6.0 Staff Instructions

If you are a staff member of a company using the Personnel Manager online labour management system, the following information will be of benefit to you.

As a staff member you have the ability to communicate directly with the software in two ways:

1. Online – You can login to your Crew Support Page where you can:

View all of your upcoming shifts

Create a Subscription to your Internet Calendar using the Ical 2.0 link

Accept or decline shifts

Enter the hours you have worked

View other staff working on the same job (Optional)

Enter your unavailability (holidays, other commitments)

View your previous shifts

View your last 4 weeks’ pay history (Optional)

Update your details

Upload your photo

Upload any scanned documents such as 1st Aid Certificates, Driver’s License etc.

2. SMS – You can send SMS messages directly to the software to:

Accept or decline shifts via SMS

Accept or decline changes to confirmed shifts

SMS in times at the end of your shift (Auto lock shifts)

Inform ops of any message you want to pass on (Random SMS)

6.1 Info for staff using Crew Support page – ONLINE

The Personnel Manager online system has been established to give you the freedom to directly liaise with your employer, via the internet, to advise which shifts you would like to accept and to enter the times that you will not be available to work.

The first step is to login to your Crew Support page.

Use the link provided by your client to get to the login page. It may look like or it may simply be a link from their website.

Where it says “User Type”, select CREW.
Your MOBILE NUMBER is your username AND your password.
Tick the acceptance box and press LOGIN.
Once you have logged in you can change your Password to something more secure.

View all of your upcoming shifts:

At the top of the screen click “Upcoming Jobs”. This will take you to a page which lists all the jobs that have been offered to you in the system.

Accept or decline shifts:

Scroll to the very right of the screen. You will see “Accept Shift”.

If you have been offered a shift, under Accept Shift, click “Yes” to accept or “No” to decline. Then click “OK” and you are booked.

If you have already accepted this shift you will see the word ‘Confirmed’ underneath.

Enter the hours you have worked: On the very left hand side of the Upcoming Jobs Page, you will see an unlocked padlock icon. Once you have finished a shift, enter the correct finish time in the text box and then click the padlock icon to ‘lock’ your hours for that shift.

View other staff working on the same job (Optional)
Also on the Upcoming Jobs Page, if you scroll to the far right, each of the shifts has faces icon.

Click this to bring up a list of the other staff members working with you on that particular shift and their mobile numbers. This will enable you to organise travel arrangements with these people, or you could know who to call if they are running late. (Note, your employer has to have this feature switched on at their end to make it visible.)

Enter your unavailability (holidays, other commitments)

Click on the Unavailability tab at the top of the page.
Click “+” Add Unavailability
Fill in the details Date From/Time From and Date To/Time To.
To select the date you can either enter it manually in this format dd-mm-yy, or click on the calendar icon to open a calendar where you can select a day.
To enter a start/finish time, enter the time in this format 08:00. For 8am you could simply enter 8 and press tab and for 8:30am you could enter 8.3 and press tab.
If you select “Make this entry a weekly unavailability for the next 6 months” you will appear unavailable for the next six months for the times and date entered. So if you entered unavailability for the following Monday from 18:00 until 23:00 (same day) and selected this feature, you will appear unavailable every Monday evening for the following six months.
Enter a reason for your unavailability and click “GO”.

View your previous shifts

Click the “Past Jobs” tab to view all of your past shifts for the previous four weeks.

View your last 4 weeks’ pay history (Optional)

Click the Pay Details tab to be able to see your last four weeks’ pay history.
If you are invoicing your employer, then you should visit this page at the end of each pay cycle and invoice the exact amount set out in the totals column for the previous cycle.
You can check this page in order to ensure that all the times and shifts you have completed are correct.

Update your details

Click the Personal Details tab to update your details such as new address, email address, bank details, and superannuation account.

Upload your photo

In the Personal Details section you can browse your own computer for a photograph of yourself to upload.

Upload any scanned documents

Click Personal Details and upload any important certificates such as Police Checks, Forklift Tickets, EWP Tickets, 1st Aid Certificates, Driver’s Licenses, Security License, anything that your employer needs to keep on file.

6.1.1 Info for staff using SMS

The Personnel Manager software uses a designated SMS number to send messages to staff.

We refer to it as the “Incoming SMS No” because it allows staff members to send messages to the software. It looks like an ordinary mobile number.

You cannot call the Incoming SMS No, it is for text messages only.

Your SMS messages will come into the system as emails and they will communicate directly with the system.

A log is kept of all outgoing and incoming messages. If a message sent is successful or unsuccessful, it is recorded in the log.
It would be a good idea to save the incoming SMS number to your phone.

Accept or Decline Shifts Via SMS

If you receive an SMS in the form of a question, asking you whether or not you are available for a certain shift, you can now reply via SMS directly to the database to either Confirm or Decline that shift.

This SMS will appear something like this:

“Can you do – Wed 12-09 07:45am, until 18:00pm approx. at The Hilton? Please reply 309y for YES or 309n for NO.”

In the above example, the number you see (309) is the shift number.

If you would like to do this shift, all you have to do is reply to the SMS you were sent with the shift number and a “y” for yes (309y). There should be no spaces or any other characters. If you cannot do the shift then reply to the SMS with the shift number and a “n” for no (309n). The ‘y’ or ‘n’ can be upper or lower case.

If you choose to accept a shift, you will receive a ‘Confirmation SMS’ that looks like this:

“Confirmed: Wed 12-09, 07:45am until, 18:00pm approx. at The Hilton,
477 Pitt St, Sydney, SOB, Rob Hunt, 0412968317. Cheers”

In the above message 15 mins has been deducted from the actual ‘Call Time’ to encourage you to be punctual. Also, the end time is approximate, please allow 4 hours after the estimated finish time in case the job takes longer than expected (unless you have another booking with your company).

Sometimes “Can you do…” SMS’s can be sent to multiple people to increase the chances of getting the shifts booked quickly. If you receive a “Can you do…” SMS and reply with a ‘y’ (309y) but it has already been given to someone else, then you will receive a message that looks similar to this:

“Shift 309 is no longer available. Please stand by for more work. Cheers.”

SMS Reminders

If enabled by office, you may receive a reminder SMS sent to you at 16:00 the day before your shift. It looks like this:

“Tomorrows Job: Wed 12-09, 07:45am until, 18:00pm approx. at The Hilton,
477 Pitt St, Sydney, SOB, Rob Hunt, 0412968317. Cheers”

Also, if your shift is due to begin between the hours of 2200 and 0800 (after hours) you may receive another reminder SMS shortly before your shift time (if enabled by office). The purpose of this SMS is a last minute fail safe in case you have forgotten that you were working that day. Always leave your phone switched on, near you with the volume up if you have an after-hours shift, in case you accidentally doze off. Your ‘After hours Reminder SMS’ will look like this:

“Reminder: Wed 12-09, 07:45am until, 18:00pm approx. at The Hilton,
477 Pitt St, Sydney, SOB, Rob Hunt, 0412968317. Cheers”

You are not required to do anything at this point, as these are just reminder SMS’s.

SMS in Times at the End of Your Shift

Once you have finished work, shortly after your shift is completed; you can send an SMS to the Incoming SMS No detailing the hours you have just worked. You can reply to any of the messages sent to you from the “Incoming SMS No” in order to achieve this. The text message should be in the following format.

Start Time (4 digits, 24hr time, and no punctuation) Space (1 space only, no punctuation) Finish Time (4 digits, 24hr time, and no punctuation)

You do not need to include your name, or any other information at all. You are in effect communicating with the database yourself and locking off your own shift, so your SMS needs to be in the correct format.

0800 1700

If you worked from 8am until 5pm straight through, without a break.


If you worked from 0800 till 1730 and had a half hour break at midday, your SMS should be sent in between 1630 and 1830 (at the latest) in the following format:

0800 1200 1230 1730

If you received two breaks, then SMS them in the same format. For example, if you started your shift at 0800 and finished at 2100, but you were given a 1hr break at 1200pm and another half hr break at 1800, then your SMS should look like this:

0800 1200 1300 1800 1830 2100

If you SMS an incorrect start time the system will not read your message.

If you SMS any other info than the info required such as ‘Thanks’, ‘Great Client’ the system will not read your message.

If you send your times through more than an hour after your finish time (or more than an hour before your finish time) then once again, the system will not automatically lock off your shift.

So with your mobile phone, online or a combination of both, you now have the power to accept or decline work, lock off your shifts, view all of your employment details, upload any relevant documents or certification and enter your unavailability.

6.1.2 ICAL – Internet Calendar Subscription (Outlook, Google, Ical Calendars)

Personal Details > Ical 2.0 Icon C 

Staff members can create a subscription directly from their Crew Login Page of the Personnel Manager to Internet Calendars such as Apple iCal, Outlook Calendar or Google Calendar to display their Shifts in their Calendar.

You must log into your Crew Page and see the little iCal icon. Right click on this Icon and Copy the Link, then follow the instructions below:

Instructions for “how to display your shifts in your ICAL”:

Right Click on the ICAL 2.0 Icon on your Crew Member Details Page, select Copy Link (to copy the URL).

In your ICAL click Calendar then Subscribe and paste the URL after the words Calendar URL.

Select Auto Refresh every 5 mins and Save.

Instructions for “how to display your shifts in your OUTLOOK Calendar”:

Right Click on the ICAL 2.0 Icon on your Crew Member Details Page, select Copy Link (to copy the URL)

In OUTLOOK select the Calendar then Open Calendar, select From Internet then paste the URL when prompted.

Your Outlook Calendar will now automatically download your Upcoming Shifts from Personnel Manager.

It is suggested that the instructions above is copied and pasted into the Crew Message text box of the Global Settings Page in Admin Access.

Now staff members will be able to see all of their Upcoming Shifts in their Internet Calendar. If a Google map is associated with the Meeting Place of the Venue, then a link for this map will appear in the calendar entry. In this way a staff member can use their Calendar to see all of their shifts and navigate to the exact location of work site.

6.1.3 Crew APP

You can set up your web app to have an application shortcut icon added to a device’s home screen, and have the app launch in full-screen “app mode” using Chrome for Android’s “Add to home screen” menu item.

How to add Crew App to Homepage Android:

Select Add to Home screen >

How to add Crew App to Homepage iPhone:

iPhone users are prompted to add the app to home screen and open in web app when they first open the crew app.