Jobs

To create a job either click on a date in the calendar or click the + symbol in the upper right side. A new dialog will open allowing you to create the complete job, including personnel, sub jobs, time recording, and much more.

Information

All the relevant job information is entered first on the left-hand side of the screen. This includes the title, the date, the type and the status. Type and status can be customized under Administration > Jobs > Job types and Job status.

You can name a scheduler and a project manager (optional). Clients and locations can be selected directly from your database. Alternatively, you can create a new client/location via the window that opens by clicking on the plus sign at the bottom and entering all the relevant information.

If you need more or other data fields, just add new ones here Administration > Jobs > Additional data. If necessary, you can store additional information in additional fields for your jobs. You can also define these fields as required fields (such a field must always be filled) or as a private field (this field is only visible to schedulers).

For even more detailed information, you can also enter a description (you can use text templates here), upload documents (you decide who they are shared with) and write comments. The comment function works like a chat, where you can decide for each comment whether it can be seen by everyone or only by the schedulers or project managers. Self-written comments can be edited or deleted afterwards. With the appropriate permissions, comments written by others can also be edited or deleted. It is also possible to upload documents in the chat.

Quick start

When you open the new job for the first time, you will see three different variants on the right side, which represent possibilities on how to plan your job further. If it is a small job for which you "only" need a few employees, then go to Plan your personnel requirements. If you have a bigger job with several sub-jobs or different shifts, then go to Plan a Production or Tour. Or do you want to first request which employees are available for your job? The choice depends on the goal of your job. Depending on the option you choose, you will go directly to the right screen. With "Plan your personnel requirements" (one-day job), you can directly specify how many employees per category you need for your job. With "Plan a production or tour" (multi-day job) you will get directly to the tab for planning sub-jobs or shifts. "Request employee" displays all employees.

Settings

In the top right corner of each job, you will find a whole series of icons to help you plan and manage your job:

• Employees
• Sub jobs
• Overview
• Tasks
• Working hours
• Locations
• Invoice insert
• Risk assessment
• Traveling expenses
• Homepage export
• Expense recording
• Statistics

Individual Tabs

If you have created one or more of these tabs under Administration > Jobs > Individual tabs, they will also appear with the corresponding icon in the top right corner of the job dialog. With these individual tabs, additional information such as time lists, material lists, guest lists or other additional data fields can be created individually. The contents of the individual tabs can be copied or imported here, in the job, from any other job or project.

Print view (PDF)

List of participants

If you have created a job, requested, added or booked employees for it and then click on "save", you can have various employee lists printed out via the print view in the top right-hand corner. This includes a job overview, a personnel plan, statistics, signature lists, distribution lists, lists of participants, time sheets, task lists, booking confirmations and a list for Covid-19 tests. For almost all lists, you can select what information to include.

If you use the personnel leasing tool, you'll also find printing options for personnel deployment overview, personnel leasing - concretization, personnel leasing - performance records, personnel leasing - transfer contract.

You'll also be able to print out your individual tabs.

Contact employees

Send request and booking email

Using the email icon in the top right corner, the relevant emails will be sent during the request and booking process. Without actively sending these mails, employees / freelancers / or subcontractors will not be requested or booked in the new request dialog. Next to each employee involved in the job, you will see an email icon with a red X. Only when the request or booking mail has been actively sent, this symbol disappears and you thus know that the corresponding mail has been sent out.

Send tender email

Contact employees

If you want to request all employees, freelancers and / or subcontractors of the required categories for a job at once, then send them a tender email. Use the email icon in the upper right corner of the job and select "tender email". All categories listed in the job will be displayed and for each category you can define whether the request should be sent to employees, freelancers and / or subcontractors. The email will be sent automatically to all persons of the selected type listed in the database, for whom the desired category is specified. If several categories apply to a person, only one e-mail is sent for the job with all categories. The recipients of the tender can now actively offer to work at the job and thus respond to the tender. Afterwards, the scheduler or project manager can choose which of these persons he would like to finally book.

Sending the tender email within a main job or project enables the tendering of a tour or project in a single step. It is also possible to add a free text to the email.

Send free-text email

Send a free text email to one or more recipients here. You can also choose from your text templates here.

Send confirmation email

If you have planned your job a long time ago and now you are not sure if all participants will be present, then send them a confirmation mail. With this, all booked employees will receive a mail or push notification requiring them to actively confirm their participation.

Copy job

Copy job

Since you can't create templates in CrewBrain, we solve this problem by using the copy function. So if you want to repeat certain jobs, you can copy them in the upper right corner. You can determine the intervals yourself. From once to daily, weekly, monthly, yearly or for example every second Tuesday of a month.

You can choose a title and select what exactly should be copied. Among other things, you can choose whether the subjobs, the employees or documents should be transferred. The job status can also be selected individually.

Options

In the lower left corner under "Options" you can hide individual jobs from the calendar. This function is especially interesting if you use the synchronization with a rental management software and do not want to see some of the synchronized jobs constantly in the calendar. You can also use filters in the calendar to show hidden jobs again if required.

You can also convert a job here. Into a single job or a project.

You can also officially cancel or completely delete the job via "Options".