Job Sheet contains all shifts within the one job/Sheet Number, job details can be added and edited here. Admin can group shifts on the Job Sheets page by Shift, Date or Activity, this is located in Admin Settings see guide 10.1.6 Ops Home Configuration for more information. You can open job sheets from the jobs home page and shifts page.
Job Page, click the job sheet number you wish to open:
Shift, click the pencil icon next to the shift you wish to open in the job sheet.
The below image is was a job sheet looks like.
Exploring the Job Sheet:
The job sheets has many different functions, this guide will help break down the different functions step by step to make sure you have a better understanding.
Job sheet Description allows you to add a description for the job.
Job Sheet Number: When selected in Admin Settings by ticking the box “Use In-house Client Reference Numbers” CC displays ‘In-house Client Reference Numbers’ instead of ‘Default Reference Numbers’ on Job Sheets, Invoices, and Quotes. Then any number or name can be given to Job Sheets “manually”.
Working with TEMPLATES: On any job sheet, it is possible to save a template. This can later be opened to recreate a previously existing job sheet with new dates to save you the effort of entering all the information into a new job sheet each time.
Here is how:
- First create a job sheet that you would like to create a template of,
- Click on the drop down arrow next to “Import Template”, choose “Save Template”,
- A dialog box appears to enter the name of the template with a warning: “Please make sure you save any changes before saving a template. Also be aware the use an existing template name WILL OVERWRITE the existing template.”
- Enter a name, click “Okay”,
- Create a new job sheet and click “Import Template” button,
- A dialog box appears asking which template to open. Type a few letters of the name then select it from the drop down list. Then enter the first date to start the job sheet from.
For Example: if the saved job sheet had 3 shifts on the 1st, 3rd, and 5th of March and if 10th of March has been entered as the “First Day”, then PM creates the new job sheet with full details (Times, venue, activities…) of 3 shifts on the 10th, 12th and 14th.
Tags: Tags are useful when it comes to visually categorising job sheets on the Job page. Click “Tags” button, a drop-down list appears, click “Add New Tag”, click Save at the bottom of the Job Sheet Page. Once created all tags will appear in the drop-down list under “Tags”, where they can be selected or deselected. Selected Tag will appear on the Ops Home page and can help to categorise different job sheets. For example, a tag named “Xmas” can be created and all job sheets related to Christmas can be tagged for an easy view on the Jobs page.
Select Team Leader: This allows you to select a crew member who is a team leader level to be a team leader for the overall job sheet and give them access to overview the job sheets.
If a shift has been saved with a crew member assigned to it and you press CONFIRM for that particular shift, the SMS page will bring up the Confirmed message for the selected shift to be sent to the crew member once more.
If numerous shifts have been selected then all the SMS will be brought up with their respective Confirmed messages. This message can be modified or completely deleted and a new message can be entered manually.
The message will appear: Confirmed: “Date”, “Time On” (Minus 15 mins) until, “Time Off” approx, at “Venue”, “Meeting Place Address”, “Client”, “Onsite Contact Name”, “Onsite Contact Mobile”, cheers For
Example the SMS will appear like this: Confirmed: Fri 25-05, 08:15am – 11:30am approx, at Opera House, Stage Door, SHS, Dave Neil, 0412968412, cheers
Tip: When you can’t find crew or Staff for a shift or job, please make sure to check
- Activity is assigned
- Crew/Staff is assigned to the correct business
- Crew/Staff Groups
- Incompatibility (This function makes Crew Members incompatible with certain Clients. This will remove their names from the list of the available crew when issuing shifts out for a particular client making it impossible to send certain staff to certain clients.)
Operations Notes: When new bookings are creating online, clients have options to add special instructions/notes/information that regards the booking. See the Operation Notes section at the bottom of the Job Sheet Page.
Show Shift: Alter how many shift you will like to see per a job page.
Upload a new file: Required documents available to attach in the Job Sheets, Crew members who have shift/s booked within the Job Sheets can view the attached documents online from the Crew Pages.
To attach, click “Upload File” and provide a name for crew to see, browse through the computer and select upload.
Add Induction: Select a pre-existing in duction in the system or create your own induction that will be allocated this job sheet. The crew will have to see read the induction before commencing the job
Job Sheet Columns
S: This will take you to the scheduler page
No: A Shift Number for each shift that is automatically assigned by the database.
Copy: “Copy” Icon appears for each shift, click to open a popup dialog box with the ‘Copies’ Box to enter a number. The number entered in the ‘Copies” Box indicates the amount of time you request to copy this individual shift.
Note: “Copy” Icon only works on a single shift, select multiple shifts will not copy all shifts at the same time. Make sure to check the shift number on the popup dialog box when copying shifts.
Lock: When shift is locked a ‘Padlock’ Icon will appear in the Lock column (See “Lock Shifts” under “Dashboard” / “Job Sheets Page” for more info)
Date: To enter date format as DD-MM-YY.
On the New, Shift row date has defaulted to Sunday of the current week.
- Always check for the correct Month at the Beginning/End of months as the date may default to the previous or following month.
- Always check for the correct date after entering either 24:00 or 00:00 to make sure that it has not been changed to the intended day
Once clicked “Save” the day of the week will appear on the left of the date.
Time On: This must be entered in 24hours format e.g. 00:00, 14:00, The “:” (Colon) can be substituted for a “.” (Full stop) so to enter 03:30 you can simply type 3.3
Tip: For 15:00 you can simply type 15 and press Tab. 00:00 refers to midnight at the very start of the day. 24:00 refers to midnight at the very end of the day.
If you type 24:00 on a Monday the database will automatically translate it to 00:00 on Tuesday.
Time Off: Time Off has the same format as Time On.
If a shift commences on one day and finishes on another, you can enter the finish time in either day’s time.
E.g. If a shift commences at 22:00 pm on Mon 02-04-17 and finishes at 02:00 am on Tue 03-04-17, then you can enter either 26 or 2 as finish time and the database will correct the finish time to 02:00 am.
Hrs: Hrs is the Total working hours excluded Break times.
Rate, Paid and Charge: Rates are assigned by adding/editing an activity in the Activities Page. (See “Activities Page” for more info)
Pay Rates and Charged Rates can be entered under the “Activities” tab. “Paid” is the rate pay to the staff hourly for conducting the activity in the scheduled time period. “Charge” the rate that client will be invoiced for this particular shift. In the Global Settings Page, when “Hide Pay and Charge Columns” is switched to “Yes”, the ‘Paid’ and “Charge” rates will not appear in the Job Sheet.
Pay Date: The scheduled date to pay.
Extra: Add extra charge to the shift, this will not appear on the job sheet
BTT (Break Times Total): Indicates the Total amount of break times per shift. To view Break times, click on the “Paper-Pencil” Icon next to BTT column, the popup window opens with break details where crew members entered via SMS while locking their shifts. Admin user optional to edit breaks manually by entering start and end times, please note that Admin users override crew breaks.
Note: Admin has the ability to delete Break Times submitted by Crew, or any other breaks that has entered previously.
Click the Break Edit Icon, click on Red Delete Icon on the Break popup window.
TS: Time sheet click the clock to open the timesheet for the crew, you can edit the time and break and lock the timesheet.
Crew Name: Crew Member available to select from the arrow drop-down list or by enter names to bring up matching names. The drop-down list will be empty when no crew members is added from the “Crew” Page.
- When a Crew Member has been booked on another shift their name will be in Red colour and an asterisk “*” will appear next to it.
- When a Crew Member has made unavailable for a shift from the Crew Page, their name will be in Red colour and a (#) will appear next to it.
When a shift is sent to a crew via SMS, crew member replies “yes” and confirmation SMS is send and the crew name will automatically appear in the Crew Name Box. See “Offering Shifts and Confirming Crew” under “Job Sheet Page/ Edit Page” for more info.
Crew names can entered manually to sent a confirmation SMS, once Confirmation SMS is send the Crew Name appears Black. optional to enter crew name and saved for the shifts without sending a Confirmation SMS (Name will appear in blue) and lastly name can be entered and sent an “Offer Shift” message (Name will appear in green, until crew replies yes to it, then turn to black).
In the Global Page there is the feature “Permit Crew Member Unavailability to be Viewed by a 3rd Party”. If this feature is switched on then the bookings/unavailability information for crew members will be “shared” by other subscribers to the Personnel Manager software.
Message: Message column display the status of Incoming/Outgoing SMS Messages
- B = Basic Send which was not associated with a Job
- C = Confirmed SMS
- M = Multi SMS
- S = Single SMS
- L = Linked SMS
- Co = Connected SMS
- I = Incoming SMS
- A = After Hours Reminder
- N = Next Day Reminder
- OA = Onsite Contact After Hours Reminder
- ON = Onsite Contact Next Day Reminder
- Lo = Loser Multi Shift Message
Activity: Activity must be entered/selected from the Drop-down list, the list contains all pre-entered activities from the Activities/Rates Page. The selected activity will automatically be adjusted to the pre-set rate for the shift.
Example: Rate A – (amount a person earns per hour between the hours of 08:00 and 20:00) and Rate B – (amount a person earns between 20:00 and 08:00)
Ability: Crew ability, select from the drop-down list
Venue: Details of the location that crew members will meet for the shift to commence. When typing names in the Venue text box it also does Search function as any match venue names will appear in a drop-down list for selection.
When typing names in the Venue text box it also does Search function as any match venue will appear in a drop-down list for selection. If the venue name is not in the drop-down list, means it has not in CC. Add the venue by clicking the plus button. A pop-out window will open for you to fill out.
Room: Room is the specific detail of the venue location with option to add/select from the drop-down list, click on the Green ‘+’ Icon to add. Rooms also available to edited/deleted in the Venues tab. When room detail is added, the information is sent in Outgoing emails to crew and in Job Details on crew’s personal pages.
Meeting Place/ Address: Once the location is added the details in a drop-down list, which will help speed up the process for the similar shift. the meeting details also sent within the SMS Messages to crew.
To add a new Meeting place, clicking on the “map” Icon to bring up a popup map window then click on “Add New” and type location name/details, move and drop the pin to the accurate point on the map then press “Add”. (For more info see “Venues” tab).
Tip: Meeting points can be edited in Venues tab.
Onsite Contact: Onsite contacts are available to add by clicking “+” Icon next to the drop-down list. Please include area code and no spaces when typing in the contact numbers of the onsite contact person. Added contacts will retain in the CC system for future use, the list will be available to select when edit Job Sheet, all contacts are available to view/edit/delete on Client Profile Pages. (For more info see “Clients” tab).
PO No: PO number optional to add for reference which also appears on the Invoice.
Notes for Staff (Client editable): Admin or Clients can add notes in this box, notes will include in SMS Messages sent to crew and available to view on Crew Pages.
Example: “Outdoor job, bring water”
Note for Statt (Ops Section): Admin can add notes in this box and not be seen by clients, notes will include in SMS Messages sent to crew and available to view on Crew Pages.
Message Reminders: Tick ‘Messages Reminder’ to sent a reminder SMS to the confirmed Crew members.
There are 2 types of reminder messages:
SMS Reminder 1 is send before pre-set time of each shifts.
Example: You can select an SMS Reminder sent to your staff with the details of their shift at 16:00 one day before their shift. SMS Reminder 2 can be selected for (X) minutes before the commencement of shift.
Example: You can select a secondary SMS Reminder sent to your staff with the details of their shift at 30 minutes before the shift commencement on 10:00.
TIP: In the Global Page, SMS Reminder can be switched On or Off.
Update Rates: The Rates may not be updated if crew members have different rates and swapped shifts. Prior to processing Payroll/Timesheets, the rate is available to change in “Update Rates” feature in Shifts Page.
Update Breaks: Same as “Update Rates” feature, Breaks is available to edit prior to processing Payroll.
Tick box next to one or more shifts then use the action bar in the footer to perform the following actions.
Deleted Shifts: The selected shifts will be deleted without a message sent to crew
Cancel/Delete: When shift/s is canceled/deleted a Cancellation SMS is sent to notify crew.
This feature is available when time or date has changed, when shift time/date has updated click on the “Time Change Button” to open a new window with an SMS message ready to send to affected crew member to advise changed information and requests crew to reply confirm/accept the changes. The status of the changes displays as followings:
- Crew Name appears as Green colour on the Shift Page, ‘S’ (sent) in MESSAGE column also indicates a message has been sent.
- Crew Name appears as Black colour when crew member/s has confirmed and accepted.
- Crew Name appears as Red colour to indicate crew has denied the changes and ‘D’ (Denied) also appear in MESSAGE column.
Scheduler/ auto: Please see guide 4.3
This option is used when sending out Shift Offer Messages to staff members. Click and opens up a page called the MultiSMS which allows you to offer shift/s to multiple staff members. The default SMS appears in the text box (editable and customisable in Global Settings) with another box with the list of Crews that are assigned to the Activity.
In this list, Crew Members have an asterisk next to their name indicate that are booked at that time, Crew Members have a hash symbol (#) next to their name indicates they entered their Unavailability, any other crew members are available for shifts.
Offer Same: The Same Crew SMS features works in two ways.
1. You can book multiple people on several shifts, with a view to keeping consistent staff booked on those shifts, provided you select an equal number of shifts on each occasion. For example, if on the Shifts Page, you had four shifts for four people from 8am to 12pm and you needed the same four people to return on four subsequent shifts, perhaps that evening from 8pm to 11pm, you would have to select all eight shifts (it has to be an even number of both to work, four morning shifts and four evening shifts) and choose “MESSAGE Same Crew Shifts” in the “Select an Action drop down list or press the edit (pencil icon) to enter the Shift Edit Page, then leaving the Crew Member name blank, press “Offer Shift Same Crew”. This will bring up the default SMS (customisable, editable) and a crew list of available crew for that Activity. Once again crew that are already booked in all time slots will have an asterisk * next to their name and those that have entered their own unavailability will have a hash symbol next to their name #. In this Same Crew SMS mode if a Crew Member is already booked for one but not all of the shifts, a *+ will appear next their name and if they have made themselves unavailable for one but not all of the shifts a #+ will appear next to their name. The message will create one shift number for both (or all shifts) but will offer crew both shifts in the same message. Depending upon how you have set the Default Settings for the Same Crew SMS message in Global Settings, the message you’ve send, in the case of this example, may look like this:
 Can you do 2 shifts, Sun 05-07, 07:45am – 12:00pm & Sun 05-07, 20:00pm – 23:00pm approx., at Cronulla Beach ? Client – X Productions. Reply 715Y for YES, 715N for NO. Await Confirmation.
The Crew Members are accepting both shifts by replying 715Y. With this facility it would be possible to select all eight shifts (four in the morning and four in the evening) and send this message to eight or ten or twelve Crew Members (however many you think necessary to get the job filled). Once again, the system will wait the predetermined length of time that you have programmed into it; the first four of the highest ranking to reply in the affirmative will be awarded the job and will receive the confirmation messages. Those who missed out will receive the declined message to inform them that they will not be needed and to stand by for more shifts. Once again, on the Shifts page, it will be possible to see which shifts have been sent out using the Offer Shifts Same Crew feature because in the shifts, under the SMS field, it will show SC “?” and the shift number created by the system for these shifts, in this example SC (715). There will be the “?” next to the SC (715) of the first of these ‘linked’ shifts. If you pressed this “?” icon, a list will open of all the crew you sent the Same Crew SMS message to, including the time the message was sent. As you refresh the page you will see Y and N appear after the names of the Crew Members that have responded yes or no to the shifts and the times they responded.
2. The second way that the “MESSAGE Same Crew Shifts” can work is offering multiple shifts (under different clients and job sheets) to one Crew Member, for example, an entire week or fortnight’s work. In the Shifts Page, you need to select all the shifts that you wish to offer to the one Crew Member and press the edit (pencil icon) to open the Shift Edit Page. Press the “Offer Shift Same Crew” button, select the crew member you wish to offer the shifts to from the Crew list and press Send SMS. The content of the SMS will say how many shifts are being offered with dates, times and locations.
Offer Multi: Multi Roster Message option works the same way as the MESSAGE Same Crew Shifts.
Message Multi Roster Shifts allows you to offer several shifts in one SMS/Email to a Staff Member/s. If they accept the Shifts offered, they receive a Confirmation SMS with the details of all their shifts in one SMS/Email.
On the Shifts Page, at the bottom of the screen under Select an Action, and in the Shift Edit Page and the Job Sheets pages, there is the option MESSAGE Multi Roster Shifts. This feature allows you to offer multiple shifts to a Crew Member or several Crew Members in a single Message (SMS/Email) per Crew Member. The Crew Member/s only need to reply with a single SMS accept to be confirmed for all shifts.
For example: You could create an entire roster for the following week, select all the shifts you want in the Shifts Page, scroll down the bottom of the page, under “Select an Action” select the MESSAGE Multi Roster Shifts. All Shifts will be presented in SMS/format to the staff to accept the shifts in one go. When the Crew Members accept the shifts, they will automatically be sent Confirm Multi Messages (after the predetermined length of time that is customisable in Global Settings under SMS Incoming Configuration, after Incoming SMS Accept Shifts Interval).
Confirm Shift: By selecting shift/s and clicking this option you simply make a Crew member/s confirmed for a shift without sending them a Confirmation Message. Their name will appear Black on the Shifts Page with a C next to it (under the SMS field) indicates they have Confirmed.
Confirm Message: This will send a confirmation message to the crew who is booked for the shift
Confirm Multi: Confirm multiple shift with the same crew
Lock: Shifts must be locked with the correct times in order to be processed by Payroll. Once the Start/Finish/Break times are ensured correct, shifts can be locked using this option from the drop down menu. Once locked a Padlock Icon will appear next to the Locked Shift.
Admin Lock: Shifts must be locked with the correct times in order to be processed by Payroll. Once the Start/Finish/ Break times are ensured correct, shifts can be locked using this option from the drop-down menu. Once locked a Padlock Icon with the word ADMIN under it will appear next to each shift/s. Admin Locked Shifts can only be unlocked by ADMIN users.
Payroll Lock: The job is locked for payroll the time sheet will be sent to be paid
Unlock: This option reverses the Locked or Admin Locked actions.
Copy Shift (s): The selected shifts will be copied
Deleted Shift (s): The selected shifts will be deleted
Message Cancel & Delete Shift (s): Delete/ cancel shift and a message will be sent to the crew member to notify them
Message Notify Staff of Change: The change in the selected shift will be sent to the crew
Message Notify Staff of Change: The change in the selected shift will be sent to the crew
Highlight Shift(s): Highlight the shift, this reminds you to make changes to it
Remove Shift(s) Highlighting: This removes the highlight from the shift.
Add Job Sheet
If you wish to open a blank job shit for a client click Add Job sheet. This will open up a blank job sheet for the client.
Qty: meaning the Quantity of shifts, the number in the box will be the amount of times this same shift will be duplicated once you click “Save”.
Example: You have 10 people working on this shift, you type 10 in the box and the row will be duplicated 10 times.
TIP: Pressing Tab will advance you to the next field. Pressing Shift + Tab will take you back to the previous one.