Overview

Dashboard

The dashboard is an overview page that can be edited and compiled individually. In the dashboard there is the possibility to create a general dashboard (system dashboard), which can only be edited by the administrators (or the defined group of people). In addition to the system dashboard, each user can also create one or more dashboards of their own. To individualize the dashboard, widgets can be added. Besides adding widgets, you can change their color and position, as well as edit each individual widget - via the pencil in the upper right corner. You can find more detailed information about this in our video tutorials.

If several dashboards are created, or are used, they can be selected in the left menu. In the menu you can also see which dashboard you are currently in.

Tasks

In addition to "classic" event planning CrewBrain also offers the option of creating tasks. These tasks can be created both job-independently and job-dependently. The last area can be found in the main menu. Here you can create new tasks, book working hours for the tasks and set tasks to completed. To keep an overview, tasks lists can be created and shared with other users.

Tasks that have already been created can be edited at a later time. Depending on access rights, you can also distribute tasks to employees. Similar to jobs, you can also create subtasks for tasks.

Calendar

The calendar is the heart of the software and always provides you with exactly the overview you need thanks to a wide variety of views and filters. In each view, you will find four icons in the top right-hand corner that allow you to create a new calendar entry, search for an entry, print out the calendar or download it. In each view, you can select the desired date at the top right. Depending on the view, you can select the year, the month, the calendar week or the day. By selecting forwards or backwards under 'Today', you can move through the years, months, weeks or days, again depending on the view. Filters can be set in each view, making your display even clearer.

Jobs / Events

Jobs and events are identical. Which term is used depends on your settings. The term 'job' is always used in the following. When jobs are created (in the calendar at the top right via the plus button or by clicking on a specific date), they are initially solo jobs for which a date and time must always be specified. If you create a sub-job, the previous solo job automatically becomes the main job. Together with projects, up to three levels can be created.

Example:

Project (the tour of an international artist)

Main job (the stops on the tour: Hamburg, Munich, etc.)

Subjob (the individual shifts at the stations: set-up, event, dismantling)

You can request, set someone on available or directly book employees in a job. If an employee has a fixed booking, their working time can be recorded manually or using a time clock.

In each job, you can create tasks, write comments and/or upload documents, create invoice inserts, enter travel expenses, view statistics and much more. You can plan and manage your jobs using the corresponding icons.

Also take a look at our video-tutorials.

My Jobs

All employees can get a quick overview of their upcoming jobs here. As an administrator, you can view the jobs of all employees and subcontractors and print them out as a list for employees if required. If you move the mouse pointer over one of the jobs, its information is displayed on the right. If you click on a job, its complete screen opens. Depending on your user rights, you can then edit the job. Click on the printer symbol to print out a tabular view of all jobs in PDF format or download the data in CSV or XLXS format. The date of the displayed jobs can also be set manually at the top right.

My Account

All personal information is entered under my account. (These are only visible to authorized employees and are relevant for quick arrangements). In addition to the classic personal data, further data can be entered in this area. For example, time-off can be created and submitted here, calendar subscriptions can be stored or password settings can be made.

Base data

You can enter employees, freelancers, subcontractors, vehicles, clients and locations in the base data. This allows you to create a data pool that you can access at any time when creating projects and jobs. Depending on their user rights, employees, freelancers or subcontractors can enter their own data. This means that your data pool quickly builds up by itself. If you have already saved your employees' data in an Excel file, you can upload it in the employee base data via a button at the top right.

Statement and Time recording

CrewBrain supports different variants for employee statements and time recording. These variants relate to the employee's employment relationship. Freelancers are billed according to hours and flat rates, while a flexitime account is kept for permanent employees, mini-jobbers and working students, i.e. for all those who are bound to your company by a contract. If this is stored in the base data, monthly statements can be created on this basis and times can be recorded (manually or by time clock).

To ensure that the historical time account is still displayed correctly after a conversion, e.g. from an employee to a freelancer, the type of employee is stored at the time of the period. After converting an employee or freelancer, a new period must therefore be created so that the time account is calculated correctly.