, enter the part payment amount or enter the percentage and click “Update” button.

TIP: Tick “Apply Management Tax” and add any amount without the (%) sign and update Quote to add any cost or make a deduction/discount. For example type “Tool Hire” and put 100 in the amount to charge $100 or enter an amount with “-“ negative sign to deduct any amount or give discounts. Please remember these amounts are excl. GST.

After reviewing the quote, move down to the email quote section, all recipients who have been uploaded into the client’s profile will be displayed here. To find out how to do this, please see guide 9.2 Client Profile. Tick the box next to their name. If you wish to send the quote to a recipient who is not in the system, use the bottom line to add their information:

A “Type” of contact, Name, Position and email address can be filled before sending. If you wish to send this quote to multiple people, check the boxes next to their names. If you would like to cancel selection, click the “Reset” button which will reset the fields. Once new details are entered and the quote is sent, the contact will automatically be added to the contact’s list and the invoice loop. Any contact’s entry can be Viewed, Deleted or Edited in each client’s “Client Profile”.

Time to send the quote, select to use CrewCard default quote template or use your own customised one that you have set up in settings. Then click Email Quote.

Back on the job page on the right, there is a button that says action:

A drop-down menu will appear which contains a list of actions that can be performed on this page:

Tick the box next to the job/s you wish to perform an action on, then click the action from the list.

Repeat Job: If you need to repeat the same job sheet, a pop-out window will appear on the page:


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

Email Job Sheet Summary: This will be sent to the client, it is important to customise these through General Settings > Client, you can customise the layout of the email that is sent, which is located in guide 10.2.5 Client Email Job Sheet Summary.

The following should be met for the client to be able to receive the email.

  1. Only ‘Locked’ shifts will be included in the summary email.
  2. Accounts Email in the Client Profile. Client Profile>> Accounts>> Contact Type “ Accounts” >> Email address who has the contact type “ accounts” will be able to receive the email.

Update Invoices: If an invoice has been paid in full, partly paid or the amount has been changed, then the original invoice number will turn red, click the box for the job, click update invoice, and this will turn the box green.

Print Approved Job Sheet: CrewCard will create a Job Sheet that will open in another window. You can print the Job Sheet or download it into a PDF.

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: Client
For 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 a shift or tick the “Select All” option, and subsequently, click the “Send Email” button.

Select the users to whom you wish to send the timesheet approval email, or check the “Select All” option and click the send button.

Users 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.”

Admins can check the status of timesheet approval by going to the Jobsheet page. Simply hover the mouse over the icon positioned above the shift number, and a tooltip will appear, indicating if the timesheet still requires approval or if it has been fully accepted.

Symbolic representation of the current state of approval for a timesheet:

An alternative method to send the timesheet approval is by navigating to the desired Jobsheet page where you intend to send the timesheet approval.

Choose the specific shift 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.

Users 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.”

Tags: All Tags created and selected in Job Sheets are displayed in this column. (See “Tags” under the 7.1 Job Sheet Page for more info).

4.1.1  Invoices

Apply Admin Discount

In the invoices page, admin can add a discount in several ways:

  1. Go to the Client Profile and select Client Discount, This will automatically add a discounted amount to the Invoice page depending on the discount selected in the Clients Profile.

          2. Another way to add a discount is to tick the Apply Admin Discount and set the amount  or percentage of the discount. This will allow you to add a discounted amount in the invoice.

Create and Apply Discount

To Create a discount go to the Discount Page. 

Create a discount.

Once it has been created, Go to the Client Profile>> Client Discount to select the Discount.

Merchant Fee and Bank Account Fee

Bank Account Fee, An Amount of fee to be applied (including % sign to use a percentage of invoice total). When a Bank Account fee is ticked on the invoice page, it means that the client’s preferred payment method that was set on Client’s Portal>> Billing Details Page  is the Bank account. 

Merchant Fee Amount is the amount of fee to be applied (including the% sign to use a percentage of invoice total). This fee applies when Clients have selected the Primary Credit card as their Preferred Payment Method in the Clients Portal>> Billing Details Page.


Note that admin can opt to remove these fees by unticking the selected preferred method in the Invoice page.

Part Payment Required

The admin allows charging the client max of 3 times using this feature. To start with, Tick the Part Payment Required and Enter the part payment Amount or percentage of the total amount (inc GST). Once done, Admin can either  Click the Charge payment to directly debit the part payment account to the Client’s Bank Account or Credit Card Account. Alternatively, Admin can send the part payment email by Ticking the Attached PDF to Invoice  and select who you would like to send this invoice to or add a new Account details who you wish to receive it and Click the Email Invoice. This will send the copy of the invoice to the selected users under the Invoice Loop.

Whenever an Invoice was sent to the Client, A copy of the email will be sent to them and the invoice will also be posted in the Client’s portal >> Invoices Page. In the Invoices page of the Client’s Portal, you will notice that the Payment Type Column will be “Part Payment Required”. Thus this will be also a way for the Client to know what type of payment was charged to them.

For more information about the Client’s portal Invoice page, Please go to https://www.crewcard.co/crewcard-client-user-guide/ >> 5.0 Invoices

Admin are not allowed to directly enter a part payment amount and charge directly to the clients. It is necessary for the Admin to do the Part Payment first and the Payment Amount will be automatically  displayed in the Payment Amount field.

This is what the Invoice looks like when a part payment required is selected and the amount was entered:

Given that Part Payment 1 has been charged by the Admin, an email will be sent both to the Admin and the Client. A thank you email will be sent out with the Total Invoice Amount, Paid Part Payment and the Balance remaining.

Admin will also be notified via email for the New Customer Payment whenever Admin makes a Charge Payment and Client makes the Payment.


Payment will be reflected in the Invoices page under the Admin Drop Down.


In the invoices Page, it will reflect the paid by details.

Select the Invoice and Click Select an Action. Admin can select Email Statement or Email Statement with Attach PDF.

Once any of the options mentioned has been clicked, this will bring you to the Email Invoice Statement page wherein you can view the invoice details such as the Invoice number, Date Sent, Amount, Interest, GST and Total. Since the first part payment has been made then you can see the paid amount and the outstanding amount. Please also take note that Admin should use the Email Invoice Statement when sending the outstanding amount to your client.


Once the Email Invoice Statement has been sent, the Admin and Client will receive an Invoice Statement Email with the outstanding amount that needs to be settled by the Client. For more details about the Invoices Page, please go to https://www.crewcard.co/crewcard-user-guide/ >> 12.2 Invoices

Add Notes in the Invoice

In the invoice page, add your additional notes in the Invoice Notes section.

Once the Invoice notes has been added, Tick the “Attach PDF to Invoice” and Click Email 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 will no longer reflect in the invoice page of the selected client.

 Refund

After receiving payment for an invoice, you may need to reverse the payment or refund an amount. For example, we inadvertently charged the incorrect fee. A completed payment on an invoice can be refunded.

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 Refund transaction has been completed, as shown in the Payment History section.

The client will receive a Refund Completed email with the amount refunded.

The amount refunded and the date when the refund was triggered can be found in the Client’s Portal’s Invoices page.

4.1 Sites

To access the site’s page, hover your mouse over ‘Jobs’ in the central navigation bar. Select Sites from the drop-down list.

The Sites page displays the location of workers and the current jobs they are working on.

To trim down and search for a specific job, you may use the search bar function located at the top of the page. It provides the following parameters to specify your search:

  • Businesses
  • Job Number
  • Clients
  • Crew
  • Date

The Info icon allows you to view the Job Card Colour Legend.

The following functions allow users to easily search the map:

  • Live View: You may choose from the options All, Sites, Crew to cater to your needs.

  • Suburb/Postcode: You may enter a specific value code to narrow down your search.

  • Date: You may navigate to a certain date according to your needs.

Calendar:

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:

  • Venue
  • Meeting Place
  • Total Crew
  • Total Hours
  • Position

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. 

The cards also the option of viewing a crew’s profile, via clicking on their picture located between the check box and their name.  

This window can provide information on the selected crew, such as: Date of Birth, Age, On Call/off Call status, Address, Email Address, Number, total Shifts, Acceptance Rate and Registered date.  Activities and Abilities are also available. You may also leave a note and rate the crew’s performance. Additionally, you can select to send an ‘Invite Contract’ and/or an ‘Invite Action’.

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

  • Timesheet: You may view and approve the selected worker’s timesheet, as well as edit time. The data included in the window are: Crew Name, Reported Time, Admin, and Records.
 

  • Logs: You may view the selected worker’s log, should there be instances of Auto-Scheduling
 
  • Notes: You may leave notes for the crew in this window, with control of who can see the notes.
 

  • Rate: You may submit a rating for the crew by selecting a star from 1-5. The system will automatically equate it with corresponding condition. There is also an option to leave a comment. Please refer to 9.1.2 Performance of Crew Calculation for the detailed computation of ratings.

  • Crew Pass: Please refer to 4.1 Daily regarding the information and status of Crew Pass.

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:

  • Schedule By
    • Merge Shifts
    • Rank
    • Oncall
    • Proximity
    • Option to set a distance
  • Select Abilities
    • Select Abilities
    • Staff Every
    • Minutes
    • From Rank
    • To Rank

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: 

  • On-Call Status
  • Ranking
  • Proximity 
  • Abilities

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:

  • Date
  • Start and End
  • Rate
  • View/Edit Breaks
  • TimeSheet
  • Crew Name
  • Activity
  • Ability
  • Access
  • Task
  • Venue, Room, and Meeting Place/ Address
  • On-site Contact Name
  • PO No or Name of Event
  • Notes for Crew (Clients editable and Ops Section)
  • Update Rates
  • Update Breaks
  • Business

Quick Edit: provides a summarised version of the form in Edit, which allows you to set the following:

  • Task
  • Date
  • Time On and Off
  • Break Start and End

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: 

  • Site
    • Job No
    • Dates
    • Supervisor
    • Notes
    • Venue
    • Address
    • Meeting Place
    • Room
  • Day Cards (Please refer to Card Functions for detailed information regarding the functions)
    • Timesheet
    • Message
    • Call
    • Chat
    • Notes
    • Rate
    • Crew Pass
  • Map – You may check the pinned locations of the Venue.

To add you may also do the following on the jobsite:

  • Inductions – For a more detailed guide and information please refer to 6.2.2 Inductions
    • Add Induction
      • Induction Name (required)
      • Induction URL
      • Crew Required to upload file Yes/No (required)
      • Client Association
      • Venue Association
      • Job Sheet Association
      • Reminder Email when assigned to job
        • Email to Admin
        • Email to Crew
      • Notes

  • Select – Select from the current inductions
  • Remove – Remove currently assigned inductions
  • Actions – For a more detailed guide and information please refer to 9.4 Actions Forms
    • Select – Select from the current Actions
    • Remove – Remove currently assigned Actions
  • Operations Notes (not visible to crew) – add special instructions/notes/information that regards the booking.
  • Instructions – For a more detailed guide and information please refer to 6.2.4 Instructions
    • Add Instruction
      • Title
      • Task Name
      • Upload Instruction File
    • Select – Select from the current instructions
    • Remove – Remove currently assigned instructions

4.2 Daily

The daily page displays all confirmed jobs by day. The page opens up to the current days date. 

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. Another way to find a confirmed shift, is by starting an advanced search. 

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 4.3 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. 

4.3 Jobs

Click the Job tab to open up the Jobs page. This page has been discussed in the user guide 3.0 Home Page as it is the default home page.

If you wish to change your home page to Events or Calendar, this is where you will access the Jobs page.

4.4 Shift

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.

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.

  • Client Booked (CB)

  • These are shifts that are booked by the client.
  • Same Crew Booking (SC)

  • These are shifts where there is multiple shifts that is created at the same time.

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.

  • For example, 5x general crew shifts starting and finishing at the same time at the same venue sent to “x” amount of crew. CrewCard assigns the last 3 digits of the shift with the lowest shift number and shows L[xxx] on each shift.

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.

  • For example, a 4hr shift on Monday, 3hr shift on Wednesday, and 5hr shift on Saturday can all be sent together in one SMS as a package offer. CrewCard assigns the last 3 digits of the shift with the lowest shift number and shows SC[xxx] on each selected shift.

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.

  • You are given an option to Cancel Auto-Schedule and Cancel Multi SMS

    • Cancel Auto-Schedule – These will apply to the shifts that are scheduled via the Auto feature. Please select the button to cancel.
    • Cancel Multi-SMS – These will apply to shifts where there is an Offer Multi that was sent to the specific shift. Please select the button to cancel.

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.

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:

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:

DateBusinessActivityJob Sheet NumberTotal hoursTotal Paid $Total Bonus $Total Charge $ProfitMargin

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

4.5 Calendar

The calendar page displays all jobs for the week in one glance. You can set this up to be the home page, however you can also access the calendar page through the Jobs tab. You can edit the display information and starting day of the week through General Settings. This is explained in guide 10.2

Colour Codes for Calendar:

ColourDescription
RedNo Shifts have been confirmed.
Blue Some or All Shifts confirmed.
OrangeSome shifts are confirmed but there are still unlocked shifts in the job.
GreenSome shifts are locked but there are still unlocked shifts in the job.
GreyAll shifts have been locked.

On the top right-hand side, you can click each button to view your jobs by month, week, 3 days or day. 

Month

Note: Hover mouse over the job to view more information

Week

3 Days

Day

To make changes to a job or to view more details, you must expand the job. There are two ways you can do this; click ‘expand all’ at the top of the calendar or click the arrow on each job to drop down the details.

Scheduler: If there are no confirmed staff for your shift, use the Scheduler (guide 4.11) 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. 

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. This 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). 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.

Job Details: Click the box to open up information about the job number, date, venue, meeting place and the activities of the job.

Supervisor Details: If there is a supervisor assigned to the job, it will be displayed here. This is not available in the Day Sheet of the crew.

Signature: Affix your signature and submit it.

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. Click Options then select the Day Sheet.

You will be redirected to the Day Sheet, where you can save crew times and feedback as you go. This is what the Day Sheet will look like for Admin, Duty Managers, Team Leader and Supervisors.

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. 

SAFETY INDUCTION BUTTON

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.

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 BUTTON

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.

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.

These are the codes to indicate the user who entered the time on the Day Sheet.

Timesheet HierarchyAdmin > 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.

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.

FOOTER BUTTONS

The footer buttons are the buttons used for entering and submitting time.

Check In Button –Use the Check In button to record the crew’s start time.

Check Out Button – Utilize 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 – Finalize 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.

4.6 Weekly

When clicked, a distinct calendar format will launch in a new tab, displaying the current week. Navigate through various weeks by utilising the ‘Previous Week’ and ‘Next Week’ buttons.

4.7 Graphs

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.


4.8 Events

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.

4.9 Map

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.

4.10 Statistics

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.

4.11 Deleted Shifts

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.  

4.12 Scheduler

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.

4.13 Auto Scheduler

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. 

4.14 Quick Edit

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:

5.0 Contacts

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 Staff

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 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:

  • 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 finalised 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 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:

  • 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 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:

  • 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”.

5.2 Clients

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.

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.

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.

  • Client: Select the client from the dropdown menu list.
  • First Name: Enter the first name of the Supervisor in this field
  • Last Name: Enter the last name of the Supervisor in this field
  • Contact Phone: Enter the contact number of the Supervisor in this field
  • Extension No.: If the Supervisor has an extension number, enter in this field
  • E-mail: Provide the email address of the Supervisor in this field.
  • Password: Nominate a password for the access of the new Supervisor in this field.
  • Supervisor App Access: Tick the box if you want the new Supervisor to have access to the Supervisor App.
  • SMS and Email Invite: Tick the checkbox for SMS and Email Invite.
  • Click Save after you have entered all the information for the new Supervisor.
  • A confirmation message will appear after you have added the new Supervisor

 

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:

  • Accounts: Enter the email of the person responsible for the accounts in your company.
  • Billing Person: person who is responsible for collecting and sending invoice
  • Admin CC: Company Admin email address

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.

5.3 Others

5.3.1 Venues
Key: A / DM / M

A venue is the location that the shift is to take place in. Anytime a venue is entered into the database, it is stored for future reference and can be found in the Venues Page.
Staff can view their Shift Meeting Places on a Google Map via their Crew Login Page and, from their internet calendar (such as Outlook Calendar). (See “iCAL under “Crew Login Page” for more info).

Eye Icon: Displays the venue details in a new window.
Pencil Icon: Opens the Venue Edit Page.
Add Venue: Takes you to a new window to enter venue information
Review:  A date is set for an inspection. When a job is booked at that venue after the date of the inspection, a warning will appear on the Shifts Page.
Show Deleted: View all deleted venues

 

Add New Venue/ Edit Existing Venue

Click add venue

Name, address and postcode can be entered here, as well as venue phone number, website address etc.

Notes: Important venue notes are saved in this text box, which also appears on SMS Confirmations (or emails) sent to the crew who are booked to work at this venue. For example: “Corporate venue, dress appropriately”.

Private for Client: When selected, this Venue will not appear in the list of possible venues that clients can select from in the Client Booking Page. It is useful for private residences or one-off events. To enter a client name, start typing the first few letters then select it from the drop-down list of clients that appears.

Delete: If ticked and saved, this venue would be deleted from the system.

Meeting Places: A specific meeting place for this venue. Each time these are entered by clicking the “+” icon , they are stored in the system. It is possible for the one venue to have several meeting points. When a venue is selected in a shift or shifts, a list of meeting places that belong to this venue will be displayed under the Meeting Places in the shifts edit page.

For example: ABC Hotel would be saved as a venue with address details like 123 Halifax St, Sydney CBD. The meeting places would be entered as “Meet at the front”, “Loading Dock”, “Call on Arrival”. There is no need to enter the street address in the meeting points as it will already be entered in the venue details.

The Meeting Place of any Venue can have a Google Map attached to it, accessible by staff in their Crew Page and in their Internet Calendar.

Delete: Any meeting point or rooms can be deleted by ticking “Deleted” box and saving the page.

Rooms: Rooms is an alternative location that can be saved under each venue. It does not necessarily have to be a room, it could be for example “Main Foyer”. By default, rooms does not appear in SMS Confirmation messages sent to the crew, but they can be seen by crew in their crew pages.

Files: Any documents related to this venue can be uploaded and stored in each venue’s page.

Add Venue Notes/ Edit Existing Venue Notes

When selecting and editing a venue, you are able to add Venue Notes. To access the list of Venues saved, hover your mouse over ‘Contacts’ and select ‘Venues’, listed under ‘Others’.

In the example below, it shows the Venue Details of the Sydney Opera House once it has been selected from the list.

Enter the required Venue Notes in the text box given and select Save once completed. Next, when creating a new job, select the same venue that attains the venue notes previously written. One the job has been saved, select the Job Sheet, accessible via the ‘Jobs’ tab. 

Admin must select the shift via the checkbox, then select the ‘Confirm’ dropbox. Tap ‘Confirm Message’ to send a confirmation message detailing the shift, including the Venue Notes, via a push notification to crew members. 

Below is the template for Confirm Message. Select ‘Send Message’ to send it to the crew.

If the crew is logged in to the CrewCard app, they will receive a push notification to their mobile phone. To expand on the message push notification, press and hold the box and it will show the full message. IOS devices are able to show a maximum of 250 characters. 

Note, Venue Notes may not be included in the Confirm Message template. To ensure that it is, access Settings in the top right corner of the page. Under the put out menu on the left side of the screen, select General Settings. Click on ‘SMS’ and scroll to No. 145. SMS Confirm Message. Here, [VENUE NOTES] should be displayed after [VENUE].  

5.3.2 Tasks
Key: A / DM / M

Add tasks that are related to any activity/shift, enable the task page in settings. See guide 10.2.18 Software Configuration.

Add Task

To Add a task, click the Add Task button. Enter the Task Name, Task Description, select Display on App and  click the Save button.

When Display on App is set to yes it will display the task on the Crew App; otherwise, select no to hide the task details.  

Alternatively, you can delete and edit a task.  To delete the task, click the delete icon, and to edit the task, click the edit icon.

Edit the Task name and description, then click the Save button.

Click yes to display the task on the Crew App; otherwise, select no to hide the task details.   


5.3.3 Extras

Extras is a way to add a charge to a job that isn’t a set price. For example, if a crew goes out to a three-hour shift, you can charge the client a call-out fee. In the screen shot below, you can see Paid is what the crew member will receive, and the Charge is how much the client will be invoiced after the job.

 

5.3.4 Items Groups

 To add group, press the ‘Add Item Group’ button.

Fill out the fields and click save.

 

5.3.5 Items

Follow the above instructions to add individual items.

5.3.6 Form Matrix

The Forms Matrix contains all forms submitted by the crew, supervisors, team leaders and clients. Access the Forms Matrix by selecting ‘Records’ in the central navigation bar, then the last option under ‘Others’. Once on the Forms Matrix page, select the Form Type and User Type from the dropdown menus in the Forms Matrix. If you know the Username, Venue, Date from and Date to, all forms matching the search criteria will be displayed. To edit the form’s full information just, click the edit icon. A pop-up window will then appear with the Edit Form wherein you can modify the Form and view the file uploaded.

Date & Time: Form submission date and time

Form Type: Type of Form

Form Name: User who created the form ( This is only applicable who made the indecent report in the CrewCard App) / User who is the subject of the form

Description: The form’s brief description

User Type: Define which rights are granted to the user. Example: Crew/ Superuser/ Admin/ Manager etc.

Reporter: The source of the report

Details: By selecting the Reupload file button, you can reupload the file that was uploaded or click the view details to open the file uploaded

Review: This is the review date that indicates when the review date expires. When this occurs, the whole field will become red

The sort icon located beside the review column will sort out all the expired reviews to be at the top of the list. 

To add a new form, click the Add New Form button and complete the boxes of the pop up window. Once saved, it will be included in the Forms list.

By selecting the edit icon, admin can modify and/or remove the form type by clicking the delete icon. Keep in mind that only Admin will have access to the edit icon.

5.4 Recruitment

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.

Bio: in the context of recruit cards it refers to a brief biography or summary of the individual being recruited. It typically includes key information about the recruit, such as their name, background, skills, qualifications, and perhaps a brief description of their experience or accomplishments. This information helps recruiters or hiring managers get a quick overview of a candidate’s suitability for a position.

 

Interview: Admin or Duty Manager Users performing the function of Recruiters can add Admin notes, set interview questions, send predefined SMS messages to recruits (perhaps to inform them to expect a call from a certain phone number to discuss their recruitment) and view the CV of recruits.

Customise the questions that you may need to ask the recruit during a phone or in-person interview.

 

Agreements: Recruiters (Admin and Duty Manager) Users can assign company policies and other documents from the Resources Module in Settings. They can also create disclaimer questions for recruits to view, sign and submit here. The Agreements Invite button at the bottom of the page sends an email to the recruit. containing a button that links directly to the Agreements page of their Crew Portal Profile. This invites them to agree to the company policies and agreements and to accept the disclaimers, sign their signature and submit. At this point, the Recruit has accepted your company’s legal requirements for employment, and the Profile Completed email is automatically sent to both the recruit and Administrator. This email includes two PDF attachments and a record of the agreements that have been accepted, plus a copy of the captured signature. The PDF attachments can be uploaded in the Recruitment Settings page, and can be chosen by the Administrator. An example is PDF 1 may contain ‘Welcome Information’ outlining your expectations to new staff members, and PDF 2 may contain ‘Safety Handbook’. The agreements information and captured signature is also permanently stored within the Crew Profile.

Inductions: Recruits can complete a multiple-choice quiz to demonstrate their knowledge of your company’s work health and safety system. This can include questions such as how to submit an incident report. Customise induction questions in Settings > Forms > Recruit Induction. To remove the induction tab for recruits, please hide the tab.

 

Customise induction questions by going through Settings>Forms>Recruit Induction. To remove the induction tab for recruits, please hide the tab.

 

Contracts: To add new contracts, see Settings > Contract Settings. Once you have set up a new contract template and signature block, you can assign an employment contract for new recruits to sign and submit as part of their recruitment onboarding. Admin and Duty Manager Users can also invite Recruits to sign the contract by clicking the Invite Contract button in the Contract tab of the Recruit Card at Contacts > Recruit Card > Contracts tab. When recruits sign and submit the contract, it will be attached as a PDF to an email sent automatically to both the Recruit and Admin. Additionally, the contract will be stored permanently in their Crew Profile.

 

Accounts: To collect info in preparation for payroll, you can present this tab for recruits to fill in their Bank, Super and TFND (tax file number declaration) details.

 

Display Recruits Sign Up on Login Page: This will show the Sign-Up option on the System Login Page that directs recruits to the Sign-Up page.

The following is what the recruits will see when signing up.

 

Enable Recruits Page Menu:
This will enable the Recruit Cards page via Contacts > Recruit Cards.

 

Hide business selection on sign up page: If you are using the Businesses as Location, such as when you are operating in Sydney, Melbourne and Brisbane, you would enable this selection for your recruits to sign up under the correct location.

Business Label: You can relabel your Businesses drop down menu to a custom label, such as Location or Branch,  to make more sense to applicants when they choose which Business to select upon registration in the Sign-Up page.

This also relates to the button at the top of the systems page.

 

Display employment history section on Recruits Sign up: Enable this setting if you require applicants to fill in their employment history on the Sign-Up page. You can then add customised questions for that Sign-Up page.

The crew will see this:

 

Allow UK mobile number: The system defaults to accept 10 digits for Australian mobile numbers. Enable this setting to accept 11 digits for UK mobile numbers.

 

Resume: This setting allows you to choose one of two methods that applicants can provide their resume or CV details by; TextEditor or Attachment.

TextEditor: This will allow the applicant to copy and paste their resume upon registration in the Sign-Up page.



Attachment: This will allow the applicant to attach their resume as a PDF or Word file when they register on the Sign-Up page.

Tips:
To make profile photos upload optional, please see General Setting 48. Profile photo upload required.


To Edit Gender Selections,  please see General Setting 47. Gender Text

Shirt size fields are useful to record uniform sizes for staff and are enabled by default as a required question on the Details page. However, this question is optional and can be disabled in General Setting 46. Shirt Size Field

 

SMS Templates:
Create and add multiple default SMS message templates for Admin and Duty manager Users to send to applicants in order to improve the chances of them answering calls from your recruiters.
Example 1: Title – Initial SMS. Message – Hi This is [Insert Company Name]. We have received your application and will give you a call shortly to discuss in detail. The call is coming from 1800 000 000. Thank You.
Example 1: Title – Request for Call Back. Message – Hi This is [Insert Company Name]. We have received your application and tried to get in contact with you. Please contact recruitment at 1800 000 000. Thank you.

 

Info Box:
Explainer text can be customised above the text field below the medical disclaimer checkboxes to prompt the recruit of which medical details they should provide.
Example: List all previous physical or psychological injuries that may affect your work performance (answer not compulsory).

Setting:

Enable Medical Conditions:
When the medical conditions setting is enabled, recruits are required to fill in any medical related details that may be required. This comes as part of the employment details on the Medical page of their Crew Portal Profile.

Medical Disclaimer Check boxes:
Add any additional custom questions under the medical conditions section for your recruits to check and acknowledge.

Recruit View:

Sign-Up Page Questions:
Create and add custom questions on the Sign-Up page to record answers for applicants. For example, you may wish to include a question asking an applicant to  explain why they want to work for your company or what pertinent industry experience do they have?

Setting:

Crew View:

 

Qualifications:
When qualifications are required for selected Activities (skills/roles) in order for them to be uploaded into the system, the Qualifications page is added into the recruitment process. In this page, recruits will select the qualifications they possess and upload them. 

To add and update qualifications, see Settings > Compliance settings > Qualifications Expiry Date Warning. 


To update any Activity and qualification mapping, see Activities Page > Edit Activity

 

Enable Activities for applicants to select upon sign up:
Tick to enable applicants to select different Activities (skills, roles) in the system. Once selected, the Activities will be assigned to staff in their Admin Portal Crew Profiles. Any Activities that require Qualifications will then need to be completed by recruits in the Qualifications section of the onboarding process.

Setting:

Crew View:

Default Activity – Settings > Recruit Settings

Each Crew User is required to have at least one Activity assigned to their profile. This setting allows you to select which Activity will be assigned as the default Activity for Crew Users.

Default Category – Settings > Recruit Settings

Each Crew User is required to have at least one Category assigned to their profile. This setting allows you to select which Activity will be assigned as the default Category for Crew Users.

Assigned Activities – Contacts > Recruit Card > Interview Tab

Recruiters can add extra Activities to the Crew Profile of recruits during the interview process. For example, the default Activity assigned to all recruits might be General Labourer. Using the Assigned Activities function in the Interview tab of the Recruit Card page, a recruiter may add a second Activity of ForkLift Driver, if the recruit has that skill. 

The Default Activity will be already assigned, as will any Activities that the applicant selected on the Sign-Up Page.

Assigned Categories – Contacts > Recruit Card > Interview Tab

The Default Category selected in the Recruit Settings will be already assigned in the Recruit Card for each recruit. Because each new Activity assigned will require a category mapped to it in order to trigger a Paid Rate, the Recruiter may need to select additional Categories to match any additional Activities assigned. This is to ensure the Activity Details displays correctly (see Activity Details).

 

Activity Details

Activity Details displays a table with a combination of Activity, Minimum Rate and Description for each Activity assigned to the recruit. 

By displaying the Activity Details on the Agreements page, recruits are accepting the initial pay rates as part of accepting their employment obligations.

The Activity Details can also be inserted into their employment contract. This is displayed on the Contract page of their Crew Portal Profile, or indeed any contract, by inserting the placeholder [ACTIVITY_DETAILS] into the text of the contract when you create or edit a contract (Settings > Contracts > Add Contract). The contract will automatically contain the Activities, pay rates and job description in the employment contract. This works for recruits to agree without the need for any member of staff to manually insert such details.

Activity name and description are pulled from the Activities section of the system. See Administrator Menu > Finance – Activities > Add New Activity or Edit Activity. 

Activity name corresponds to the *Name field and description information is pulled from the Job Description field under Activities.

The Min Rate is Paid rate, which can be accessed and set under Administrator Menu > Finance – Activities > Edit Rates or Administrator Menu > Finance – Categories > Edit Rates, under the Paid column. In order for the Paid amount to register, a category needs to be assigned to both the Activity and a Crew Member (recruit) first.

Invite: Invitations are required to be manually sent by pressing the Invite button in the footer after applicants are ‘enrolled’ by recruiters (admin or Duty Manager Users. This is done by pressing the + Add New button in the Recruits Card page and completing the pop up details. Invitations are emailed with a once only access token,  and a button that links them to the Set Password page in their Crew Portal Profile .

Once enrolled, recruits appear on the Recruits Cards page, and may be invited individually by selecting one Recruit Card, or in bulk by selecting multiple Recruit Cards and pressing the Invite button. Recruits who have registered themselves via the Sign-Up page may be manually invited by pressing the Invite button, unless the Auto Invite feature is selected. In this scenario, applicants can progress to the Set Password page and may continue with the onboarding process without the need to be invited by Recruiters in the Recruit Cards page. 

Details Page: The details page allows recruits to complete their details within their Crew Portal Profile, such as their name and contact details, next of kin / emergency contacts and address. They are also able to upload up to three profile images, pressing the Next button when complete. Recruiters can also assist recruits in real time or complete these details on behalf of recruits by completing the Details tab in their Recruit Card and pressing the Save button at the bottom of the screen.

Agreements: During the onboarding process for new staff, recruits are guided to the Agreements page where they will accept your legal agreements such as contracts, company policies and disclaimers.

The Agreements page can be set up at Settings > Recruitment > Agreements. 

Agreements can also be manually emailed by Admin and Duty Manager Users for staff to accept, either during the recruitment process or once activated into the Crew List as active crew with Crew Profiles.

 

Invite Agreements for Active Crew:

Go to the Contacts menu in the header and select Crew List. Search or find the crew member you would like to invite to accept your company agreements, and click the edit icon on the far right of the screen.

Inside the Crew Portal of the desired crew member, in the Overview section near the top, click the Registration button to open the same registration pages that recruits access during their onboarding process with your company. Click on the Agreements page, then scroll to the bottom of the page to press the Invite Agreements button. This will send the email to the crew member,  containing a link to their Agreements page in their Crew Portal, where they can accept your policies and agreements. Once set up, your staff can be sent and accept their agreements quickly and easily on their mobile device.

Crew Portal:

 

Invite Agreements for Recruits:

Go to the Contacts menu in the header and select Recruit Cards. Search or find the recruit you would like to invite to accept your company agreements and click their Recruit Card to open it. 

Once inside their Recruit Card, click on the Agreements page,  then scroll to the bottom of the page to press the Invite Agreements button. This will send the email to the crew member, containing a link to their Agreements page in their Crew Portal, where they can accept your policies and agreements. Once set up, your staff can be sent and accept their agreements quickly and easily on their mobile device.

The Agreements Invite button at the bottom of the Agreements page in the Admin Portal, sends an email to the recruit with a button that links directly to the Agreements page of their Crew Portal Profile. This link invites them to agree to the company policies and agreements, and to accept the disclaimers, sign their signature and submit. At this point, the Recruit has accepted your company’s legal requirements for employment, and the Profile Completed email is automatically sent to both the recruit and Administrator. The email consists of two PDF attachments and a record of the agreements that have been accepted, plus a copy of the captured signature. The PDF attachments can be uploaded in the Recruitment Settings page and can be chosen by the Administrator. An example is PDF 1 may contain ‘Welcome Information’ outlining your expectations to new staff members and PDF 2 may contain ‘Safety Handbook’. The agreements information and captured signature is also permanently stored within the Crew Profile.

 

Account Log:

The accounts log allows you to see the logs of when crew made alterations in their accounts. Crew must make changes to their account in order for Admin to receive an Account details email and view the changes in the accounts tab>> Accounts log section.

Crew must login to their Crew Portal.

 

Click the dropdown arrow beside your name and select Accounts.



They will be directed to the Profile Page >>Account Tab wherein Crew can make modification on their account information. 

 

As an example, I will be adding the Last Name of the Crew in the Name of the Account and click Save button.



A pop up will appear that says “Your Account Details has been updated.” Click close to confirm. Simultaneously, the Admin will receive an email that the account details of the crew have been updated.

 

This is the sample email that Admin will receive when the crew have updated their account details. Admin must select the Click Here button in the email to be directed to the crew profile. 



Once the Admin has been directed to the crew profile, click Registration button.

 

This will bring you to the Recruit Page. Click the Accounts Tab.



Scroll down at the bottom part of the Accounts tab until you reach the Account Log section. There you will see what alterations have been made by the crew on his/ her account information.

6.0 Records

Records typically refer to the data entries or information related to specific messages, forms, events, history, activity or tasks that are recorded and stored within the system.

These functionalities appear to represent various features and capabilities within the system, each serving a specific purpose related to managing records, communication, forms, workflows, and other aspects of the platform as illustration above.

6.1 Messages

6.1.1 Credits
This displays a quick view of the SMS credit balance. An Alert will appear whenever your SMS Credit falls below 500. This warning is important as once your SMS credit runs out, all of your outgoing SMS messages will be put in queue until you replenish your SMS credit.

 

6.1.2 Send an SMS

This option allows users to send a quick SMS or Push Notification to the crew. When Send SMS/ Notification is clicked under Records in the Message column, it will direct you to the Send SMS/Notification page. Tick SMS or App. Type your message in the text box “SMS Message”, or select the Msg Template. For a Push Notification message, enter the Push Notification title and “App Message”. Double click on the staff name/s or click “>>” to move the names to the right-hand side. Then, click the “Send” button.

To view staff lists,  select “Search Disabled Crew”, “Search Active Crew” or “business, ” skills” and “abilities”. 

Business: Filter the crew search by Business

Skill One/Skill Two: Filter the crew search by Activity

Abilities: Filter the crew search by Ability

 

Notification prompt:

  1. SMS only – SMS Queued for Send Successfully
  2. APP only – Push Notification Queued for Send Successfully
  3. SMS & APP- SMS and Push Notification Queued for Send Successfully

For example, if you need to send a common message to all of your drivers, select “Driver” in the skill list. This will bring up the crew list with only “Driver” skill assigned. Select all of the crew in the list and move them to the right by clicking “>>”. Next, send your message. This also applies when selecting abilities.

6.1.3 Send to App Noticeboard

The Noticeboard is a new page within the Crewcard app that is accessible to staff members. Admin users of Crewcard gain the power to create noticeboard posts through their admin portal, which can include both text and images. These posts are then shared on the noticeboard, allowing all crew members to view them easily. Noticeboard messages can be sent via push notification to alert the staff and provide an easy link for opening. Or they can simply be updated within the Noticeboard for staff to see next time they check in with the CrewCard app.

To begin, position your cursor over the “Records” option and then choose “Send to App Noticeboard” from the Message Column.

You will be redirected to the “Send to App Noticeboard” page, where you can create Noticeboard posts. These posts can be easily viewed by chosen crew members through either push notifications or the Noticeboard page within the Crew app.

Fill out the form and take note that Noticeboard posts can consist of text, video and images.

After completing the Noticeboard post, you have the option to utilise filters like “Search Active Crew,” “Business,” “Skill One,” “Skill Two” and “Abilities” to refine your crew searches. Alternatively, you can directly choose the crew members in the “Send to Section” and relocate them to another column. Once you have selected the crew members, simply click the “Send” button.

From the crew’s standpoint, they will receive a push notification. Upon opening the app, the crew will see an increment in the message board count within the Noticeboard menu and notice a new Noticeboard icon on the shifts page. This signifies the presence of a new Noticeboard post or message.

To access the Noticeboard post or message, you can either tap the “Noticeboard” option in the menu or navigate to the shifts page and tap the Noticeboard icon. Then, click on the new post or message. Please be aware that “New Messages” appear green and “Read Messages” appear in grayscale colour. 

You can also click on “View All” to access and view all Noticeboard posts or messages.

6.1.4 Notification Logs

By default, the Notification logs play displays all messages, incoming or outgoing, starting from the beginning of the week to the current time. The latest received/sent message are at the top of the page. An “Advanced Notification Search” can be made using the fields provided above the messages.

TIP: All or some of these fields can be combined while making a message search.

No.: Enter a shift number and click “Go” to see the history of all messages sent or received regarding this specific shift.

Client Name: Select a client name to narrow down all messages to one client’s shifts, which are booked under this client only.

Crew Name: Select a crew name to see all incoming/outgoing messages sent or received by this crew.

Mobile Number: Instead of crew name, a search can be made by crew mobile number. Please note that any number of digits can be entered here. For example, a search that only has “89” in all mobile numbers can be made.

Business: Search by Business can be done by selecting a Business in the drop-down list.

Date From & Date To: To narrow down the searches by date.

No.: Indicate the shift number

T: Tags are codes that show the type of that message:

Business: Shows which business crew is assigned under.

Date: Date and time message has been sent/received.

From & To: Indicates where the message is coming from or sent to which number.

Crew Name: Crew name that sent/received the message

Message: The actual message sent/received. Messages are shortened by CrewCard for an easy display. If needed, any message can be viewed fully by clicking [More],  or shrunk by clicking [Hide]. You will notice (when clicked [More]) that any incoming message from the crew is displayed with some of the crew details such as date, time, ranking, email address etc, but the actual message sent by crew appears under the text “SMS Message – – – – “.

Status: The status of the message can be “Success”, which means the message has been successfully sent, “Queued” which means it is pending, or “Failed”,  which means the server may have problems sending the message.

Sent Via: Indication of whether it’s an SMS or Email.

 

6.1.5 Message Logs

Message logs display all chat messages. An “Advanced MESSAGE Search” can be made using the fields provided above the messages.

No.: Enter a shift number and click “Go” to see the history of all messages sent or received regarding this specific shift.

Client Name: Select a client name to narrow down all messages to one client’s shifts, which are booked under this client only.

Crew Name: Select a crew name to see all incoming/outgoing messages sent or received by this crew.

Mobile Number: Instead of crew name, a search can be made by crew mobile number. Please note that any number of digits can be entered here. For example, a search that only has “89” in all mobile numbers can be made.

Business: Search by Business can be done by selecting a Business in the drop-down list.

Date From & Date To: To narrow down the searches by date.

No.: (not applicable in Message logs)

T:  (not applicable in Message logs)

Business: (not applicable in Message logs)

Date: Date and time message has been sent/received.

From & To: Indicates the Sender and Receiver name

Crew Name: Crew name that received the Chat message

Message: The actual message sent/received. 

Sent Via: Indication of whether it’s a Chat

6.1.6 Purchase Credits

Click purchase credit. This will open a pop-out window. Select the amount you wish to purchase from the dropdown from 1000 to 25,000 SMS. Once you click Purchase, you will receive the invoice shortly after. The invoice is sent to the allocated accounts person/ email.

6.2 Utilities

6.2.1 Action Forms

A job may require crew members to be properly inducted about the venue. Similarly,  before a crew can start a job, they may need information about health and safety.

The Action Forms is where you can set up the actions needed for crews to read and understand before they can complete a job.

To add an action, Go to Messages and Select Action Forms under Utilities Column.

Click the +Add New Action Form button to open the window for adding an Action Form. 

Enter the title of the Action Form in the provided field. You can either select a ready made action form, or begin adding elements to create a custom form. This is done by dragging the Elements to the Action preview box. There are different Elements that you can add to an Action Preview.

These are the available elements that you can add to your Action List:

  • Resource – This can be a policy, procedure or any other important information that the crew can access using the Crew Access or via the app. 
  • Subtitle – this text space can be used for additional information
  • Text – information in the form of texts
  • Checkbox – checkboxes that can be set as mandatory or not
  • Question – a question step that crew members will have to answer
  • Yes/No Question – a question step answerable by yes/no
  • SWMS – This will display the venue’s inductions when a crew is on shift. 
  • Toolbox Talk – Providing you with fully fledged and dynamic safety inductions for every occasion.

Required Action 

Allows you to select when actions will takes place, such as the following:

  • First Time App Login
  • Before Accept Shift
  • Before Check In
  • Before Check Out

Frequency

Forms can also be provided to staff at certain programmed times, such as the first time they are confirmed on a shift, or every time they are confirmed, monthly, quarterly, every six months or every year. For example, you may have a Forklift Induction that needs to be sent to a Forklift driver prior to their first shift, or you may require staff to complete a questionnaire every year to prove they are up to date with your latest policies and procedures.

Available Activity

This allows you to select which activity will take action of the Action Form assigned to a shift.

Email Admin and Email Crew can be ticked if you want them to receive an email notification for the Action required by the crew.

Once the action has been filled out, Click the Save button.

The newly saved Action forms will be added in the Action Form List. You may edit, delete or copy the Action Form.

Assign the Action form to a job by going to the Jobs Page.

Select the Job Sheet that you would like to assign an Action Form to.

Scroll down to the bottom part of the page.

Select an Action from the drop down list and click save.

Action form is now assigned to a Job.

6.2.2 Admin Forms

To access the “Admin Forms,” hover your cursor over the record and choose the “Admin Forms” option located within the Utilities column.

To create a new admin form, simply click on the “Add Admin Form” button.

To create a customised form, input the title of the admin form and drag elements onto the admin form preview. Enter the required questions within the elements and when finished, click the save button.

If desired, you can also select the checkbox for “Add to Forms Matrix.” When this feature is enabled, the completed form will be automatically added to the form matrix.

After saving the form, you will see a list of the newly added Admin Forms on this page.

On the Admin Forms page, the admin and duty manager have the ability to edit, delete, and copy an Admin Form by selecting the corresponding action located next to each form.

To access the completed forms, simply click on the “Completed Admin Forms” button.

The Completed Admin Forms page enables you to view a comprehensive list of all completed admin forms. From this page, you can perform various actions such as editing, downloading and deleting the forms.

To complete an Admin Form, click on the “Complete an Admin Form” button. A pop-up will appear where you can select the desired Admin Form and click the “Complete” button. You will then be directed to the “Complete an Admin Form” page, where you can fill out the form and save it. Once saved, the completed admin form will be listed in the Completed Admin Forms section.

 

6.2.3 Processes

Internal documents and office processes can be stored and accessed using the Processes page. This enables your Administrator and Duty Managers to easily search processes in the system. These initiatives have been implemented with a view to reduce the systems required for operations management.

See guide 10.8 Processes Settings

6.2.4 Inductions

Induction is important to a job as it educates the crew on vital information about a job that they may not be aware of. Use this page to store and view all inductions in the system

To access induction, click Records in the Central Navigation bar and select Inductions under the Utilities column.

On this page, you can see lists of inductions that have been made/saved before.

You can Click + Add New button to create a new Induction.

Fill out the form. 

Induction Name: Enter the Induction name

Induction URL:  Enter the URL of the Induction

Crew Required to Upload File: Select Yes/ No

Client Association:  Select a Client associated with this Induction

Venue Association: Select the Venue associated with this Induction

JobSheet Association: Select a Job Sheet associated to this Induction

Reminder Email when assigned to Job:  Select Email to Admin/ Email to Crew

Notes: Enter Notes

Click Save once completed.

Once the Induction has been created, you may edit the induction by clicking the edit icon. If you would like to delete the induction, click the delete icon.

For more details about Instruction, See Easily Manage Site induction Page.

6.2.5 Projects

CrewCard includes a complete project management module called ‘Projects’, which allows for easy team collaboration in a user-friendly and visual interface.

To access the Projects page, click Records in the header and select Projects under the Utilities column.

Click the + Add Project button on top left-hand side to create a new Project. Once a Project has been created, open it and start creating tickets by clicking the + Ticket button on the top left-hand side. This way, you can have multiple different Projects for different departments, events or teams as you require. The tickets within the projects can be allocated to multiple Crew Members.

This will take you to a new page where you have the ability to fill out the information on the job you wish to create. 

Project Name: This is the title of the board that the tickets will be under

Description: Add a description of the board which informs users of what is under the the board 

Click Save and this will add to the board.

If you wish to edit or close a board, click edit.

This will open up the selected board, where you can edit the name and the description. If the jobs under the board are completed, click close.

This will move the board to closed projects. You can open up closed boards at anytime.

Tickets

After creating a board, click the board you wish to open. 

Once a Project has been created, you can open it and begin to create tickets by clicking the + Ticket button on top left-hand side. This way, you can have multiple different Projects for different departments, events or teams as you require. The tickets within the projects can be allocated to multiple Crew Members.

Tickets include the following information: Ticket Name, Owner Name, Owner Email, Activity, Assign To (multiple crew), and Description where the bulk of the project information is added, such as the tasks required to be completed by the staff the ticket has been assigned to.

Below this, the ticket requires a start date and time, deadline date and time, and reminder date and time so that each party to the ticket, owner and assignees, may be reminded of the work required to be completed by a certain deadline. Once the ticket is completed by the assignee/s, they submit it to be reviewed, which notifies the ticket owner to check the Review Column of the Project’s Kanban board of tickets.

Ticket Name: Brief description of the job ticket 

Owner Name: Enter the name of the person who created the ticket

Owner Email: Enter the email of who creates the ticket

Activity: Use the pre-uploaded activities to highlight who it belongs to

Assign To:  Click the box and a list of the crew will be displayed. You can select one or more crew to allocate this ticket to

Description: Write a detailed description of the task that needs to be performed 

Start Date: Use the calendar to select the date you want the task to commence on 

Deadline Date:  Use the calendar to select the end date for the task. This will inform the crew when the task needs to be completed by 

Reminder Date: Use the calendar to select the date that the crew will be reminded of the task 

Start Time: Click the box to select the start time of the task

Deadline Time: Click the box to select the end time of the task

Reminder Time: Click the box to set a time to the reminder to be sent out

Click Save once completed 

Each Project opens to a Kanban board where tickets are displayed in four columns: Plan, Current, Review and Completed. These can be dragged and dropped into place as per the status. When assignees have completed a ticket, it is automatically moved from the Current Column to the Review Column. The owner may then review them and decide it has been successfully completed, then drag it into the Completed column. Alternatively, the owner may not be satisfied that the ticket is completed and drag it back to the Current column, which will trigger a new notification to the assignees that they need to work on that ticket again, with new deadline and reminder dates and times to adhere to.

6.2.6 Instructions

To assign an instruction to a job, simply hover your mouse over Jobs in the central navigation bar and select jobs. Select a Job Sheet that you would like to add the instruction to. 

In the Job Sheet page, scroll down to the bottom of the page to locate the Instruction section. Click + Add Instruction button to add an instruction.

The instruction window will pop out. Fill out the form. Note that you may add more than 1 task by clicking the + Icon.

Click the Upload button to upload an image or photo. Once the file has been uploaded,  you are able to view it by clicking the file below the Upload button.

A notification will appear on your upper right screen that states “Instruction Saved successfully”. You will also notice that the newly created instruction has been added under the assigned instructions header. Additionally, you may select existing or saved instructions in the select drop down menu.

Another way of Adding Instructions is through the Instruction Page. Hover your mouse over Records in the central navigation bar and select Instructions under the Utilities column. This will direct you to the Instruction Page.

Once you are directed in the Instruction Page, click + Add Instruction to add an instruction. You may also select an instruction from this page and click edit icon if modification is required. Alternatively, click the delete icon if instruction needs to be removed.

Once the + Add instruction has been clicked, an Add Instruction window will pop up. Fill out the form. Note that you can add more than 1 task by clicking the + icon. Click the Upload button to upload an Image or photo. If there are additional instructions, enter it in the Notes field. Moreover, you may select a Job wherein you can associate the Instruction.

Once you have completed filling out the Add instruction form, click the Save button.

A notification will appear stating that the “Instruction Saved successfully”. The new added instruction will also be added to the Instructions list on this page. 

6.2.7 Job Templates

Job Templates allow you to create as many different types of Jobs (schedules, rosters) as you like and save them within each Job Sheet.

Once your template has been saved in a Job Sheet, you can edit and delete the job templates in the job templates page. It can be opened at any time, and contain a new start date while all other details remain the same as previously. It is even possible to recreate the same template under a new client or business.

To create a Job template, go to the Job Sheet Page page and click the Save Job Template button.

The Save Job Template window will pop up. Enter the Job Template name and click the Save button.


To create a job from the save Job Template, hover  your mouse over Add Jobs, then select Job Templates. Enter the Job Template name, and click save.

Create a Job from the Job Template, a window will pop up. You can select the saved Job Templates, fill up all the empty fields, and click open.

Once the open button has been clicked, a notification will pop up on your upper right screen that the ‘Job has been added to the template’. 

Additionally the created job from the saved template will be available from the jobs page, as shown on the below screenshot.

6.2.8 Msg Templates

CrewCard has created a solution for the constant flow of communication, by using Message templates to simplify customer communication. This feature allows you to create a set of standard messages that enable you to use previously configured messages to reply, send new messages and send SMS. This means that you do not have to manually type the messages. You can use the Msg Template field to automatically fill in the information of your message. Message templates also allow you to respond faster. 

To create a Message Template, simply hover your mouse over Records and select Msg Templates.

In the Msg Template page, Click + Add Message Template button to create a new template.