CrewCard FAQs

CrewCard is a workforce management platform for shift-based teams. It brings together recruitment and onboarding, scheduling, compliance, communications, timesheets, payroll and other workforce administration tools in one system.

Crew, clients and administrators can access the relevant CrewCard Portal using the portal link and the login credentials provided to them. Access and available functions depend on the user role.

An Admin manages day-to-day operational tasks within the permissions assigned to their account. A Superuser has broader system privileges and can access additional administrative functions. Login and permission settings are managed from Admin Settings.

Open the CrewCard App, select Profile from the side menu, then choose Account Details. Select the relevant account type and update the required information.

Enter the Duty Manager login details in the CrewCard/Personnel Manager Portal and select the Manager option when prompted. A six-digit authentication code is sent by email. Enter the code in the verification window to complete sign-in.

On Windows, hold Ctrl and press F5. On Mac, hold Command + Shift and press R. A hard refresh reloads the page while bypassing the browser's cached copy.

Create the requirement as a qualification in Settings → Qualifications. Link that qualification to the relevant crew ability, then assign the ability in the Recruitment settings so applicants are required to select it during sign-up. Where the ability is linked to a required qualification, applicants can be required to upload the supporting document before they can progress. For existing crew, assign the relevant requirement to the applicable crew members so it also appears in their qualifications.

Tags provide a simple way to add descriptive labels to a crew member's profile. For example, a crew member may be tagged as Team Leader. The tag can then appear with the crew member when they are assigned to shifts.

Ranks help organise crew based on factors such as performance, experience, reliability, hours worked and recent activity. Where rating features are used, client feedback can also contribute to the crew member's overall ranking.

The Employee ID provides a consistent identifier for payroll and financial processes. It can also be used by connected accounting or payroll systems, such as MYOB, to identify the correct crew member.

Open the Recruit Cards page and select the edit icon beside the recruit's email address. Update the email address and save the change. A confirmation message is displayed after the update is completed.

Open the Recruitment settings and locate the Resume option. Select Required when applicants must provide a resume. Leave it not required when the field is optional, or use the Hide option when the resume field should not appear on the sign-up page.

Open the Crew List page and select Import from CSV. Download the CSV template, complete the required crew information and save the file. Return to the import page, choose the completed file and select Upload CSV.

First confirm which email address the crew member uses for each organisation. If different email addresses are registered, the crew member must sign in with the email address associated with the relevant organisation. If the same email address is used for both, the crew member may be able to view shifts from both organisations under the same CrewCard account.

Open Jobs, select the required Job Sheet and scroll to the document or instruction area. Use + Add Induction or + Add Instructions to attach the information crew need for the job.

Use the Incompatibility function. Go to Contacts → Incompatibility, select the client, the crew member and the reason, then save the record. The affected crew member will no longer appear as available when assigning, offering or confirming shifts for that client.

Use Crew Groups to create groups for particular clients or types of work. Open the crew group area under Contacts, create the group, select the crew members who belong to it and associate the relevant client before saving.

A Supervisor must be assigned to the relevant job before the booking will appear for them. Open the Job Sheet, add or select the Supervisor, then send the applicable SMS or email invitation.

Use the view selector on the relevant page. Open the Simple View dropdown and choose Complex View. The same control is available on both the Shift Edit page and the Job Sheet page where enabled.

Check the crew member's setup and eligibility. Common causes include the crew member not being mapped to the required business, client restrictions, an incompatibility record or the crew member not having the required activity or skill for the shift.

Open General Settings → Crew and review the Online Shift Acceptance Configuration. Where your setup uses rank-based availability, configure the required rank under Rank Required.

Open General Settings and review the Crew Available Across ALL Businesses setting. Disable this option when crew availability should be managed by individual business rather than across all businesses.

Yes. Clients can view shifts, timesheets and other information made available through their client access. The CrewCard App or client portal can be used to review this information, depending on your configuration.

On the Jobs page, select the required job and choose Actions → Send Timesheet Approval Email. Select the relevant shift or use Select All, choose the recipients and send the email. Recipients can review the submitted time and approve or reject it. Approval status can be checked from the Job Sheet. Where configured, the approval process follows the sequence Crew → Supervisor → Client → Admin.

Daysheet emails can be sent to configured recipients such as the client, Supervisor, Team Leader or Project Manager. The source configuration states that the client is the approving party. Recipient options are managed in General Settings under the Daysheet email settings.

Open the Shifts page and filter for unlocked shifts. Select the required shifts, choose Send Message from the action menu and send the reminder using SMS or an app notification, depending on the channels enabled for your account.

Open Shifts, select the active shift and confirm the shift details. Choose Check Out, enter the check-out time and confirm the action. Once completed, the worked time is recorded against the shift. Crew can also complete the lock-off process from the Daily page where available.

Open the Categories page and select Add Category. Enter the category name and save it. Return to the Categories page, open Edit Rates for the new category, then configure the required pay rate names, charge rate names and values before saving the changes.

Open Administration → Categories and select the required category. Move the activity into Activities that are part of this Category and save the changes. To update a rate on an existing shift, open the Job Sheet, Shift Edit or Timesheet page, unlock the applicable shift where required, select Update Rates and save.

Open Administration → Categories and select the category. Move the required crew members from Available Crew into Crew that are a part of this Category, then save the changes.

Open the relevant Client Profile, either directly or from the Invoice page. Go to the client's discount or tax settings, clear Apply GST and save the changes. Return to the Invoice page and refresh it so the updated client setting is reflected.

Invoices are sent to contacts included in the Invoice Loop. On the Invoice page, review the Invoice Loop section and select the contacts who should receive the invoice. Additional contacts can also be managed from the Client Profile under Accounts.

CrewCard provides payroll functionality that includes Single Touch Payroll (STP) support. Payroll availability and configuration depend on the modules and setup enabled for your CrewCard account.

CrewCard lists integrations with systems including Xero, MYOB and JobAdder, as well as other payroll and workforce tools. The integrations available to your organisation depend on your CrewCard setup and the services you use.

Crew members need to be signed in to the CrewCard App for app notifications to be received. For important operational messages, you may also choose to send an SMS where appropriate.

Messages sent when the SMS balance is empty are shown as Queued. Once additional SMS credits are purchased, the queued messages can be sent.

The Booking Confirmation email is sent according to the client and booking contact selected for the job. Relevant recipients can include the client email address, the Primary Booking contact or another booking person associated with the client.

Open General Settings → Email Template, select the template you want to update, edit the required content and save the changes.

Open General Settings and locate the setting for Crew Abilities at Client Booking Form. Enable or disable the option depending on whether the Abilities section should appear on the client's booking form.

Open the Activities page, select the edit icon for the relevant activity and enter the required information in the Skill Description area. Save the activity when complete.

Open the Task page and edit the required task. Enter the description in the task's message or description field, then save the change.

CrewCard can use required qualifications and expiry information as part of roster protection. Where the relevant compliance controls are configured, crew with missing or expired required qualifications can be prevented from being assigned to work.

The Pre-Start Quiz can be enabled from General Settings. Create a quiz, add the required instructions, resources, questions and answers, then select the quiz to activate it. When PSQ is required for a shift, the crew member is prompted to complete it in the CrewCard App before checking in. If Pre-Start Acceptance and PSQ are both enabled, both requirements must be completed before check-in.

First reproduce the issue using the crew member's account where appropriate. Confirm the device operating system and CrewCard App are up to date, check that required permissions such as Location Services are enabled and verify the device's date and time settings. If the issue continues, collect a clear description together with screenshots or a screen recording and contact CrewCard Support.

Update the device operating system, install the latest version of the CrewCard App and confirm the app has the permissions it needs, including Location Services where required. For iPhone location-permission guidance, see Apple Support. If the problem continues, follow the app troubleshooting guide or contact support.

Confirm Chrome is up to date and test your internet connection on another network if possible. For browser update guidance, visit Google Chrome Help. Check whether anti-malware, antivirus or firewall settings are restricting CrewCard. If your organisation manages its network centrally, ask your IT team whether any recent security or firewall changes could be affecting access. Contact CrewCard Support if the issue continues.