5.3.1 Venus
Key: A / DM / M
A Venue is the location that the shift is to take place in. Anytime a venue is entered into the database, it is stored for future reference and can be found in the Venues Page.
Staff can view their Shift Meeting Places on a Google Map on their Crew Login Page and from their internet calendar (such as Outlook Calendar) (See “iCAL under “Crew Login Page” for more info).
Eye Icon: Displays the venue details in a new window.
Pencil Icon: Opens the Venue Edit Page.
Add Venue: Will take you to a new window to enter venue information
Review: The date is set for an inspection is due and when a job is booked at that venue after the date of the inspection a warning will appear on the Shifts Page.
Show Deleted: View all deleted venues
Add New Venue/ Edit Existing Venue
Click add venue
Name, address, postcode can be entered here, as well as Venue phone number, website address etc.
Notes: Important venue notes are saved in this text box which also appears on SMS Confirmations (or emails) sent to the crew who are booked to work at this venue. For example “Corporate venue, dress appropriately”
Private for Client: When selected, this Venue will not appear in the list of possible venues that clients can select from in the Client Booking Page. It is useful for private residences or one-off events. To enter a client name start typing the first few letters then select it from the drop-down list of clients that appears.
Delete: if ticked and saved this venue would be deleted from the system.
Meeting Places: A specific meeting place for this venue. Each time these are entered by clicking the “+” icon they are stored in the system. It is possible for the one Venue to have several Meeting Points. When a venue is selected in a shift or shift, a list of meeting places that belong to this venue will be loaded to be selected under the Meeting Places in the shifts edit page.
For example: ABC Hotel would be saved as a venue with address details like 123 Halifax St., Sydney CBD. And then the meeting places would be entered as “Meet at the front”, “Loading Dock”, “Call on Arrival”. There is no need to enter the street address in the meeting points as it’s will already be entered in the venue details.
The Meeting Place of any Venue can have a Google Map attached that can be accessed by staff in their Crew Page and in their Internet Calendar.
Delete: Any meeting point or Rooms can be deleted by ticking “Deleted” box and saving the page.
Rooms: Rooms is an alternative location that can be saved under each venue. It does not necessarily have to be a room, it could be for example “Main Foyer”. By default. Rooms does not appear in SMS Confirmation messages sent to the crew, but they can be seen by crew in their crew pages.
Files: Any documents related to this venue can be uploaded and stored in each venue’s page.
5.3.2 Tasks
Key: A / DM / M
Add tasks that are related to any activity/shift, enable the task page in settings, See guide 10.2.18 Software Configuration.
Add Task
Click add task button
Two fields will open, fill out the task name and description. Click save once completed.
5.3.3 Extras
Extras is a way to add a charge to a job that isn’t a set price. For example, if a crew goes out to a three-hour shift you can charge the client a call-out fee. In the screen shot below you can see Paid the crew member will receive $35 and the Charge is how much the client will be invoiced after the job.
5.3.4 Items Groups
To add group, press the ‘Add Item Group’ button
Fill out the fields and click save.
5.3.5 Items
Follow the above to add individual items.
5.3.6 Form Matrix
All forms submitted by the crew, supervisors, team leaders and clients can be accessed through the Forms Matrix. In the Forms Matrix, select the Form Type and User Type from the dropdown menu. If you know the Username, Venue, Date from and Date To. All the forms will be listed according to the search criteria entered. Click View Details to display the full information of the form. A pop up will then appear with the information requested.
