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
AAdministrator
CCrew
CLClient
DMDuty Manager

 

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

CrewClientOther
Add CrewAdd ClientVenues
Recruit cardsClientTasks
Crew ListClient GroupsAccess Levels
Crew GroupSupervisorsExtras
Search Crew Item Groups
Crew AbilitiesItems
IncompatibilityForm Matrix
Unavailability 

Records

MessagesUtilitiesLogs
Credits: 591Action FormsShift History
Send  SMSProcessesApp Activity
Notification LogsInductions 
Message LogsProjects
Bulk EmailInstructions
Purchase CreditsJob Templates
 Msg Templates

Add Job will route you to Add Job screen

Add Job
Add Shifts
Add Booking
Job Templates
Add Import

AM – Administration Menu

Located on the upper right corner

Contains links to the following pages:

SUPERUSERAdministratorFinanceView All Business
LogoutSettingsRulesOn/Off
HelpBusinessesPayroll 
 PartnersInvoices
 Timesheets Activities
 Clients Booking BlockCategories
  Discounts
 Extras
 Allowances
 Leave
 Time off In Lieu

2.0 Quick Start

To access CrewCard you need an active account. Login details are provided to you by the technical support team of CrewCard.

Alternatively, if you would like to visit the demo version, please email support@personnelmanager.com.au

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 47. 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 48. 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 49. 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

Home page default is the jobs pages, you can change this to calendar or events. Please see guide 3.0.

When using CrewCard, you can choose to either see all of your jobs in the system, or to only view certain jobs based on location or business. This depends on how your company is set up. The button to carry out this function is located in the CNB (Central Navigation Bar). Click the text next to the switch. In the example below, it is Melb. This function will drop down a list of job groups. Select the one you wish to view.   

After selecting the one you wish to view, click the switch

Only the jobs that are allocated to the selected location will be viewed throughout CrewCard while in use. To turn this off, click the switch again. 

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: CrewCard automatically creates a 3 digit Job No. If you wish to override the Job No, this can be done in the Admin Settings. Please read guide 10.1.6 Ops Home Configuration. If turned on, click on the field and begin to type a new Job No.

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.

In

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.
BlueSome or All Shifts 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.

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.

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>> #61 Show Crew  per shift on Quotes/ Invoices

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.

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.

To Create a discount go to the Discount Page and 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 or no induction required.

Yellow 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.

 

 

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 unlocked or unconfirmed shifts

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.

You may also observe checks and codes below the name of the assigned crew. Please refer to the information below as a guide.

En Route (EN) -Crew has en routed

Check-In(CI) – Crew has checked in to the job

Check-Out(CO) – Crew has checked out

To view the Geofence Location of the crew, Click the Timesheet icon and refer to the information below.

Geofence In(GI) – When a crew has this it means he is inside the designated geofence of the job.

Geofence Out(GO) – Crew is no longer in the vicinity of the workplace

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.

 

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.au

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:

Colour

Description

Red

No Shifts have been confirmed.

Blue 

Some or All Shifts confirmed.

Green

Some shifts are locked but there are still unlocked shifts in the job.

Grey

All shifts have been locked.

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

Admin – Admin

Duty Manager – DM

Manager – M

Client – CL

Supervisor – S

Team Leader – TL

Crew – CM

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 – to enter the start time of the crew

Check Out Button – to enter the end time of the crew or to mark the crew as absent

Breaks – to enter the break time of the crew

Submit – to submit the time

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 different form of calendar will open in a new tab. It will show you the current week. Use the ‘Previous Week’ & ‘Next Week’ buttons to scroll through the different weeks.

4.7 Graphs

When clicked, you will be redirected to a new page where a graph will be displaying crew and jobs.

Data Display

Group By:

Job: Crew are grouped by the name of the job

Crew: All crew who have a shift will show

Filter by Business: Only see jobs based on business

Job No: Number allocated to the job

Crew Group: Only members in that group will show

Date From/To: Jobs between the entered dates will show. The Graph page will load 1 week by default.

Scroll:  Use arrows to scroll through job days

Graph Layout

Height: Use the arrows to adjust the height of the graph. The height of the graph will reflect how many rows of jobs will show.

Zoom: Use the ‘-‘/’+’ buttons to zoom in and out of the graph. This will narrow down or expand the visible days.

XML

Important Shifts from XML, please contact support@personnelmanager.com.au.

Shift can be transferred from one crew to another by dragging the shifts to another crew or dragging it to the same crew at different times in the Graphs page.

Drag the shift to another crew member.

A window will pop up for the Confirmation changes. You can check the previous and updated shift details. Once you have confirmed that the details are correct, click the Save button.

A pop up will notify you that Shift updated successfully.

The shift was transferred to another crew member.

4.8 Events

The Events page displays a list of current events by date and day. This page can be set as the default home page.

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.

Staff Required: All staff requirements can be viewed and edited on this part of the page. 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.

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.

Shifts: Number of shifts

Booked: Confirmed count

Required: Required number 

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

“Location Maps” displays the location of staff and the shifts at any given time.

You can also search Crew and Venue to pinpoint the location on the map. Type in the first few letters of a crew name, venue or any meeting point and select from the drop-down list.

Colour Tags:

Green: Where crew live

Red: Staff working at venue

When you click the tags, more information about the Staff and Shifts will display in a pop-up. You can search by date and time to see the Staff and shift.

TIP: Same as the Google Map website, Location Map can be zoomed in and out using the mouse wheel or click + 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 displays all deleted shifts.

Restore: Jobs → Deleted → Restore Shift → 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 is another way of sending job offers to staff but with added features and functionality. Scheduler allows users to send offers via SMS, Email and by CrewCard mobile application.

Scheduler also allows you to select crew members based on their On-Call Status, Ranking, Proximity to the Job Location and Abilities. You can access Scheduler through the Calendar, Job Sheet and Shift.

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 – The list of available crew members will be listed according to their rank.

On Call – Staff who activated their on call status from the Crew Access portal will be on top of the list

Proximity – When this is selected, the crew are listed according to their proximity 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.

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) 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.

 

5.1.3 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.

 

5.1.4 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

 

5.1.5 Incompatibility

On this page, you can make certain Crew Members incompatible with certain Clients. This will remove their names from the list of available crew when issuing shifts out for a particular client.

To accomplish this, enter the client name, crew name, add a reason, (optional) then click “Add Incompatibility”.

 

 

5.1.6 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. 

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”.

Please see the General Setting guide 10.2 to alter the unavailability system in CrewCard.

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. 

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.

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. 

Cross: Click to delete the supervisor from the system, the supervisor will then have a line through like the image below

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 4.7 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 Clients Booking Email

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 must enter the credit card details in the given fields and Click 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 Invite Email Client  Add Payment Billing Details

To begin with, you need to go to the Clients page, simply hover your mouse to Contacts and select Clients under the Clients column.

In the client page, select the client you wish to invite to add their bank account details and click the edit icon that will direct you to the Client’s profile. Select accounts and you will be directed to the Client’s Accounts page.

Go to the billing details section and click the Invite Email button.

Billing Invite Email window will pop up, Click the OK button to send the invite to the client’s registered email address. The Copy Link button will be activated after the admin sends the email invite and they can also send the link to the client right away.

Client will receive a Client Add Payment Details Email. Advise the client to click the “Click Here” button.

Clients must Select Bank Account Direct Debit tab and enter the Bank account details in the field required and Click 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 bank account direct debit details of the client will be added.

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. 135. 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 and click the Save button.

 

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.

 

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

All forms submitted by the crew, supervisors, team leaders and clients can be accessed through the Forms Matrix. In the Forms Matrix, select the Form Type and User Type from the dropdown menu. If you know the Username, Venue, Date from and Date to, all the forms will be listed according to the search criteria entered. Click View Details to display the full information of the form. A pop-up will then appear with the information requested.

5.4 Recruitment

Recruit Cards Page – Admin Access

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 enrol crew into your system, click the Add New 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.

 

Recruitment Page Tabs

Crew Profile > Crew Access

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.

 

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

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 the users to send a quick SMS to the crew. When clicked, it opens a new tab in your browser. Type your message in the text box “SMS Message”, or select the Msg Template, find staff name/s, double click on their name or click “>>” to move the names to the right-hand side. Then, click “Send”.

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

Notification will prompt that SMS  Queued for Send Successfully.

For example, if you need to send a common message to all your drivers, select “Driver” in the skill list, which will bring up the crew list with only “Driver” skill assigned, select all crew in the list move them to the right by clicking “>>”, then send your message.

6.1.3 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.

 

6.1.4 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

 

6.1.5 Bulk Email

This will open the Bulk Email page, where you can readily use the function.

Bulk email allows you to send a large number of staff the same message. For promotional use, costs apply. Please contact support@personnelmanager.com.au.

 

Create an email list

Click Email Lists. This will take you to another page.

 

Click Create Lists. This will open a pop-out window.

 

Fill out the information required in the fields.

 

The new Email List will now appear on this page.

After creating the email list/s return to the bulk email page. Enter your address in the From Email field. Enter the recipients in the To field. Each email address needs to be separated by a comma. If you want to send a blind copy of the email, add the email addresses in the Bcc field. Select an Email List from the dropdown menu. If you do not want to use an email list, leave this field blank. Enter the subject of your email. If you already have an email template, select the Email Template you wish to use. Otherwise, just leave this field as it is or create and edit the layout of the email.

Press Preview to view the email before sending it. Press Send when you are ready to send the email.

Email Log

This will display if the emails sent are successful or pending. 

Unsubscribe List

This will display all email address which have unsubscribed from you.

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 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

 

6.2.3 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.

 

6.2.4 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 Logs column.

 

Click the + Add Projects 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. 

Board 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.

 

6.2.5 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. 

 

6.2.6 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.

 

6.2.7 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.

The Add Message Template window will pop up. Enter the Template Name and the message. 

 

Once the Template name and Message has been entered, click the Save button.

 

The saved Msg Template will appear below the list of Msg templates list. Alternatively, you can edit or delete the Msg Template.

To send a message using the created message template, you can choose the message template from the Send Message page or Send SMS page. 

6.3 Logs

6.3.1 Shift History
Key: A / DM / M

This page displays all shifts completed in the system. Any notes of changes in shifts will appear here. 

Advance search the shift using shift No., Date From, Date To, Business and Duty Manager.

6.3.2 App Activity

An App Activity page is a recorded log of how time is spent. Within organisations, app activity is typically used to track the activities of crew and clients.

7.0 Add Job

Key: A / DM / M

There are three types of job creations in CrewCard: Add Job, Add Shifts, Add Booking, Job Templates & Add Import. This guide will help guide and create a better understanding of the different types. Hover your mouse over Add Jobs on the CNB:

 

7.0.1 Add Jobs

the Add Jobs feature takes you through a detailed way of adding jobs into your system. Hover your mouse over the Add Jobs on the CNB and click Add Job:

 

The following window will pop out.

 

It will take you to a new page. Fill out all fields.

Booking Person: The person who creates the job or is responsible for the job.

Job Location: Click to open the drop-down menu to display the location of the booking.

PO No: Enter a reference number or job name.

Venue Name: Enter the name of the venue.

Meeting Place/ Address: Click the text box to open a drop-down menu with a list of pre-uploaded locations, or use the plus button to add a venue. This is the address that the crew will go to for the job.

Room: This field helps guide the crew to the right location when they arrive at the venue. Click the field for a drop-down menu of all the meeting marks related to the venue, or use the plus button to add a new one.

Onsite Contact: Click the field to present a list of all onsite contacts that are associated with the client, or use the plus button to add a new onsite contact.

Select date, No of Crew, Time on/off, Activity & Ability.

 

The next page will open displaying the individual shift. Edit any information.

 

After clicking Next, you will be taken to an overview of the job.

 

Click next. You will be taken to the Final Info page.

 

Click Confirm Booking to create the job.

The following message will be displayed, including the job reference number. This is highlighted in green in the below screenshot.

Please see guide 7.1 Jobs Sheets learn how to fill out a job sheet. 

 

7.0.2 Add Shifts

Click Add Shifts as another way to create a job. 

 

A pop-out window will show. Fill out all fields and press save.

NOTE: You can only Add Shifts if the information for the client & venue are already in the system.

Once successfully added, a message will appear at the top of the pop-out window, which includes the job number. If you wish to edit the job sheet, you can click the number, which will open a new tab with the job sheet ready to be filled out.

 

This will open the job sheet. The job description will automatically be entered as Quick Job. Click the text box to overwrite the description.

Please see guide 7.1 Jobs Sheets to learn how to fill out a job sheet. 

 

7.0.3 Add Booking

Click Add Booking to open the job sheets for the selected client. 

 

This will open up a pop-out window. Select the client and date you wish to open a job sheet for, and click go.

 

This will open the job sheet page. If the client has a job on the date you have selected, the existing job sheets will be displayed with a new job shift underneath it. Please see guide 7.1 Jobs Sheets to learn how to fill out a job sheet. 

In the screenshot below, ABC Sydney has an existing job on the day selected. The n shift displays under the existing shift. Please note that this shift does not relate to the existing one.

 

After editing the shift, use the footer to perform an action.

 

If you wish to open a blank job sheet for a client, click Add Job sheet. 

On instances where a booking is added and there aren’t any existing jobs for the week, the job sheet would have added forms such as Inductions, Actions, Operations Notes, Upload Files, and Instructions.

  • Inductions: you may be able to add, select, and delete existing inductions.
  • Actions: you may be able to select from the existing actions on the list(for more details please check, 9.4 Action Forms.)
  • Operations Notes: input notes that are not visible to the crew, to provide additional information regarding the task.
  • Upload Files: upload files that are related to the job.
  • Instructions: you may be able to add and select instructions that are needed for the job.

 

7.0.4 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 at the job templates page. It can be opened at any time, with 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, and select Job Templates. Enter the Job Template name, and click Save.

 

When you 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 to state 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.

 

7.0.5 Add Import

Add Import allows users to create Jobs under Add Jobs, wherein they can customise your download template and upload the excel template in order to create a Job.

Required PM Fields for Add Import

First NameCrew Profile> Personal Details > First Name of the Crew
Last nameCrew Profile> Personal Details > Last Name of the Crew
Client Short NameClient Profile> Client profile>  Client’s Short Name
Approved Box in TimesheetYes/ No
Job Scheduled Start DateThis must be entered in dd-mm-yy format e.g. 28-04-22. Job start date
Job Scheduled Start TimeThis must be entered in 24 hour format e.g. 00:00, 14:00. Job start time
Job Scheduled End DateThis must be entered in dd-mm-yy format e.g. 28-04-22. Job end date
Actual Start DateActual start date of the job 
Job Scheduled End TimeScheduled end time of the shift
Actual Start TimeActual start time of the shift
Actual End DateActual End date of the shift
Actual End TimeActual end time of the shift
Break 1 StartBreak 1 Start  is the start time of the break per shift
Break 1 EndBreak 1 End  is the end time of the break per shift
ActivityActivity assigned to Crew
VenueDetails of the location that crew members will meet for the shift to commence.

Optional PM fields for Add import

Break 2 StartBreak 2 Start  is the start time of the break per shift
Break 2 EndBreak 2 End  is the end time of the break per shift
Break 3 StartBreak 3 Start is the start time of the break per shift
Break 3 EndBreak 3 End  is the end time of the break per shift
Total Working Hours + Break TimeThe total working hours including break times
Total Working HoursThe total working hours excluding break times
AbilityAbilities that a crew can perform

To begin with, hover your mouse over +Add Job and select Add Import.

 

To edit the Add Import Template, simply click the edit icon.

 

In the Edit Download Template, you can customise templates by dragging and dropping the elements of the Available Fields over to the Excel template. 

 

As an example, below the Total Working Hours to Excel template has been dragged. Once done, click the save button.

 

To upload the custom template, go back to the Add Import window by clicking the left arrow key.

 

Click the Download Template button to download the customised excel template. Once downloaded, open the excel file.

 

Fill out the fields required in the excel template and save the template to your local drive.

 

Go back to the Add Import window and click Upload Template. Select the excel file to your local drive and click the open button.

 

Below the Upload Template button, you will notice that the Imported Job has been completed with the Job No.

 

To view the Job, go to the Jobs Page. Search and open the job.

 

Here’s the sample Job Sheet created using the Add Import function.

 

7.1 Jobs Sheets

Job Sheet contains all shifts within the one job sheet number, where job details can be added and edited. Admin can group shifts on the Job Sheets page by shift, date or activity, which is located in Admin Settings. See guide 10.1.6 Ops Home Configuration for more information. You can open job sheets from the jobs home page and shifts page.

Job Page: click the job sheet number you wish to open.

 

Shift Page: click the no. next to the Job Sheet column if you wish to open the job sheet.

 

The below image is what a job sheet looks like.

 

On the job sheet, assigning or editing a supervisor may also be possible by selecting the Supervisor.

Scroll to the right until you can view the Supervisor column. Click the Plus Icon to Add a Supervisor.

Fill out the Add Supervisor form.

Once the form has been filled out, click the Add button.

 

Select the Supervisor name in the drop down list and click the Supervisor icon.

Check the Email and Phone number of the Supervisor you wish to send the SMS and Email Invite. Tick the SMS and Email Invite checkboxes and Click Send App Invite button.

 

A pop up will appear stating that the “App Invitation has been Sent” to the Supervisor.

Exploring the Job Sheet:

The job sheet has many different functions. This guide will help in breaking down the different functions step by step to ensure you have a better understanding.

 

Job Description: You may enter the job description you want to describe the job sheet in creation. 

Tags: Select from the pre-existing tags that are available, you may also add a new tag. The tag will also be visible in the jobs page.

Select Team Leader: This allows you to select a crew member who is on a team leader level, to be a team leader for the overall job sheet. This will allow them access to view the job sheets.

Status: Select the status of the job sheet from Confirmed, Pending, and Cancelled. The status will be displayed on the Job Sheet column on the Jobs page.

Confirmed:

Pending:

Cancelled:

Job Sheet View: Select whether you want a Complex View or a Simple View.

Complex View – The Complex View is the name given to the standard view that you would be familiar with; rates will not be visible when a Complex view is selected. To view the rates, select Job Sheet Rates in the Job Sheet drop down menu.

 

Simple View – allows you to see just the basic fields needed for day to day operations. 

 

Billing Person: From the list, select who would be billed for the invoice. In the invoice under the Invoice loop section, the name selected from the job sheet page will be selected from the Invoice loop section.

 

Job Sheet: Select from the list of Job Sheet, Job Sheet Rates, Site, Event, Quote, and Invoice. Once selected, this will open the page with the same job/shifts details.

+ Add New Job Sheet: Click the button to add a new separate job sheet. 

If you wish to open a blank job sheet for a client, click Add New Job Sheet. This will open up a blank job sheet for the client.

 

Qty: Refers to the quantity of shifts. The number in the box will be the amount of times this same shift will be duplicated once you click “Save”.

Example: You have 10 people working on this shift, therefore you type 10 in the box, and the row will be duplicated 10 times.

TIP: Pressing ‘tab’ will advance you to the next field. Pressing ‘shift + tab’ will take you back to the previous one.

Service Request: Click the button to create a service request

Save Job Template: Select to save the job template that was created. 

Import Template: Working with TEMPLATES: On any job sheet, it is possible to save a template. This can later be opened to recreate a previously existing job sheet with new dates to save you the effort of entering all the information into a new job sheet each time.

See User Guide 6.2.5 Job Template for creating a Save Job Template.

Import template allows you to import the shifts with a new start date, and while all other details remain the same as the saved Job templates. To import a template, open a job sheet in the jobs page.

In the job Sheet page, click Import Template.

 

An Import Template pop up will appear. Select the template and the first date.

 

Once the template and first date has been selected, click the import button.

 

The shifts from the Save Job Template will be added to the Job Sheet.

For Example: if the saved job sheet had 3 shifts on the 12th of January and if 13th of March has been entered as the “First Day”, then CrewCard creates the new job sheet with full details (Times, venue, activities…) of 3 shifts on the 13th

 

Tags: Tags are useful when it comes to visually categorising job sheets on the Job page. Click the “Tags” button and a drop-down list appears. Click “Add New Tag”, then Save at the bottom of the job sheet page. Once created, all tags will appear in the drop-down list under “Tags”, where they can be selected or deselected. Selected Tag will appear on the Ops Home page and can help to categorise different job sheets. For example, a tag named “Xmas” can be created and all job sheets related to Christmas can be tagged for an easy view on the jobs page.

Confirmed:

If a shift has been saved with a crew member assigned to it and you press CONFIRM for that particular shift, the SMS page will bring up the ‘confirmed’ message for the selected shift to be sent to the crew member once more.

If numerous shifts have been selected, then all of the SMS’s will be brought up with their respective ‘confirmed’ messages. This message can be modified or completely deleted and a new message can be entered manually.

The message will appear: ‘Confirmed: “Date”, “Time On” (Minus 15 mins) until, “Time Off” approx, at “Venue”, “Meeting Place Address”, “Client”, “Onsite Contact Name”, “Onsite Contact Mobile”, cheers’

For example, the SMS will appear like this:Confirmed: Fri 25-05, 08:15am – 11:30am approx, at Opera House, Stage Door, SHS, Dave Neil, 0412968412, cheers’

Tip: When you can’t find crew or Staff for a shift or job, please make sure to check that:

  • Activity is assigned
  • Crew/Staff is assigned to the correct business
  • Crew/Staff Groups
  • Incompatibility (This function makes Crew Members incompatible with certain Clients. This will remove their names from the list of the available crew when issuing shifts out for a particular client, making it impossible to send certain staff to certain clients.)

For more information regarding Inductions, Actions, Operations Notes, and Upload Files. And Instructions you may refer to 7.0.3 Add Booking for more information

 

Operations Notes: When new bookings are created online, clients have the option to add special instructions/notes/information that regards the booking. See the Operation Notes section at the bottom of the job sheet page.

Show Shift: Alter how many shifts you would like to see per job page.

Upload a new file: Required documents are available to attach in the job sheets, Crew members who have shift/s booked within the job sheets can view the attached documents online from the Crew Pages.

To attach, click “Upload File” and provide a name for the crew to see, then browse through the computer and select upload.

Add Induction: Select a pre-existing induction in the system, or create your own induction to allocated to this job sheet. The crew will have to read the induction before commencing the job.

Job Sheet Number: When selected in Admin Settings by ticking the box “Use In-house Client Reference Numbers”, CC displays ‘In-house Client Reference Numbers’ instead of ‘Default Reference Numbers’ on Job Sheets, Invoices, and Quotes. Then, any number or name can be given to Job Sheets “manually”.

 

Double Bookings: In scenarios where a crew is assigned to two different shifts but have conflicting schedules, a warning can be seen on the job sheet, showing the job number of the shift that has conflict. 

 

Job Sheet Columns

Scheduler: This will take you to the scheduler page 

No.: A Shift Number for each shift that is automatically assigned by the database.

Copy: “Copy” Icon appears for each shift. Click to open a pop-up dialogue box with the ‘Copies’ Box to enter a number. The number entered in the ‘Copies” Box indicates the amount of times you request to copy this individual shift. Note: “Copy” Icon only works on a single shift, selecting multiple shifts will not copy all shifts at the same time. Make sure to check the shift number on the pop-up dialogue box when copying shifts.

Lock: When shift is locked, a ‘Padlock’ Icon will appear in the Lock column (See “Lock Shifts” under “Dashboard”/“Job Sheets Page” for more info)

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

Once payroll lock has been triggered, a lock with the 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.

C/A Lock Shifts

When the crew checks out of the shift, the C/A Lock Shifts will appear in the lock column.

Date: Enter the date format as DD-MM-YY.

Shift row date has defaulted to Sunday of the current week.

Note:

  • Always check for the correct month at the beginning/end of month as the date may default to the previous or following month.
  • Always check for the correct date after entering either 24:00 or 00:00 to make sure that it has not been changed to the intended day

Once “Save” is clicked, the day of the week will appear to the left of the date.

Time On: This must be entered in 24 hour format e.g. 00:00, 14:00, The “:” (Colon) can be substituted for a “.” (Full stop), so to enter 03:30 you can simply type 3.3

Tip: For 15:00 you can simply type 15 and press Tab. 00:00 refers to midnight at the very start of the day. 24:00 refers to midnight at the very end of the day. If you type 24:00 for a Monday, the database will automatically translate it to 00:00 on Tuesday.

Time Off: Time Off has the same format as Time On.

If a shift commences on one day and finishes on another, you can enter the finish time in either day’s time.

E.g. If a shift commences at 22:00 pm on Mon 02-04-17 and finishes at 02:00 am on Tue 03-04-17, then you can enter either 22 or 2 as finish time and the database will correct the finish time to 02:00 am.

Hrs : The total working hours excluding break times.

Rate, Paid and Charge: 

Rates are assigned by adding/editing an activity in the Activities Page. (See “Activities Page” for more info). Pay Rates and Charged Rates can be entered under the “Activities” tab.

“Paid” is the rate pay to the staff hourly for conducting the activity in the scheduled time period.

“Charge” is the rate the client will be invoiced for this particular shift. In the Global Settings page, when “Hide Pay and Charge Columns” is switched to “Yes”, the ‘Paid’ and “Charge” rates will not appear in the job sheet.

Pay Date: The scheduled date to pay

Extra: Add extra charge to the shift. This will not appear on the job sheet

BTT (Break Times Total): Indicates the total amount of break times per shift. To view break times, click on the “Paper-Pencil” Icon next to the BTT column. The pop-up window opens with break details that the crew members entered via SMS whilst locking their shifts. Admin users have the option to edit breaks manually by entering start and end times. Please note that Admin users override crew breaks.

Note: Admin has the ability to delete break times submitted by crew, or any other breaks that have been entered previously.

Click the break edit icon, then click on the red delete icon on the break pop-up window.

 

TS: Time sheet. Click on the clock to open the timesheet for the crew, where you can edit the time and break, and lock the timesheet.

 

Crew Name: Crew members are available to be selected from the arrow drop-down list or by entering names to bring up matching results. The drop-down list will be empty when no crew members are added from the “crew” page.

The KM above the upper right side of the staff name field stands for Kilometres. Also,  once the distance is clicked it will show the exact distance of the crew from the venue.

Note that venue and crew address should be correct for the feature to work.

 

Driving Distance calculates the crew’s personalised, real-life distance in km by car, from their home, to the job site.

 

To illustrate, you can see Scarlet Witch’s Driving Distance is 1km by clicking into “Driving Distance” on the top right hand corner.

  • When a crew member has been booked on another shift, their name will be in red and an asterisk “*” will appear next to it
  • When a crew member has made an unavailability for a shift from the crew page, their name will be in red and a hash (#) will appear next to it

When a shift is sent to a crew via SMS, the crew member replies “yes”. A confirmation SMS is sent and the crew name will automatically appear in the crew name box. See “Offering Shifts and Confirming Crew” under “Job Sheet Page/ Edit Page” for more information. 

Crew names can be entered manually to send a confirmation SMS. Once a confirmation SMS is sent, the crew name appears in black. It is optional to enter a crew name and save it for the shifts without sending a Confirmation SMS (name will appear in blue). Names can also be entered and sent an “Offer Shift” message (name will appear in green, until the crew replies ‘yes’ to it, then it changes to black).

In the global page, there is a feature called “Permit Crew Member Unavailability to be Viewed by a 3rd Party”. If this feature is switched on, the bookings/unavailability information for crew members will be “shared” by other subscribers to the CrewCard software.

Message: The message column displays the status of Incoming/Outgoing SMS Messages

  • B = Basic Send which was not associated with a Job
  • C = Confirmed SMS
  • M = Multi SMS
  • S = Single SMS
  • L = Linked SMS
  • Co = Connected SMS
  • I = Incoming SMS
  • A = After Hours Reminder
  • N = Next Day Reminder
  • OA = Onsite Contact After Hours Reminder
  • ON = Onsite Contact Next Day Reminder
  • Lo = Loser Multi Shift Message

Activity: Activity must be entered/selected from the drop-down list. The list contains all pre-entered activities from the activities/rates page. The selected activity will automatically be adjusted to the pre-set rate for the shift.

Example: Rate A – (amount a person earns per hour between the hours of 08:00 and 20:00) and Rate B – (amount a person earns between 20:00 and 08:00)

 

Ability: Select the crew ability from the drop-down list

Access Level:

Venue: Includes the details of the location that crew members will meet for the shift to commence. When typing names in the venue text box, the search function will also generate any matching venue names, which will appear in a drop-down list for selection. If the venue name does not appear in the drop-down list, it means it is not in the system. Add the venue by clicking the plus button. A pop-out window will open for you to fill out. 

Room: Room is the specific detail of the venue location. You have the option to add/select from the drop-down list, or click on the Green ‘+’ Icon to add. Rooms are also available to be edited/deleted in the venues tab. When room detail is added, the information is sent via outgoing emails to crew, and in job details on crew’s personal pages.

Meeting Place/ Address: Once the location is added in the details in a drop-down list, it will help speed up the process for a similar shift. The meeting details are also sent in the SMS messages to the crew. To add a new meeting place, click on the “map” icon to bring up a pop-up map window, then click on “Add New” and type in the location name/details, then move and drop the pin to the accurate point on the map then press “Add”. (For more info see “venues” tab) Tip: Meeting points can be edited in the venues tab.

Onsite Contact: Onsite contacts are available to add by clicking “+” icon next to the drop-down list. Include the area code and omit spaces when typing in the contact numbers of the onsite contact person. Added contacts will be retained in the CrewCard system for future use. The list will be available to select when editing the job sheet, and all contacts are available to view/edit/delete on Client Profile Pages. (For more info, see “Clients” tab)

PO No.: PO number is optional to add for reference which also appears on the invoice.

 

Notes for Staff (Client editable): Admin or clients can add notes in this box. Notes are included in SMS messages sent to crew and available to view on crew pages.

Example: “Outdoor job, bring water”

Note for Staff (Ops Section): Admin can add notes in this box and be hidden from clients. Notes are included in SMS messages sent to crew and available to view on crew pages.

App Checklist:

Message Reminders: Tick ‘Messages Reminder’ to send a reminder SMS to the confirmed crew members.

Example: You can select an SMS Reminder sent to your staff with the details of their shift at 16:00 one day before their shift. SMS Reminder 2 can be selected for (X) minutes before the commencement of shift.

Example: You can select a secondary SMS Reminder sent to your staff with the details of their shift at 30 minutes before the shift commencement on 10:00.

TIP: In the global page, SMS Reminder can be switched on or off.

Update Rates: The rates may not be updated if crew members have different rates and swapped shifts. Prior to processing payroll/timesheets, the rate is available to change in “Update Rates” feature in the shifts page.

Update Breaks: Similar to the “Update Rates” feature, breaks are available to edit prior to processing payroll.

Add Extra and Add Allowance, for additional rates in the timesheet for a particular shift.

 

Once Add Extra and Add Allowance are selected, you may input quantity, rate, paid, charge, pay date, and an option to delete.

Once done, please select Save to keep the changes.

 

Crew Profile: This will provide more information regarding the crew. Please select the profile icon in the Staff Name column.

 

A window will appear providing more detailed information regarding the assigned crew for the shift.

 

Information: Select the information icon on the Activity column to provide additional information regarding the shift.

 

A window will show the Activity Name, Categories Assigned, and Rules Assigned.

 

Footer

Tick the box next to one or more shifts, then use the action bar in the footer to perform the following actions:

 

Deleted Shifts: The selected shifts will be deleted without a message sent to crew.

Cancel / Remove:

In the jobs page, select a Job sheet where you want a Crew Member to be cancelled from a shift without deleting it.

In the job sheet page, tick a checkbox or select a shift that you wish to cancel a Crew Member from. At the bottom left part of the page, click the cancel button.

 

Select Cancel or Remove and you will be directed to the cancel message template page.

 

Scroll down at the bottom part of the page. Automatically, the app checkbox is already ticked. To notify the crew by SMS, tick SMS checkbox. To notify via email, tick email checkbox. Click Send Message, Cancel & Remove Shifts(s) to notify the Crew Member of their shift cancellation by SMS, email and in-app notification in their CrewCard App. 

 

Alternately, select the Cancel / Delete option which simultaneously notifies the Crew Member of the cancellation and deletes the shift. 

 

Time Change: This feature is available when time or date has changed. When shift time/date has updated, click on the “Time Change Button” to open a new window with an SMS message. This will be sent to affected crew members to advise changed information, and requests crew to reply and confirm/accept the changes. The status of the changes displays as followings:

  • Crew Name appears as green on the Shift Page, ‘S’ (sent) in ‘message’ column also indicates a message has been sent.
  • Crew Name appears as black when crew member/s has confirmed and accepted.
  • Crew Name appears as red to indicate crew has denied the changes and ‘D’ (Denied) also appears in the message column.

These features will work like a normal Cancel/ Delete, Cancel/ Remove and Time Change; however this will auto send the message without opening the send message page.

Auto Cancel/ Delete

Auto Cancel/ Remove

Auto Time Change

Scheduler/Auto: Please see guide 4.3

Offer Message:

This option is used when sending out ‘shift offer messages’ to staff members. Click and a page called ‘MultiSMS’ opens up, which allows you to offer shift/s to multiple staff members. The default SMS appears in the text box (editable and customisable in global settings) with another box with the list of crews that are assigned to the activity.

In this list, crew members have an asterisk (*) next to their name indicates that they are booked at that time, or a hash symbol (#) next to their name which indicates they entered their unavailability. Any other crew members are available for shifts.

Offer Same: The ‘same crew’ SMS feature works in two ways.

  1. You can book multiple people on several shifts, with a view to keep consistent staff booked on those shifts, provided you select an equal number of shifts on each occasion.

For example, on the shifts page, you had four shifts for four people, starting at 8am to 12pm. You need the same four people to return on four subsequent shifts, being that evening from 8pm to 11pm.

You would have to select all eight shifts (it has to be an even number of both to work, four morning shifts and four evening shifts) and choose “Message Same Crew Shifts” in the “Select an Action” drop down list. Alternatively, you could press the edit (pencil icon) to enter the Shift Edit Page, then leave the Crew Member name blank, and press “Offer Shift Same Crew”. This will bring up the default SMS (customisable and editable) and a crew list of available crew for that activity. Once again, crew that are already booked in all time slots will have an asterisk * next to their name and those that have entered their own unavailability will have a hash # next to their name.

In this same crew SMS mode, if a Crew Member is already booked for one, but not all of the shifts, a *+ will appear next their name. If they have made themselves unavailable for one but not all of the shifts, a #+ will appear next to their name. The message will create one shift number for both (or all shifts), but will offer crew both shifts in the same message. Depending on how you have set the default settings for the same crew SMS message in global settings, the message you’ve sent may look like this:

[715] Can you do 2 shifts, Sun 05-07, 07:45am – 12:00pm & Sun 05-07, 20:00pm – 23:00pm approx., at Cronulla Beach ? Client – X Productions. Reply 715Y for YES, 715N for NO. Await Confirmation.

The crew members are accepting both shifts by replying with 715Y. With this function, it would be possible to select all eight shifts (four in the morning and four in the evening) and send this message to eight or ten or twelve crew members (however many you think necessary to get the job filled).

Once again, the system will wait the predetermined length of time that you have programmed into it; the first four of the highest ranking to reply in the affirmative will be awarded the job and will receive the confirmation messages. Those who missed out will receive the declined message to inform them that they will not be needed and to standby for more shifts.

Once again, on the shifts page, it will be possible to see which shifts have been sent out using the ‘Offer Shifts Same Crew’ feature. In the shifts, under the SMS field, it will show SC “?” and the shift number created by the system for these shifts, which is, in this example, SC (715). There will be “?” next to the SC (715) of the first of these ‘linked’ shifts. When the “?” icon is clicked, a list will open of all the crew you sent the ‘same crew SMS message’ to, including the time the message was sent. As you refresh the page, you will see Y and N appear after the names of the Crew Members that have responded yes or no to the shifts and the times they responded.

  1. The second way that the “Message Same Crew Shifts” can work is offering multiple shifts (under different clients and job sheets) to one crew member.

For example, for an entire week or fortnight’s work, you need to select all the shifts that you wish to offer to the one crew member, and press the edit (pencil icon) to open the shift edit page. Press the “Offer Shift Same Crew” button, select the crew member you wish to offer the shifts to from the crew list and press “Send SMS”. The content of the SMS will say how many shifts are being offered along with dates, times and locations.

 

Offer Multi: The ‘Multi Roster Message’ option works the same way as the Message Same Crew Shifts.

Message Multi Roster Shifts allows you to offer several shifts in one SMS/Email to a staff member/s. If they accept the shifts offered, they receive a confirmation SMS with the details of all their shifts in one SMS/Email.

On the shifts Page, at the bottom of the screen under “Select an Action”, and in the shift edit page and the job sheets pages, there is the option “Message Multi Roster Shifts”. This feature allows you to offer multiple shifts to a crew member or several crew members in a single message (SMS/Email) per crew member. The crew member/s only need to reply with a single SMS accept to be confirmed for all shifts.

For example: You could create an entire roster for the following week, select all the shifts you want in the shifts page, scroll down the bottom of the page, under “Select an Action”, select the “Message Multi Roster Shifts”. All shifts will be presented in SMS/format to the staff to accept the shifts in one go. When the crew members accept the shifts, they will automatically be sent confirm multi messages (after the predetermined length of time that is customisable in global settings under “SMS Incoming Configuration”, after “Incoming SMS Accept Shifts Interval”).

Confirm Shift: By selecting shift/s and clicking this option, you simply make a 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.

Confirm Message: This will send a confirmation message to the crew who is booked for the shift

Confirm Multi: Confirm multiple shift with the same crew 

Lock: Shifts must be locked with the correct times in order to be processed by payroll. Once the start/finish/break times are correct, shifts can be locked using this option from the drop down menu. Once locked, a padlock icon will appear next to the locked shift.

Admin Lock:  Shifts must be locked with the correct times in order to be processed by payroll. Once the start/finish/break times are ensured correct, shifts can be locked using this option from the drop-down menu. Once locked, a padlock icon with the word ‘ADMIN’ under it will appear next to each shift/s. Admin locked shifts can only be unlocked by ‘ADMIN’ users.

Payroll Lock: The job is locked for payroll the time sheet will be sent to be paid

Unlock: This option reverses the locked or admin locked actions.

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

Highlight Shift(s): Highlight the shift, this reminds you to make changes to it

Reasons for Job Sheet Highlight:

  1. Copied Shift
  2. RP update
  3. Highlight option
  4. Copied shift that has been locked (Lock, Admin Lock and Payroll Lock)

Remove Shift(s) Highlighting: This removes the highlight from the shift.

8.0 Messages

Messages is a live online communication platform that allows you to communicate with managers, crew and clients. Click the Messages tab at the top of the page.

This will open the live messages (Chat).

8.1  Create Group

Creating a Group allows you to send messages to your team members added in the Group Messages.

To create a Group, Simply click group message icon on the upper right of the live messages. Enter a name for the new Message Group and assign members to the group. You may also use the search box to search for the Clients, Duty Managers and Crews. Once done selecting the members in the group, click the Create button.

9.0 Crew & Client Profile

Crew and Client Profiles is where their information is stored. It can be edited at anytime.

9.1 Crew Profile

The Crew profile has the following fields.

Overview – Crew Notes – Files Pending Approval – Personal Details – Resume/ CV – Address – Banking Details – Super Fund Details – TFND – Emergency – Recruitment Info – Send Messages – Crew Status – Experience / Reliability – Business Association – Client Association – Categories – Crew Groups – Available Activities – Activities Tags – Warnings – Citizenship Status – Expiry Date Warning – Exceed Weekly – Exceed Shift – Qualifications – Training – Inductions – Visas – Personal File – Permanent Files – Additional Information – Crew Ticketed List – Agreements – Contracts Invite Contracts – Actions –Invite action – Forms

9.1.2 Crew Profile Overview

In order to access a Crew Profile Overview, select Crew List from the Contacts tab, located in the Central Navigation Bar.

Once you have access to the Crew List, select the edit icon, located on the far right column of any crew profile row. Once selected, you will be taken to the Crew Overview Page, click the Edit icon beside it.

The Crew Overview sub headings are located to the left of the screen. The green eye icon that appears next to each heading indicates that the section will be displayed on the Crew  Profile Overview once the editing function has been exited and the Profile is in viewing mode. 

To hide a sub heading from the menu in viewing mode, select the eye icon and it will turn grey with a line through it.

Once you select ‘Save’, the heading/s and the information respective to it will no longer be visible when viewing the Crew Profile Overview. 

9.1.3 Performance of Crew Calculation

The overall performance rating of a crew member is a measurement by the performance of the crew in terms of experience, crew rating/feedbacks, and reliability. Each crew member is awarded a score out of 100 that is derived from a combination of their star rating (out of 5), experience level (out of 5), reliability level (out of 5) and recent activity level (out of 5) with the formula weighted most heavily on their recent activity level rating.

Score formula:
((Experience) + Rating + Experience # Days + Reliability*#) *#)

Star Rating:
Star ratings default to a rating of 2DF for crew members not yet rated (DF = Default). Once they are rated in the calendar or app, they will earn an average star rating.

Shift Acceptance Rate:
The shift acceptance rate displays the average acceptance from crew. It shows acceptance rate within 30 days, 90 days, and 14 days.

Experience:
In the dropdown menu for experience, select 1, 2, 3, 4, 5. If you select default for the experience, the rating will be calculated automatically.

Experience Levels are 1 – 5 from least experienced to most experienced. This is defaulted to the total hours crew have worked in the system and are calculated as follows:
Level 0 – 0 Hrs
Level 1 < 100 Hrs
Level 2 100 – 200 Hrs
Level 3 200 – 500 Hrs
Level 4 500 – 1000 Hrs
Level 5 > 1000 Hrs

Once the default setting has been replaced, the experience level will no longer display DF for default.

Example: if a crew member with a lot of industry experience came to work for Show Support, then a level of 1 would not be appropriate and would adversely affect their score. In these cases, we can assign a higher level, such as 4 or 5. The DF will no longer appear after the number to display that the experience level has been manually updated.

Reliability:
Reliability rating from the dropdown menu. Reliability levels are 1 (least) – 5 (most) reliable. Reliability levels default to 5 for all crew. Reliability levels MUST be updated manually (under experience/reliability in their crew profiles) as follows:
Level 5 – No blow outs, no lateness, perfectly reliable.
Level 4 – 1 Blow Out and/or 2 Times Late in the last 12 months
Level 3 – 2 Blow Outs and/or 4 Times Late in the last 12 months
Level 2 – 3 Blow Outs and/or 6 Times Late in the last 12 months
Level 1 – 4 Blow Outs and/or 8 Times Late in the last 12 months

Bias:
Aside from experience and reliability, you can also enter bias in the crew profile page. Only admin has access to this feature. If you are using a different login credential, this option will not appear. Enter the value of bias in the provided field.

Recent Activity:

Recent Activity Levels are 0 (least) – 5 (most) active. Recent activity is based on the number of hours a Crew member has worked in the last 60 days.
Level 0 – 0 Hrs
Level 1 – 0 – 75 Hrs
Level 2 – 75 – 150 Hrs
Level 3 – 150 – 250 Hrs
Level 4 – 250 – 340 Hrs
Level 5 – 340 Hrs

Ranking Using Crew Score:

You can order ranks by hours, score or inactive.

  • Score
  • Bias
  • Hrs – Total Working Hours of the Crew
  • Hrs 7 – Total Working Hours of the Crew within a week
  • EXP – the experience rating
  • REL – the reliability rating
  • REC – the recent activity rating.

9.1.4 Activities Tags

Activities tag is an additional field in the Crew Profile page. AdministratorsDuty ManagersManagers can access this page, but not within Client/Crew access. Crew tags are identification marks so that you can easily recognise a crew.

9.1.5 Warning Message

Warning Dev allows you to send announcements or warning messages to your crew members separately via email or push notifications.

To begin, navigate to Settings and select the warning option.

Simply click the Add Warning Template button to add a Warning Template. A new window will appear.