admin@personnelmanager.com

What’s New in PM2020

PM/CrewGo  User Interface and Functional Changes

Outlined below are changes and updates in PM/CrewGo’s user interface and functions.

User Interface

1. Admin Portal
2. Client Portal
3. Crew Portal

Functional Updates

1. Login
2. Two-Step Authentication
3. Optional Home Page
4. Crew Abilities
5. Day Sheet
6. Incident Report Form
7. Report Safety Issue
8. Tool Box Talk
9. Recruitment
10. Contracts
11. Actions
12. Calendar
13. Crew Rating
14. VEVO Check
15. Manual Blocking
16. Crew Score
17. On Call
18. Compliance Settings
19. Activities Hidden from Shifts Page
20. Crew as Managers to Multiple Businesses
21. Update on Duty Managers
22. Update on User Action Reporting
23. Add Extra to All Selected Shifts
24. Added Deleted Clients Page
25. Additional SMS Placeholders
26. Crew Tag
27. Invoice Page Improvement
28. Scheduler
29. Items
30. Resources
31. Welcome to Company – Crew Portal Home Page Information Tab Settings
32. Copy Job Sheet
33. Bulk Email

System Updates / Coming Soon

1. System Updates
2. Venue Lock Shift
3. New Rental Point Instructions Mapping Settings

You can also navigate to our User Guide using this link: http://personnelmanager.com.au/userguide/

You can access the User Guide from within PM/CrewGo by clicking Help in the Administrator Utility Bar on the right of screen.


A. User Interface

PM/CrewGo has a modern design that is more intuitive and easy to use.

1. Admin Portal

Homepage

The Home Page of PM/CrewGo can noe be configured to be the Jobs page, Calendar or Events page. In the example below, Calendar is the set default hom epage. Calendar entries can be configured in different views.

A simplified header / Central Navigation Bar groups existing and new pages together in an easier format.

Jobs Menu

Contacts Menu

Records Menu

Add Job

Job Sheet Page

The Job Sheet / Shift Edit footer has been simplified considerably.

Shifts Page

Searching for shifts, selecting shift actions, viewing shift details and other new features are found in our redesigned Shifts Page.

Graph

The new Graph Page allows you to easily update shifts, check unavailable staff, staff on leave and more. The Graph UI enables you to drag and drop shifts to change dates and times, and to stretch shifts to extend finish times.

Crew List Page

The Crew List page has new buttons and features, particularly Blocked Crew which contains all crew either automatically or manually blocked. There are many ways the system can be configured to block crew, including:

  • Exceeded hours per week, fortnight or month
  • Exceeded hour or shift limits
  • Visa expiry or not uploaded and approved, including VEVO API checks that automatically block crew when their work visa is expired
  • Qualification expiry or not uploaded and approved

When you book crew they will display in the red and with the word Blocked after their name in the Available Crew List.

With All Businesses switched off, the Crew List Page hosts an array of new statistics about your crew.

Client Page

The Client List page has added buttons and features.

Settings Page

Settings are now grouped into different categories for simple navigation.

Administrator Utility Bar (AUB)

The AUB can now be found under the user name by clicking the down arrow to display pages and settings for Administrators.

2. Client Portal

The Client Portal has been redesigned with a modern look and feel and a mobile responsive user interface.

Homepage

A complete overhaul of the Client Portal homepage of PM/CrewGo has been achieved. It now defaults to a Calendar interface that displays all booked jobs and may be configured in different views.

Day Sheet

Jobs Menu

Add Booking Button

Client Administrator Bar

3. Crew Portal

Homepage

The default homepage for the Crew Access is the Calendar with access to Day Sheet, Safety, Actions Files, and Shifts.

Jobs Menu

Options Menu

Unavailability

Side Menu

B. Functional Changes

1. Login

We’ve made some changes in the login page of PM/CrewGo . It will now be easy for your potential clients and potential staff member to create an account via the login pages.

CLIENT REGISTER

Potential clients can simply click on this link to register an account with you.

Client will then have to fill out their details in this window. An email will be sent to Admin’s email address informing you of new client registration.

Client Registration Link on the Login page is newly-added feature in PM/CrewGo. If you do not have the link, contact PM/CrewGo to add this feature in your system.

RECRUIT SIGN UP

Potential crew members can now sign up using the link on the login page. This is part of the new Recruitment function of PM/CrewGo.

Recruits can then fill out the details on this page (which you may link to in your own website and / or in job advertisements):

USER TYPE SELECTION

When you login to your account, PM/CrewGo  will now request you to select your user type. The system will automatically detect the user types you are using. From the displayed choices, click the user type that you want to use and you will be login to the portal.

2. Two-Step Authentication Code

The two-step authentication code is an added layer of security when admin users logs in to the system. When two-step authentication is activated (optional), an authentication code will be emailed to the address specified in Settings. Admin has a higher level of access compared to other user accounts. Admin has the ability to modify system settings and customize the way PM/CrewGo works.

If the settings is activated, an authentication code will be required after entering the username and password for Admin. In this way, it will eliminate unauthorized access to the admin privileges of your account.

The email address specified in the Settings will receive this e-mail containing the authentication code.

The Two-Step Authentication can be set in the Admin Settings. Select YES or NO from the dropdown menu. Enter the email address where the authentication code will be sent in the Admin Login Authentication Email.

3. Optional Home Page

You can now setup your default home page in PM/CrewGo. In Admin Settings>Ops Home>Home Page, you can set your default home page from the dropdown menu to be the Calendar, Jobs or Events.



Jobs – your default home page will be the Jobs page

Calendar – your default home page is the Calendar page

Events – your default home page is the Events page

4. Crew Abilities

Crew Abilities are specific abilities that a crew possesses. One example is a crew that speaks a language fluently. This is an ability that is specific to that particular crew. With the use of crew abilities, you can further filter your crews when clients request for a specific group of people with specific abilities. For example, when a client needs crew with bartending skills but also know how to speak French. Crew Abilities can be accessed under Contacts>Crew Abilities.

Click Add Ability and enter the Ability Name and Ability Description. Click Save once finished.

The new Ability will then be added on the Ability List. You can click the pencil icon to edit the ability or click the trash icon to delete the ability.

Abilities can be used to refine search results in Search Crew page and Scheduler page.

SEARCH CREW PAGE

SCHEDULER

5. Day Sheet

The Day Sheet is a powerful new feature that consolidates many recent improvements in PM/CrewGo into one page that is simple to access and use.

The Day Sheet is accessible and displays differently for multiple user types:

Crew Members – Crew Portal

Team leaders – Crew Portal

Clients/project managers – Client Portal

To assign team leaders to a Job Sheet use the multi select drop down in the top right of the Job Sheet.

To make  grant Team Leader access, update your settings for the Activity of Team Leader as below:

All information for your day’s schedule are conveniently located within the Day Sheet.

The Day Sheet contains the following:

– Job Details
– Safety Induction
– Venue Inspection
– Group Photo
– Rate Crew
– Acknowledgements
– Client Sign Off
– Timesheets

Once submitted the condensed information is emailed to admin and entered into the system automatically. Admin time sheets will display all the times recorded by staff, team leaders, clients and project managers so that admin can accept the times recorded or enter new times if required.

Induction and Inspection Forms completed by users will automatically send an email to Admin and will be saved in the user’s profile and in the Forms Matrix.

Crew Profile>Forms

Contacts>Others>Forms Matrix

The Day Sheet allows supervisor users (team leaders and project managers) to enter times directly into the system and report the performance of crew. The Day Sheet contains everything required by a Supervisor to fulfill their duties.

Inductions and Inspections are optional in Admin Settings:

Induction (Optional)

The Day Sheet contains a supervisor version of the Safety Induction. This is to provide a record that Inductions have been completed for the crew under supervision and that they have been taken through the mobile responsive Toolbox Talk, SWMS and relevant policies and procedures.

Timesheet details from the Day Sheet will update the Crew List times in the Induction, including displaying any absent crew in red.

The Induction may be used to check that all crew have the required PPE for their tasks and to relate important details from the Venue Inspection, including any Reported Safety Issues. The Induction provides access to the relevant SWMS for the Activities to be conducted for the purposes of competency assessing all crew.

Click on the Toolbox Talk to relay important information to all crew.

 

When the user is satisfied all details are correct and that all crew have been inducted and are competent, they can scroll down, check all the boxes, sign and press Submit.

The Induction will be saved automatically into the Crew Profile and may be accessed anytime in the Forms Matrix.

Inspection (Optional)

 The Venue Inspection allows the Supervisor user to report which areas of the venue have been inspected, existing safety measures implemented by the project manager and / or venue and to Report Safety Issues.

The Inspection will recall previous details, so if it has already been completed and the user is satisfied the details are correct, they can scroll down and press Submit.

The Inspection will be saved automatically into the Crew Profile and may be accessed anytime in the Forms Matrix.

Photo

Use the photo button in the Day Sheet to upload and submit a group photograph of all Crew Members present. This allows the user to upload a photograph from their device or take a new photo that will attach automatically to the Day Sheet Submitted admin email.

Crew Rating

Click the Star icon next to Crew Name in the Day Sheet to provide a rating out of 5 stars, add comments about their performance and click the conditions that apply (customizable in admin settings):

Click the Star Icon in the Day Sheet to provide feedback for Crew Members and submit a Star Rating out of 5 stars for each of them on their Shifts.

Provide written feedback in the Comment section below the stars.

Under Comment, click the appropriate conditions.

Acknowledgements

Next to each Crew Member’s entry in the Day Sheet is an acknowledgement icon of shaking hands. Click this and get each Crew Member to accept that the information recorded in the Day Sheet is correct, that they have been inducted and understand and agree with company policies.

Sign Off

Arrange the for the project manager to sign off on crew times before they leave (including breaks). The client can approve all times by pressing the Submit button in their Client Portal, which is very similar to your Crew Portal for Supervisors. The client can also edit and change times before submitting if they disagree with the times entered by Crew Members and Supervisors.

Timesheets

The Day Sheet is in essence a time sheet that allows crew to enter their own times and team leaders and project managers to enter times for all crew.

The essential elements for Timesheets are:

– Check In
– Breaks
– Check Out
– Submit

The Day Sheet allows users to save crew times as you go.

Check In – Select checkboxes next to each Crew Member and press Check In in the footer to record the start time for individual or multiple staff, including any staff who arrived late.

Breaks – You can also update the breaks for staff as they occur. Take care not to press the Lock and Approve checkbox until all shifts are completed.

Check Out – At the end of the shift, the finish times can be saved. Once the job is completed and all times are correctly saved and all feedback has been provided, then you can press the Submit button to finalise the Day Sheet. Use the Check Out button to mark any blow out crew as absent.

Submit – When all times are correct at the end of the shift users should SUBMIT the Day Sheet to email Ops automatically with their report.

The Day Sheet Submitted admin email will display all information about the job including a summary of the following:

1. Safety Induction Completed – YES / NO
2. Venue Inspection Completed – YES / NO
3. Group Crew Photo Completed – YES / NO
4. All Crew Rated – YES / NO
5. All Crew Acknowledged – YES / NO
6. Project manager Signed Off – YES / NO
7. All start, break and finish times for crew are correct – YES / NO

6. Incident Report Form

The Incident Report Form can be accessed through the Calendar>Options.

For crew members, they can also access Incident Report Form on their Crew Access Home Page>Safety>Incident Report Form.

User is redirected to the Incident report page once the option is clicked. From there, you need to select the job from the dropdown menu where the incident is applicable. Venue and Client will be filled out automatically after selecting the job from the dropdown menu.

Enter the Time of Incident by selecting time from the time picker. Enter the Incident Location in the field provided. You should also provide the Description of Incident in the provided field.

Fill out the name of the staff involved in the incident together with their employee job number. Do the same for the name of the witness and employee number of the witness.

If you received medical care for the incident click YES. Then fill out the needed information for the medical. You can also upload your Medical Certificate if it’s available.

If you intend to submit a Workers Compensation Claim, click YES. Otherwise, click NO.

Affix your signature then submit the form. A pop-up window will be displayed confirming sucessful submission of the form.

7. Report Safety Issue

Report Safety Issue is available for Crew Members, Team Leaders and Clients. If there are safety issues in the workplace you can use this form to inform the management and to help devise plan for mitigating safety issues.

Report Safety Issue is available for Crew Members, Team Leaders and Clients. If there are safety issues in the workplace you can use this form to inform the management and to help devise plan for mitigating safety issues.

Select the job from the dropdown menu where the safety issue is observed. The Venue and Client will be populated automatically after selecting the job from the dropdown menu.

When the Venue Inspection Button is clicked, a new window tab will open for Venue Inspection. The Venue Inspection Button is not available in the Day Sheet of crew. Further the venue inspection function is for Team Leader 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 selected 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 Forms Settings.

Take 5 – Before You Start

This section will provide user 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 minimized.

Venue Information

Based on you 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 the security personnel

First Aid Location – the location where first aid is kept

Emergency Meeting Point – this is the assembly meeting point if there’s 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 on 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 in 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 now click Submit once you have completed all 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.

8. Tool Box Talk

Tool Box Talk is available for Crew Members, Team Leaders and Clients. Tool Box Talk are meetings that generally focuses on safety topics which includes workplace safety issues and safe work practices. In PM/CrewGo , Tool Box Talk is easily accessible using the Calendar Options and Safety Forms.

For crew members, they can also access Incident Report Form on their Crew Access Home Page>Safety>Tool Box Talk.

The Tool Box Talk will display its content. You can click Open All and Close All to open or close the accordions.

Read the content of each topic which are important in carrying out your tasks. Tick the box of each section once you are done reading the content.

Note: The content of the Tool Box Talk is configured in the Forms Settings.

Once you are done reading the tool box talk, you can now affix your signature in the provided field and click Submit.

A success message will be displayed once form has been successfully submitted.

9. Recruitment

Accessing Recruitment

Analyzing the job requirements, reviewing applications, screening, shortlisting and selecting the right candidate is a tedious task. The Recruitment process in CrewGo makes it easy for user to hire candidates in a breeze.

To access Recruits, go to Contacts and select Recruit Cards. The page will display recruit cards of potential crew member for your company.

Getting Started with Recruitment

There are two ways to get started with Recruitment:

– Add Recruit
– Crew Sign Up

Add Recruit

Follow these steps to add recruit for your company.

1. Click Add Recruit

2. The Add New Recruit window will pop-up. Enter the following details.

– First Name
– Last Name
– Email
– Mobile
– Select Business Location from the dropdown menu

3. Click Save 

4. After you click Save, you will be redirected to a page where you can see the different Recruitment tabs and the recruit will receive an email of enrollment.

In the Recruit Card, the status of the recruit is tagged as Enrolled.

Admin Recruitment Tabs

The Recruit page is divided into 8 tabs:

– Interview
– Details
– Agreements
– Induction
– Contract
– Accounts
– Approval
– Activate

This is the sample e-mail received by the Recruit.

INTERVIEW

The Interview tab is divided into different sections.

Overview

In the Overview, it will display the initial information that you entered when you added the Recruit.

SMS

You can send an SMS to recruit after you have invited them. From the dropdown, you can select what type of SMS to send.

Resume

This section will be filled out by the Recruit.

Admin Notes

You enter important notes of your recruit in this section.

Interview Questions

These are the questions that you can ask your recruit. These set of questions can be modified in the Recruit Settings.

Available Categories

Select the category of the Recruit.

Available Activities

Select the activity of the Recruit.

Click Submit once you are finished.

DETAILS

The next tab is called Details divided into eight sections namely:

– Your Details
– Emergency Contact (next of kin)
– Address
– Skills
– Other Skills
– Experience
– Medical Conditions

These eight sections should be filled out by the Recruit. As a Recruiter you can also fill out the details of this field for the Recruit. You can also send a link to the Recruit, so they will be the one to fill out the fields for Section Details.

Your Details

Emergency Contact (next of kin)

Address

Skills

Other Skills

Experience

Medical Conditions

AGREEMENTS

The Agreements tab contains the policies and contract that a Recruit should read and understand. The contents of the Agreements tab can be configured in the Recruitment Settings.

Citizenship Status

Activity Details

Policies and Information

Agreements

Click Agreements Email Invite to send the link to the Recruit so he can fill out the Agreements tab. Once a link has been sent to the Recruit, he will also have access to the other tabs on the Recruit page where he can also fill out the information.

INDUCTION

In this tab, the Recruit will have to answer the questions for Recruit Induction

CONTRACT

This tab will show the Contract that the recruit with have to read and understand.

Click the “+” icon to display the full content of the Contract.

Note that Contracts can be customized in the Recruitment Settings and Contract Settings  in Settings.

Click Invite to send the Contract to the Recruit.

ACCOUNTS

The next tab in the recruitment is Accounts. This is for the bank details, TFND, and Superannuation.

Banking Details

Super Details

TFN Related Questions

You can click on Account Details E-mail Invite that will send an email link to the Recruit. The Recruit will then have access to the Accounts tab (and other Recruitment tabs) where he can fill out the details of his accounts.

Crew Recruitment Tabs

When a Recruiter adds a Recruit in the system, an email notification will be sent to the Recruit similar to this one:

The Recruiter will start the interview to the Recruit. If a Recruit will move on to the next step, he will be sent with an invite where theRecruit can enter his details and also upload documents like ID’s, licenses, tickets, and other important documents.

Admin can send Invite links to Recruits to complete their profile, create accounts, etc.

For example, when Admin clicks on the Agreements Invite Email, the Recruit will receive this link on his email:

Recruit will have to click Click Here and he will be redirected to Your Details page where he will need to enter his information.

The Your Details page is divided into the following:

– Your Details
– Resume
– Emergency Contact (next of kin)
– Address
– Skills
– Other Skills
– Medical Conditions

YOUR DETAILS

The Recruit will have to fill out the following fields:

– First name
– Last name
– Date of Birth
– Mobile Number
– Email (this is the email used when the Recruit was added or when the Recruit signed up) is pre-filled
– Password
– Shirt Size
– Phone

All fields with asterisk are mandatory fields.

Resume/CV

The Recruit should paste his/her resume on this field:

Emergency Contact (next of kin)

Enter the details of the emergency contact in these fields:

Address

Enter the details of your address in these fields:

Skills

Select the skills that applies to you buy putting a check mark on the boxes:

Other Skills

If you have other skills you enter it on this field.

Experience

If you have other information or experience that will help you with your application, enter it here:

Medical Conditions

Put a check on the box if you do not have any pre-existing condition and injury.

You can also list all previous minor injuries on the field provided.

If you are finished with the Your Details page, you can click on Next.

After clicking Next, Recruit is redirected to the Employment Agreements page.

EMPLOYMENT AGREEMENTS

These are the agreements that the Recruit will have to read, understand and sign.

Citizenship

Select Citizenship from the dropdown menu.

Depending on the selected type, you will be required yo upload the supporting document.

Headshot

Upload a headshot by clicking the button.

Policies and Information

Open each Title below, read the contents and click “I Accept” to acknowledge.

Click View and Accept.

The full policy will open for you to read and understand.

At the bottom of the policy, click I Accept.

Once you have read and accepted the policy, the checkbox will have a check and the bar will changed color to green.

It is mandatory for Recruits to read all the policies and procedures in the Agreements tab.

Depending on the Recruitment Setting, the checkboxes may be set mandatory. If they are mandatory fields, then the Recruit will have to tick the box.

The Signature is a mandatory field. After reading the agreements, Recruit will have to affix his/her signature on this field and click Submit.

RECRUIT INDUCTION

The next tab in the Recruitment is the Recruit Induction.

Note: The Recruit Induction is set and configured in the Recruitment Settings. This Recruit Induction can be customize there.

The Recruit should answer a series of questions similar to this one:

ACCOUNTS

The next tab is Accounts with the following sections:

– Banking Details
– Super Details
– Tax File Declaration

Banking Details

Enter relevant information about your bank in these fields:

Super Details

In the Super Details, you can choose between Use your Superannuation Fund or Create New Account

If you decide to Use your Superannuation Fund, you will have to fill out these details:

Tax File Declaration

These are the fields required for the Tax File Declaration. Furthermore, you will need to affix your signature in the designated field.

Furthermore, you need to upload the Tax Declaration. If you do not have the form with you, you can download it from this page as well.

Click Save once done.

Once you have completed all the tabs in Recruitment, review them and verify if all the details you entered are correct.

Approving and Activating Recruit

Once the Recruit has submitted and completed the details in his Recruitment tabs, the same information will be reflected back to the Admin Recruiter tabs.

From Admin Recruiter tab, you can now review the details submitted by the Recruit. If there are missing details, you can resend an invite to him to complete the details.

APPROVAL

Under the Approval tab, you will see all the uploaded documents of the Recruit. Check and verify these documents before Approving.

Enter the Start Date and End Date of the document.

If the document is approved, select Approved from the dropdown menu.

A pop-up will appear confirming if the expiry dates are correct. Click Save.

ACTIVATE

Now you are ready to activate or disable the recruit.

Depending on your review of the Recruit you can Delete, Disable or Activate them.

If you choose to Activate, you need to enter the Rank and Rank Reason. Once activated, the recruit will now become part of your Crew List.

10. Contracts

The Contract Settings allow user to create contracts that can be used in Recruitment. Additionally, signatures can also be created which can be affixed automatically to any available contract. The Contract feature of CrewGo is an additional function so if you do not see the Contract Settings in your system, contact Personnel Manager so they can add it for you.

The contracts function in PM/CrewGo eliminates the need for hardcopies of any contracts because everything can now be done inside the system.

If you do not see Contract Settings, contact PM/CrewGo to add the new function in your system.

Adding Signature

Different contracts need different signature. In this section, you can create signature depending on your requirement. Click Add Signature and a new window will appear where you have to enter required information. You need to supply Signature Block Name, Admin Name and Title.

Under the Signature block, use the cursor of your mouse as the tip of your pen. You can move the mouse cursor and affix your signature as if you are actually affixing your signature on a piece of paper.

If you want to redo your signature, simply click the Clear button and the Signature block will be cleared. If you are satisfied with the appearance of your signature, you can now click Save. The newly created signature will then be added in the Signature List.

In the Signature List, there are Actions icons: Edit and Delete. If you want to edit the signature, click on the pencil icon and then you will be able to edit the signature. The same window when adding signature will appear. Delete Signature once clicked will pop-up a warning if you really want to delete the signature.

Adding Contracts

The info box for adding new contracts is opened by default so no need to click the button Add Contract. Enter the title of the contract in the provided field. After that you can now enter the details of the contract in the next info box. You can use various formatting tools to make the appearance of your contract more formal and presentable. You can make the text bold, italic, insert photos, videos, and more by using the editor.

After you added the content of the contract you can now select the signature to be used for the contract from the dropdown menu. Click Save once you are finished with the contract.



The newly-added contract will now be listed in the Contracts List. If you want to edit the contract, click on the pencil icon and then you will be able to edit the contract. The same window when adding contract will appear. Delete contract once clicked will pop-up a warning if you really want to delete the signature.

11. Actions

Sometimes a job may require that crew member are properly inducted about the venue, or before a crew can start a job, he will need information about health and safety.

The Action List is a new setting where you can set-up actions that a crew needs to read and understand before they can complete a job.

If you do not see the Action Settings in your system, contact CrewGo to activate this added feature in your  system.

Click the Add Action button to open the window for adding Action List. Enter the title of the Action List in the provided field and start adding steps to the Action List. There are different steps that you can add in an Action List.

Action Steps

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

  • Resources – this is from the Resource Settings. You can select this step and add it on the Action List
  • Subtitle – this is a text which can be used as an additional information
  • Text – information in the form of texts
  • Checkbox – checkboxes which you can set as mandatory or not
  • Question – a question step where crew members will have to answer
  • Yes/No Question – a question step answerable by yes / no

RESOURCE

Select Resources from the step dropdown menu and click the plus icon. A new field will appear where you can select the Resource that you want to add as a step.

SUBTITLE

Similar with Resources, select Subtitle from the dropdown menu, click the plus icon and enter the content of the subtitle.

In the screenshot below, the info we entered for the subtitle is “Please read the instructions carefully.”

TEXT

Select Text from the dropdown menu, click the plus icon and enter the content of the subtitle. In the screenshot below, the info we entered for the subtitle is “Tick the checkboxes to confirm agreement of the PPE Policy.”

CHECKBOX

The same procedure applies when you want to add a checkbox as a step. Select Checkbox from the dropdown menu then click the plus icon then enter the content of the checkbox in the provided field. You can make the checkbox as a mandatory field by ticking the box of Required. This means that the crew member should tick the box before submitting an action otherwise a reminder prompt will be displayed on his/her screen.

QUESTION

The same procedure applies when you want to add a Question as a step. Select Question from the dropdown menu then click the plus icon then enter the content of the Question in the provided field. You can make the Question as a mandatory field by ticking the box of Required. This means that the crew member should tick the box before submitting an action otherwise a reminder prompt will be displayed on his/her screen.

YES/NO QUESTION

Question and Yes/No Question are somehow similar. The only difference is that the Yes/No Question Step will display a Yes and No button for the user.

FORMS

You can also add a form as a step. Select a form from the dropdown menu then click the plus icon. The selected form will be added as a step in the *Action List*.

Action List Configuration

Once you have finished adding steps for your Action List you can now configure how the Action List will work. You can tick the checkboxes of Email Admin and Email Crew. This means that if a crew has been assigned to a job with Action Skill mapping, he will receive an email to complete the Action. This is the same for Admin. The Admin will receive email about the Action List.

We can now map the Action List to an Activity. In the above screenshot, the selected Activity is Cashier. This Test Action is now mapped to Cashier. A crew member will have to complete the Test Action every time he/she is confirmed to a shift with activity as Cashier. The Frequency of completing an action will depend on the selected frequency.

No Frequency – when a crew member is assigned to a job with Action, he will only complete the action once he is invited to do so.

Always – crew member will always have to complete the action every time once he is assigned to a job with action.

First Time – crew member will only have to complete the action one time for the first time once he is assigned to a job with action.

1 Month – crew member will only have to complete the action every month once he is assigned to a job with action.

3 Months – crew member will only have to complete the action every three months once he is assigned to a job with action.

6 Months – crew member will only have to complete the action every six months once he is assigned to a job with action.

12 Months – crew member will only have to complete the action every twelve months once he is assigned to a job with action.

After you have completed the configuration of the Action List, you can now click the Save button.

The newly-created action will now be added on the list. You can delete and edit the action by clicking on the pencil and trash icons.

Based on the settings that we have configured, this is how the Action List will look like for the crew member.

12. Calendar

Getting Started with Calendar

The Calendar is a useful tool in the Personnel Manager. All jobs are plotted in a calendar-interface where you can view important details of a job in one glance.

Accessing the Calendar via Jobs Menu

Hover your mouse over Jobs and select Calendar.

The Calendar will open giving you an overview of the booked jobs viewable in different views.

Calendar Views

The PM Calendar has three different views namely:

  • Job View
  • Staff View

These views can further configured into:

  • Month
  • Week
  • 3 Days
  • Day

JOB VIEW

In Job View, the calendar is arranged according to the booked jobs.

Job View>Week

In this example, the view is in Job View using Week and all clients are selected. From the dropdown menu, you can select the client and the calendar will only display the selected client.

In the Job View>Week, you can expand the job cards to show the details. Click the down arrow to show the details and then the job card will expand to show the details:

Job View>Month

This is the Job View using Month and all clients are selected. From the dropdown menu, you can select the client and the calendar will only display the selected client.

You can hover your mouse over a job card and the details of that job will pop-up.

Job View>3 Days

This is the Job View using 3 Days. This is basically seeing the calendar in 3 days (2 days in the past plus the current day). If the date today is January 22, the 3 Days view will give user the jobs from August 20 to August 22.

You can also filter clients. From the dropdown menu, you can select the client and the calendar will only display the selected client.

You can also expand the job card to display more details for the job and other functions by clicking the arrow down icon.

Job View>Day

This is the Job View using Day. ou can also filter clients. From the dropdown menu, you can select the client and the calendar will only display the selected client.

STAFF VIEW

The Staff View in calendar will list down all staff with their confirmed jobs plotted on the calendar. Similar with the Job View, you can also select Week, 3 Days and Day.

Job View Functions

EXPAND ALL

By default, all job cards in the Job View>Week are collapsed.

Click Expand All to view the details of the job cards.  After clicking the Expand All, the job cards will expand to display additional details.

VENUE/MEETING PLACE

When you expand a job card on the calendar, it will provide you different functions. On e of these functions is the Venue/Meeting Place. You will be able to edit the venue and meeting place by clicking the house icon.

The pop-up for Venue/Meeting Place will open. In this window, you can edit the details of the Venue by clicking the pencil icon. It will redirect you the 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 ACCESS

There is a link to open the Crew Profile from the job card. Simply click on the name of the staff and it will redirect you to the Crew Profile page. Note that only Admin and Duty Managers have access to the Crew Profile page. If you are using a different login credentials, the link will not work for you.

BREAKS

You can also check the details of the break time. When you click on the link of Breaks, it will display the break time entered by Admin, Team Leader, Client and Crew Member.

SCHEDULER

If there are no confirmed staff for your shifts, you can use the Scheduler function to send offer to available crew. When you click on the Scheduler button, you will be redirected to the Scheduler page. A list of available crew will be presented for you so you can send offer, pencil them in or confirm them directly to the shift. The available crews can also be filtered using the Ability filter. Furthermore, you can arrange the order of the available crew depending on Rank, On Call Status and Proximity. To know more about the Scheduler functions, please see Scheduler.

Note: Only Admin and Duty Managers have access to Scheduler.

TIMESHEETS

When you click the Timesheet button, you will be redirected to the Day Sheet page. Go to 3.30.5 Day Sheet to know more about this function.

APPROVE

When you click on the Approve button it will lock the time of the shift and a lock icon will appear to signify shifts has been approved.

Note: Only AdminDuty Managers and Clients have access to the Approve button. The button will not appear if you are using a different login credentials.

 

Job Card Options

The job card also has other functions. When you click on Options, it will display other menus. Depending on your login credentials, the Option menus will vary from once account to another.

For Duty Managers and Admin: Day Sheet, Shifts and Jobs will be displayed.


For Clients and Team Leader: Day Sheet, Shifts, Safety Induction, Venue Inspection, Incident Report, Report Safety issue, and Toolbox Talk displayed.

13. Crew Rating

Crew members can be rated using the Calendar in PM. The function to rate crew is available for Clients, Duty Managers, Supervisors and Team Leaders. In the Calendar, find the job where your crew is confirmed.

The calendar view defaults to the current week, but you can change it to find jobs on previous weeks by clicking the left and right arrows. Once you found the completed job you can expand it to see all the crews that were on the job with a star icon next to their name, click on the star icon to provide feedback and ratings as below.

Click the down arrow of the job card on the calendar to expand the details of the job. Select the crew that you want to rate and click on the star icon next to his//her name.

A pop-up window will appear where you can select the rating of the staff. The highest rating you can give a crew member is 5 stars while the lowest is 1 star. Tap on the stars for your rating. The colour of the star will change to yellow once you tap it. Additionally, provide detailed comment in the provided section and select the conditions where your comment is applicable. In the screenshot below, the available conditions are PPE, Uniform, Professionalism and Workmanship. These conditions can be added or deleted in the Calendar Settings.

A success message will appear once you have submitted the rating of the selected crew member.

14. VEVO Check

VEVO Check allows you to know the working conditions of all your employees, making it easy to remain compliant in the workplace. It’s important to diversify your employee body without risking your business. The assurance of a VEVO Check removes the guesswork of hiring employees on differing visas because you can easily see the status of a potential crew member.

The VEVO Check function is an added feature in PM/CrewGO, if you do not see the VEVO Check in your system, contact PM/CrewGO so they can add it for you.

VEVO Check in Recruitment

You can check the VEVO of a potential crew member during the Recruitment Process. In the Agreements tab, in the Citizenship section, select the type of visa, enter the passport number, and the origin country of the potential crew member, then click the Check VEVO button.

The VEVO Check will display the result of the checking similar to the screenshot below. You can also click on the PDF Link to view the actual PDF file of the VEVO.

This is the sample PDF File of VEVO when the PDF link is clicked.

You can also click VEVO Check History. This will display how many times the VEVO Check was used for the particular crew member.

VEVO Check in Crew Profile

You can also check VEVO in the Crew Profile. Go to the Citizenship Section and the Check VEVO function is there. Follow the same steps outline in 3.32.1 VEVO Check in Recruitment.

15. Manual Blocking of Crew

A crew member is blocked automatically in PM/CrewGo when he/she has an expired visa, expired qualifications, expired training, expired induction or if he/she has exceeded working hours that is set in the crew profile. This automatic blocking of crew is configured under the Compliance Settings.

But if you want to block a crew member other than the reasons mentioned above, you can do so by manually blocking them. Click the Active button on the Crew Profile page and a window will pop-up to options for blocking.

In the Block Crew pop-up window, you can easily block a crew for 1 Week, 2 Weeks or even 1 Month. Simply select from the provided options by ticking the radio buttons, enter the reason for blocking the crew then click Submit. You can also block the crew and enter a date for the blocking expiration in the Enter Expiry Date field.

This is an example on how you can enter the details for manually blocking a crew.

Or you can use the Expiry Date and select a date from the calendar on how long will the crew member will be blocked.

When you submit the blocking of the crew, the Active button will now be replaced by Expired. This means that the crew is blocked from accepting any job.

If you click on the “i” icon, a pop-up will be displayed to show the reason for the blocking of the crew. It will also show the log when a crew was last unblocked.

If you can manually block a crew, you can also manually unblock them by clicking the Unlock button. A message will pop-up that you have manually unblock the crew.



16. Crew Score

Crew Score is basically the overall performance rating of a crew member. It is a measurement of the performance of the crew in terms experience, crew rating/feedbacks, and reliability. Crew Score is an effective identifier on who is performing well or not. Crew members can also be ranked according to their ranks.

Each Crew Member is accorded 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 towards their Recent Activity Level.

Score

In the above screenshot, the score of the crew member is 92.00

The score is determined by  the following formula:

((Experience) + Rating + Experience 60 Days + Reliability*2) *4)

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 by Admin, Managers, Clients and Crew Chiefs, they will earn an average Star Rating.

Shift Acceptance Rate

The Shift Acceptance Rate shows the rate of acceptance for the crew. It will display the Total Number of Shifts Offered and the Total Number of Accepted Shifts. Furthermore, it also shows acceptance rate within 30 days, 90 days, and 14 days.

Experience and Reliability

The Experience and Reliability are set in the Crew Profile page. Navigate to the Experience/Reliability section.

EXPERIENCE

In the dropdown menu of Experience, you can select Default, 1, 2, 3 4, 5. If you selected Default for the experience, the rating will be calculated automatically. You can also read the Explainer Text, to understand the levels of experience.

Experience Levels are 1 – 5 from least experienced to most experienced. These default to the total hours crew have worked in the system and are calculated as follows:

Level 0 – 0Hrs
Level 1 < 100 Hrs
Level 2 100 – 200 Hrs
Level 3 200 – 500 Hrs
Level 4 500 – 1000 Hrs
Level 5 > 1000 Hrs

A Crew Member’s default Experience Level can be replaced by selecting a number between 1 and 5 in the Experience / Reliability section of their Crew Profile. Once the default setting has been replaced, the Experience Level will no longer display DF for Default. For 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 inform that the Experience Level has been manually updated.

Experience Explainer Full Text

Experience Levels 1 – 5

5 = highly experienced – 1 = least experienced

Levels can be manually entered for experienced Crew.

Default levels are automatically calculated as follows:

Level 0 – 0Hrs
Level 1 < 100 Hrs
Level 2 100 – 200 Hrs
Level 3 200 – 500 Hrs
Level 4 500 – 1000 Hrs
Level 5 > 1000 Hrs

RELIABILITY

Similar with Experience, you can also select the Reliability Rating from the dropdown menu.

Reliability Levels are 1 – 5 from least reliable to most reliable. Reliability levels Default to 5 for all Crew Members, giving them the benefit of the doubt as to their reliability. 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

Once the default Reliability Level is replaced, the DF will no longer appear and the number will be between 1 – 4.

There is also Explainer Text, to understand the levels of Reliability.

Reliability Explainer Full Text

Reliability Levels are 1 – 5

5 is very reliable – 1 is very unreliable

Reliability defaults to 5 for each New Crew Member, giving them the benefit of the doubt as very reliable.

Reliability Levels MUST be updated manually under Experience / Reliability 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

The content of the Explainer Texts are set in the General Settings:

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 on the Crew Profile page. Enter the value of Bias in the provided field.

Recent Activity

Recent Activity Levels are 0 – 5 from least active to most active. Recent Activity is based on the amount of hours a Crew member has worked in the last 60 days converted to a factor out of 5.

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

You will be able to view the Recent Activity of a crew in the Crew List page when all Businesses are set to OFF. Column REC is the Recent Activity of the crew member.

Ranking Using Crew Score

With All Business Details switched to OFF, Order By dropdown menu will appear in the Crew List page . You can select Order by Hours, Order by Score or Inactive.

New columns are also added on the Crew List page:

  • 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.

RANKING USING ORDER BY SCORE WITHOUT FILTERS

Select a date range and press Search to reorder the Crew List in order of highest Score to lowest Score for that date range. This will limit the display to crew who have worked during the time period selected and will not display any crew who did not work during that time period selected.

A new rank column will appear on the left side of the page. You can click on the Save Detail button to save the new rank of the crew based on the score.

RANKING USING ORDER BY SCORE WITH FILTERS

You can also use the additional filters when searching using rank.

Search Rank From: the value here will be starting point of the search for the rank

Search Rank To: the value here will be the end point of the search for the rank

Search Exclude From: the value here will be excluded from the search as the starting point of the rank

Search Exclude To: the value here will be excluded from the search and will be the end point for the search rank.

Rerank From: the new ranking as the starting point

Rerank To: the new ranking as the end point

Rerank Exclude From: the value here will not be used for reranking

Reranking Exclude To: the value here will not be used for reranking.

In the screenshot above, it will search crew with rankings from 100-200 but it will exclude the crew with rankings from 50-60.

The current rank will be rerank from 300-800 but crew will not be reranked from 600-700.

Click Save details if you want to use the new ranking based on the score and filters.

17. On Call

Crew members can set their status as On Call. On Call crew members mean they are expected to be available at any time during their shift or they available to accepts shift with short notice. In PM Crew Access, there are two ways to activate On Call. One is through the home page and the other one is through Options>On Call.

On Call – Homepage

Click the Off Call button then the page will refresh. The button will change to On Call.

On Call (Options)

Crew member can also access On Call via Options>On Call.

You will then redirected to the On Call page. Click on the button to change the status to On Call.

18. Compliance Settings

The settings found in this section relates to various compliance like qualifications, work hour limitations, visas, etc. For example, if you have a crew who is under a Student Visa, the working hour for that crew is limited.

Using the Compliance Settings in the system, the monitoring of compliance is made automatic. You don’t have to manually monitor if your crew has exceeded the limitation of a Student Visa because he/she will be automatically be blocked to accept any shift once set working limit has reached. Additionally, if an Activity has a Qualification and a crew do not meet the qualification requirements, he will also be blocked to accept a shift with qualifications.

Compliance Settings is an added function. Request PM / CrewGo to add this new function in your system.

Exceed Hrs/Week Warning

The Exceed Hours Warning is the compliance setting for limiting the working hours of a crew.

Show Warnings for required fields: A warning will appear on the Crew Profile page prompting user that the field is a required field.

Email Warning to Admin: An email is sent to the Admin informing that crew has exceeded the working hours.

Email Warning to Crew: An email is sent to the crew informing him/her that he/she has exceeded the working hours.

ADDING A FIELD FOR EXCEED HOURS / WEEK WARNING:

Click Add Caption to add a new exceed hours/week warning. After you click Add Caption, a new field will appear where you can enter your caption, time input, input type and other checkboxes.

Caption: Enter the caption of the field. This caption will appear on the crew profile page.

Input: Enter the value of input here.

Select: Select from the dropdown menu list if you want your Input Type to be in Hrs/Week, Hrs/2 Weeks or Hrs/4 Weeks.

Block Crew: The name of the crew will have a text “BLOCKED” appended to it and will not be able to be assigned to a shift.

Required: When the checkbox is tick, the field is tagged as a required field on the crew profile page.

Warn: When the checkbox is tick and the hours have been exceeded, a warning message will appear on the Shifts page.

Apply to All: When the checkbox is ticked, the field is applicable to all crews.

Daily Email: An email is sent to the admin on a daily basis.

Once you have entered all the information of the field, you can now see it on the Crew Profile Page.

FIELDS ON THE CREW PROFILE PAGE

These are the fields that have been added on the Settings of  Exceed Hours/Week Warning.

The above fields should appear on the Crew Profile page in PM. As you can see in below screenshot of the Crew Profile page, the fields are now visible.

BLOCKING CREW USING EXCEED HOURS/WEEK WARNING

Based on the above settings, if a crew has exceeded 15 hours per 2 weeks, he will be blocked to accept any shift offer for that duration of time.

In the Crew Profile, tick the box of the week attribute to enable blocking of the crew under Exceed Weekly – Work Limit Warning. This means that if a crew has exceeded 15 hours in 2 weeks, he will not be able to accept any more jobs within the two weeks time frame.

Let’s take some example on how this working limit will work for 15 hrs per 2 weeks. In below example, staff has already worked for 13 hours and he can still work for 2 hours for the 2 week timeframe which is Jan20-Feb02.

Now, let’s try to book a job that is 4 hours long and confirm same staff with 15 hrs/2 weeks limitation.

So the crew total for the 2 week period is now is 17  hours. A warning message will appear on the Shifts Page and the crew will be blocked for the next job booking for the 2 weeks timeframe (Jan20-Feb02).

A warning message will pop-up if you try to book the BLOCKED Crew.

Exceed Limit Warning

This is similar with the Exceed Hrs/Week Warning but the only difference is the Input Type. The Input Type options are Total Hrs and Shift/Day. If you want to add a new field, click Add Field then enter the Caption, Input , Input Type and tick the boxes of Block Crew, Required, Warn, Apply to All and Daily Email. Delete button is also there to delete the field.

In the screenshot below, we’ve configured four exceed limit warning. These exceed limit warning will now appear in the Crew Profile Page.

In the Crew Profile page, the above exceed limit warning will appear.

BLOCKING CREW USING EXCEED LIMIT WARNING

Now let’s try to activate one exceed limit warning to display the process. Let’s tick the box of 1 shift Limit Per Day. This means my crew can only be confirmed to 1 shift per day. He will be blocked for other shifts within the day.

Staff Alex Burne is confirmed to shift 979. And he is on 1 shift per day limit.

If we try to book Alex Burne on the second shift 986. A pop-up message will appear.

Expiry Date Warning

The Expiry Date Warning works the same as the Exceed Hours Warning but this time the control is related with the date.

If you want to add a new field, click Add Field then enter the Caption, Input and you can tick the boxes of Block Crew, Required, Warn, Apply to All and Daily Email. Delete button is also there to delete the field.

In the screenshot below, we’ve configured two expiry date warning. These expiry date warning will now appear in the Crew Profile Page.

In the Crew Profile page, the expiry date warning will appear. Enter the description in the provided field and select expiry date from the calendar interface. In the example below. the expiration date is 23-Jan-2020. So if today, is 24-Jan-2020, the staff will be blocked from any job because of the expired Working Visa.

The crew will be blocked from being penciled in a shift.



Qualifications Expiry Date Warning

There are Activities which require a Qualification before a crew can be assigned to a shift. As such, Activity can be mapped to a Qualification. Depending on the settings in the Compliance Setting, a crew may be blocked from being assigned to a shift.

If you want to add a new field, click Add Field then enter the Caption, Input and you can tick the boxes of Block Crew, Required, Warn, Apply to All and Daily Email. Delete button is also there to delete the field.

19. Activities Hidden from the Shifts Page

Users will now have the ability to hide Activities from the Shifts page.

Once an activity has been enabled in the Activities Hidden, it will not show within the Shifts page. Shifts with hidden activities are still accessible from their Job Sheet.

20. Crew as Managers to Multiple Businesses

Users has now the ability to assign Crew Members as Managers to multiple businesses. As such, they can now view all assigned businesses or each business individually.



21. Update on Duty Managers

Extra criteria have been added to make Duty Manager Group 1 to be more like the administrator user.

Users can now select which access to give to the Duty Manager by ticking the boxes of the different functionalities in PM/CrewGo .

Users now have the ability to select which access they can give to the Duty Managers. By simply ticking the boxes, you can customize the Duty Manager Access giving you more flexibility.

Note that there are some functions such as Admin Locking Rank, changing Administrator username and password which are only available to the Administrator user.

Even though Duty Managers are given access to the Settings, the Admin Username and Password will still be hidden from them.

If two Duty Manager Groups are not enough, we have added Duty Manager Group 3 just in case you need additional managers for your business.

22. Update on User Action Reporting

The Hide Export Admin Summary from Managers has been added to restrict Duty Managers to export admin summaries.

Send email to admin when crew rank is updated and a setting to add the email address of Admin User to notify them whenever there are changes on crew rank, disabled/enabled crews and deleted shifts have been added.

23. Add Extra to All Selected Shifts

You can now add Extras to multiple shifts all at once. Just simply select the shifts where you want to add the extra, then click Add Extra. All the Extra will be added to all selected shifts.

Now more than ever, managing your shifts is just a breeze.



24. Added Deleted Clients Page

Now you can view the list of deleted clients through the Deleted Client page.



25. Additional SMS Placeholders

Additional placeholders for Multi SMS (Same Crew, Multi Roster and Confirm Multi)

– [TIMES_MULTIPLE_VENUE_ACTIVITYNAME_TASK_INSTRUCTIONS] – Multiple Start – End Times with Venue, Activity, Task Description and Instructions for Crew (Notes)

– [TIMES_MULTIPLE_VENUE_TASKNAME] – Multiple Start – End Times with Venue and Task Name.

New Placeholder for SMS (SMS Job Offer, Confirmations, Reminders etc.):

– [TASKNAME] This will place the Task associated with the Shift being sent via SMS from PM/CrewGo .

– [ROOM] This will place the information of the Room where crew members will work. This is helpful when jobs are in a multi-room venue.

26. Crew Tags

This field will show in PM / CrewGo access for Administrators, Duty Managers, Managers but not within Client/Crew access.

Once entered Crew Tag is shown in the following within the staff name:

  • Shifts page in Staff Column
  • Jobsheet Edit Page: Staff Column & Dropdown
  • Edit Shift Page: Staff Column & Dropdown
  • Message SMS window

27. Invoice Page Improvement

Now you have more options in the way you handle your invoices. If you do not want to delete an invoice, we have added a new function where you can just disable an invoice.

There is also a new page called Disabled Invoices, if you want to revisit all the invoices you have disabled, simply put a checkbox on Show Disabled Invoices and click the Search button.

We’ve also added Confirmation Popups for Disable/Delete Invoices. So before an invoice gets deleted or disabled, you will have to confirm first. Gone are the days of accidentally deleting an invoice with this kind of confirmation check.

No more second guessing whether an invoice has been paid or not.

We have added an extra column for Payment Paid Date. User will be able to select a date when an invoice has been paid then lock off the invoice.

But that’s not all, we’ve also added extra search filter options for:
– Show Date Paid Invoices
– Show Date Locked Invoices
– Show Disabled invoices

28. Scheduler

Scheduler is another way of sending job offers to staff but with added features and functionality. Scheduler allows user to send offer via SMS, Email and to the mobile applications – CrewGo App and CrewGo Staff App.

Scheduler also allows you to select crew members based on their On Call Status, Ranking, Proximity to the Job Location, and Abilities. It also allows you to send job offers with multiple shifts. You can access Scheduler through the Calendar or through the Jobsheet.

If you do not see Scheduler in your system, contact PM / CrewGo so they can add this new feature for you.

ACCESSING SCHEDULER

Select the job from the Calendar, expand the job Card and click Scheduler.

Scheduler is also found at the footer of the Job Sheet page.

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 are 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

Select the shifts from the job sheet by ticking the checkbox and click Scheduler>Manual. The Scheduler page will open in a new tab.

You can use the following options in the Scheduler page when sending job offers to crew member:

Rank – The list of available crew members will be listed according to their rank. By default, the crew are listed on the Scheduler page according to their ranks.

On Call – Staff will be listed according to their on call status. 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. Crew members nearest to the job location will be on top of the list.

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.

Select Abilities – Crew Abilities are specific abilities that a crew possesses. You can further filter the list of available crews by selecting an Ability. When an ability is selected, only crew members with the specific ability will be listed.

3 Ways of Sending Offers and Confirmation

You can send job offers or job confirmation to a crew member using SMS, Email or via the App. SMS and Emails are sent according to the mobile number and email address in the Crew Profile of the staff. The setting in the Crew Profile should also be activated.

FOOTER FUNCTIONS

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 depending on the selection of the user.

Confirm – when this is used, crew is confirmed to a shift and a confirmation message is sent to the crew.

Different Methods of Sending Offers

Method 1 (Sending a Single Shift Offer to Crew)

1. Click how you want your crew to be listed: Rank, On Call, Proximity

2. Select an Ability if you want to further filter the crew list.

3. Select how the offer will be sent: SMS, Email and App

4. Select the crew from the shift by ticking the box.

5. Click Offer.

After clicking Offer, the preview of the message will be displayed. Since SMS and Email are selected, a preview of SMS and Email will be displayed. You can modify the content of the offer message. Click Send Message.

The Email and SMS logs will appear next to the name of the crew where the offer is sent. You can click on these logs to preview the offer message.

Method 2 (Multiple Shift Offer to Crew)

1. Click how you want your crew to be listed: Rank, On Call, Proximity

2. Select an Ability if you want to further filter the crew list.

3. Select how the offer will be sent: SMS, Email and App

4. Select the crew from the first shift by ticking the box.

4. Select the crew from the second shift by ticking the box.

5. Click Offer from the bottom of the page.

After clicking Offer, the preview of the message will be displayed. Since SMS and Email are selected, a preview of SMS and Email will be displayed. You can modify the content of the offer message. Click Send Message.

There will be 2 separates SMS and 2 separate Email that will be sent to the selected crew.

Click Send Message.

The Email and SMS logs will appear next to the name of the crew where the offer is sent. You can click on these logs to preview the offer message.

Method 3 (Sending Offer Using Merge Shift)

1. Click Merge Shifts.

2. Select the shifts that you want to merge and click Go.

3. Click how you want your crew to be listed: Rank, On Call, Proximity

4. Select an Ability if you want to further filter the crew list.

5. Select how the offer will be sent: SMS, Email and App

6. Select the crew from the first shift by ticking the box.

7. Click Offer from the bottom of the page.

After you clicked the Offer button, the preview of the offer message will be sent.

NOTE: The difference between the Multi Shift Offer (Method 2) and Merged Shift (Method 3) is that the crew will only receive one offer message for SMS, Email or App regardless of 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 Method 2 to send the offer, the crew will receive 10 separate SMS, 10 separate Email and 10 separate App notification for the job offer.

The above-mentioned methods also work for the Pencil and Confirm. Instead of clicking the Offer button, click Pencil or Confirm button.

When a staff is manually confirm to a shift, his name will appear as the confirmed staff and no other offer can be sent for that particular shift.

Manually Confirm a Shift

In the Scheduler page, select the name of the staff that you want to confirm and click Confirm. Just like sending offers, you can use the Rank, On Call and Proximity buttons to sort the available crews. You can further filter the crews using Abilities and send confirmation via SMS, Email or App.

The preview of the Confirm Message will be displayed. In below screenshot, the preview is for SMS and Email since these are the options selected in the Scheduler window. Click Send Message.

The name of the staff will be confirmed to the shift. You can click Clear to remove the staff from the shift.

When you click on Clear, a preview message of Shift Cancellation will be displayed. Click YES if you want to proceed with the shift cancellation.

Pencil In Crew in a Shift

In the Scheduler page, select the name of the staff that you want to pencil in and click Pencil. Just like sending offers, you can use the Rank, On Call and Proximity buttons to sort the available crews. You can further filter the crews using Abilities and pencil in the crew.

The selected crew will be penciled in to the shift. There will be no message sent to the crew when using the Pencil function.

Manual Scheduler

The Auto Scheduler will automatically send offers to qualified crew. Similar with the Manual Scheduler, you can also use Rank, On Call, Proximity and Merge Shift.

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.

Tick the shifts that you wan to use for Scheduler. Click Auto from the Scheduler menu in the Job Sheet.

The Auto Scheduler menu will pop-up.

1. Select from Rank, On Call, Proximity or Merge Shift. Your selection here will determine on who will receive the offers.

2. Select how to send the offer if via: SMS, Email, or App

3. Select Ability: only crew member with the Ability will receive the offer

4. The values entered here will determine the volume of offers sent to crew. In the screenshot, job offers will be sent to 2 available crews every 2 minutes.

5. The values entered here will determine the rank of who the crew members who will receive the offers. In the screenshot below, only crew member wit rank 900 to 990 will receive the job offers.

6. Select which page you want to go to after clicking Go. You can tick the box of Open Schedule page once you completed Auto Schedule or tick the box of Return to previous page if you want to go back to the previous page after you click Go.

7. Click Go.

If you selected Open Schedule page, a new window will open to display the Scheduler page. Offers will be sent to the crew as indicated by the logs. In Auto Scheduler, offers are sent to qualified crews and if they accepted 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 who accepted the offer then auto confirmation is sent to the crew.

29. Items

ADDING ITEMS

You can now add Items in your Job Sheet in PM/CrewGo. These items can be service charge, upfront payments or anything that is needed when booking a job. Under the Contacts menu, select Items to create new items.

Click Add Item and enter the details of the item. Enter the Item Name, Item Description, Item Paid, Item Charge and Notes.

In the Item Paid, enter the amount that you paid for the item, if applicable. Then Item Charge, enter the amount that you will charge to the client.

Click Save once completed.

The Item will now be listed on the item list. You can delete and edit the items using the trash icon and pencil icon respectively.

ADDING ITEM GROUPS

Before an item can be displayed to the Job Sheet, it needs to have an Item Group. Under the Contacts menu, click Item Group.

Click Item Group and enter the details of the Item Group. Enter the Item Group Name, Description and Notes, then click Save.

The new Item Group will now be added to the list. You can delete and edit the items using the trash icon and pencil icon respectively.

To add the item that we created, we need to edit the Item Group by clicking the pencil icon.

In the Available Items section, select the item and move it to Assigned Items then click Save.

USING ITEM GROUP IN JOB SHEET

When you create a new Job Sheet, you can now add the Item Group by clicking Add Item Group.

Select Item Group from the dropdown menu and the page will refresh and the Item Group will be added to the Job Sheet page.

Now click the Item link and enter the quantity of item that you want to add.

Select the item from the dropdown menu list.

Enter the Qty for the Item, the start date, start time, end date. end time. You can also select the Assigned Name from the dropdown menu, Venue and Meeting Place.

Now you can save the Job Sheet.

30. Resources

This setting will allow user to load online contents on PM/CrewGo which can be accessed by crew. These Resources can be a policy, procedure or any other important information that the crew can access using the Crew Access or via the Staff App.

Resources is an added new feature in PM/CrewGo , so if you do not see this setting in your system, contact PM/CrewGo so they can add it for you.

Using Resources is so much better than uploading a PDF in the system for various reasons:

1. There’s no need for additional software to view the online content. If you upload a PDF, you will need software like Adobe Acrobat installed in your computer or mobile phone to view the online content.

2. Resources can be easily used in other section of the PM / CrewGo system like Recruitment, Actions and Forms.

3. When a Resource is edited, it will be displayed automatically to all Admin, Duty Managers, Project Managers, and Crew Member. Unlike when we use PDF, the PDF files will need to be edited then will be uploaded to all.

ADDING A RESOURCE

Click the Add Resource button to add a new resource. This will open a new window where you can add the contents for the resource. Enter the title in the provided field and enter relevant information in the Add Info box. The editor has formatting tools that you can use to change the appearance of the text. You can make the texts bold, italic, with highlights and more. You can also insert links, photos, tables and videos.

Once you are done adding content for the resource, you can click the Save button. The newly created resource will then be added on the Resource List. You can edit and/or delete a resource when you click on the pencil and trash icons next to the resource that you want to edit or delete.

MAPPING A RESOURCE TO AN ACTIVITY

A resource can be mapped to an Activity. Once a resource has been mapped to an Activity, the Resource will appear in the Crew Access of the crew provided that the said crew has that activity. To map a Resource to an Activity, click the edit icon of the resource and choose the Activity found at the bottom of the Resource page.

In the below screenshot, the resource that we created Test Resource for Crew is now mapped to Activity Cashier.

CREW PORTAL RESOURCES

The Resource that we created will not automatically appear in the Crew Access of a crew. First, the resource will have to be mapped to an activity. Second, the crew should have that activity under his profile and finally the resource should be added under a header in the Crew Portal Resources.

Click the Add Heading button in the Crew Portal Resources and enter a name for the header. After entering the name of the header, click Save Heading. The header will now appear in the list of headers.

Click the button of +Resource, a new field will appear where you can select a Resource from the dropdown menu which will  be added to the header. Click Save Resources after selecting the resource from the dropdown menu.

Based on the above settings that we configured, this is how will the Resource look like in the Crew Access of a crew member:

RESOURCES IN RECRUITMENT

Resources is also being used in the Recruitment process. When you want your recruits to read and understand your company policies and procedures, you can easily do so by configuring the Recruitment Settings and choosing the Resources.

In the Recruitment Settings, select the resource that you want to add from the dropdown menu then click Save Resources.

The selected resources will then appear under the Agreements tab in the Policies and Information section in Recruitment. Potential crew member will have to view and accept these resources.

Go to 4.8 Recruitment Setting to view the complete procedure of Recruitment.

RESOURCES IN ACTION

Resources can also be used in Actions as part of the step.

In Actions Settings:

Select Resources from the step dropdown menu and click the plus icon. A new field will appear where you can select the Resource that you want to add as a step.

RESOURCES IN FORMS

Resources can also be used in Forms. In the Safety Induction in Forms Settings, you can put a check on the box of Policies and Procedures.

31. Welcome to Company – Crew Portal Home Page Information Tab Settings

You can add important tabs and links on the Crew Portal home page using the Crew Message Title and Crew Message found in the General Settings. The contents that will be entered here will appear in the Crew Portal. You can add any relevant information that may be helpful for the crew.

The Crew Message Title also activates the Welcome To Company Info dropdown, Day Sheet, Safety, Actions and Shifts tabs in the Crew Portal home page.

If there are other links and tabs that you want to add on the Crew Portal home page, contact PM / CrewGo.



32. Copying Job Sheet

If you have a job that recurs every now and then with the same details and crew requirements, you can just copy the same Job Sheet to create a new one. In the Job Sheet page, tick the box of the job that you want to copy and click Actions.

Click Repeat Job Sheet and enter the details of the repeated job in the window. Enter the Job Description, select Business from the dropdown menu, select Client from the dropdown menu, and select the start date of the job, then click Repeat.

A success message will appear and the repeated job will appear on the list.



33. Bulk Email

Bulk email is a type of mail that is sent to a large number of recipients. Bulk emails are usually used for marketing and promotional purposes. If you have a large base of clienteles, you can use Bulk Email to send email to all of your clients all at once. Hover your mouse over Records menu and select Bulk Email.

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

Enter your address in the From Email fields. Enter the recipients in the To field. Each email address should be separated by a comma. If you want to send a blind copy of the email, add the email addresses in the Bcc field.

Enter the title of the email and start typing your message in the body of the email where it says “Please type your message here.”

Click Send once you are ready to send the bulk email.

C. System Updates / Upcoming Features

1. System Updates

We updated our system to improve system stability and security which includes but not limited to:

  • Update PHP to latest version
  • SSL updates
  • DNS / Name Server updates
  • Updated Certificates for Xero Payroll/Invoice Integration
  • System configuration optimised for higher performance

2. Venue Lock Shift (works with Rental Point Integration)

Next on the pipeline is the Venue Lock. Users will have the ability to lock venues by configuring it on the Setting page.

Once user has enabled the settings, Venue Lock/Unlock actions and column will be available to use when Editing Shifts and Job Sheets.

3. New Rental Point Instructions Mapping Settings

User will be able to import a rental point field into PM notes by selecting from the dropdown menu of the new settings.