Administration

You can make individual configurations for all areas in the administration.

Among other things, you can change or add designations, types or categories according to your needs, create individual fields with additional information or define which data should be transferred to jobs or sub-jobs.

General

Company

Enter your company, band or club name here. As this name is displayed in many places in CrewBrain, it should represent your company or band, but may differ from the contractual partner in the contract management.

Select the logo here that is to be displayed once in the desktop view but also on PDF printouts and emails.

Under “ Terms” you can select the terminology that is more practical for you, depending on your target group.

You can also make various settings for your PDF reports here.

Branches / Departments

If there are several branches or departments in your company, you can create them here and enter their branch or department managers and employees. Projects and jobs can then be divided into branches or departments (must first be activated under Administration > Projects / Jobs > Defaults) and can also be filtered accordingly in all calendar views.

User groups

With the exception of the “Administrator” user group, you can define the rights of all other user groups here or create new ones. With the many configuration options, you can perfectly map the hierarchy of your company. This is because write permissions can not only be assigned “globally”, but also - if you use the “Departments” feature - restricted to your own department, subordinate employees or defined departments, locations or personnel categories. The latter can be defined at the end below the rights. Multiple selection is also possible here.

You can assign these user groups to your employees in the base data. An employee can also be assigned to several groups. In this case, the group with the “highest” right counts for the employee. So if a right in one of the groups is set to “Write”, the employee has write rights.

Localization

Specify your time zone, your currency, the number, date and time format here. Whether the distance should be specified in kilometers or miles, which day the week should start with and the name display.

Miscellaneous

Here you can make various settings for file exports and whether the duration should be retained when changing the time periods in the job.

Cost centers

Additional cost centers can be stored here, which can then be assigned to locations, departments and job types.

Text templates

Define your standard text templates here, for example for employment contracts, work contracts, booking confirmations in jobs or safety instructions. These can then be selected when contacting employees (for requests, booking or free text emails) or in the respective employee profile in the base data (employment contracts).

A “standard employment contract” is already stored. Please adapt this individually. If required, several contract texts can also be stored. You can subdivide the text templates for a better overview. If you add a new “Text template”, you can assign it to the previously created subdivisions and generate texts using placeholders. Employment contracts are then generated directly from the respective employee profile in the base data. The employment contract and then the desired text template can be selected there via the print icon at the top right.

The text for the order confirmation (for employees and customers) can also be defined here.

Calendar

General

Define general settings for the calendar here. For example, whether a job or project should be created automatically when you click on a date in the calendar, or whether the customer name, location or project name should be displayed in the calendar before the job title.

Export

Released CrewBrain appointments can be automatically displayed on your homepage. The retrieval takes place as an XML or JSON file via https://demo.crewbrain.com/xml/termine . Specify here what exactly should be exported to the homepage.

Official holidays

The vacation periods or official holidays entered here are displayed in the “Overviews” calendar. Official holidays are taken into account in the calculation of working hours and vacation quotas. Therefore, only enter official vacations that apply in your country/state. To avoid having to enter everything manually, you can also upload an iCal file with the relevant dates here. You can find corresponding iCal files with vacations and official holidays for your country or state on the Internet.

You also have the option of adding further categories for official holidays.

Calendar Block

Enter school or company vacations here for information purposes. These entered info periods are then visible in all calendar views, but can be hidden again with the corresponding tick (calendar block).

If you want to store the official school vacations, you can also import and upload an ICal file below. This eliminates the need to create the individual vacation periods manually.

Shifts

Here you can automatically define recurring shifts which are then created regularly by CrewBrain. Click on “Add shift”. Name the shift, assign it to a project, a job type, a location or a department if necessary, select the duration of the shift and the days on which it is to be created automatically.

If desired, a main job per week or month can also be created for each shift. The shifts automatically become sub-jobs that are assigned to the corresponding main job.

Placeholders can be used for both the title of the shift and the title of the main job to be created. For example, the date can be added to the respective shift for better differentiation.

In addition, the respective personnel requirements can be defined directly. The shifts are automatically created by the system on Sundays.

Under Settings, you can define for how many weeks in advance the shifts should be created.

Individual changes can be made for each shift in the calendar and will not be overwritten by the stored shift. If shifts are to be changed globally, this can be done here in the administration. For each change, you can specify the date from which the change should apply.

Projects

Project-ID

Decide here how your projects should be numbered. By default, CrewBrain numbers all projects with an ascending, consecutive number.

Project-Types

Here you can define different project types, which are highlighted with a special color in the calendar. You can filter by these types in the calendar. You can also subdivide the project types.

Project status

Here you can enter your own designations for the status of your project.

Defaults

Here you can make default settings for the individual project types that should take effect when new projects are created. For example, you can decide here whether the titles for jobs should be generated automatically, which data should be transferred to jobs and which projects should be visible to whom in the time clock.

If projects are to be subdivided according to branches and departments, this must first be activated here. You will then find additional dropdowns for selecting a branch and a department in the dialog for projects.

Additional data

If you are missing information fields when creating a project, you can create them here. You can define these fields either as mandatory fields (such a field must always be filled) or as private fields (such a field is only visible to schedulers). In order to create a visual separation for larger lists of additional information for a better overview, you can add a “separator line” under “Type”. You can find more detailed information on this here.

Individual tabs

Here you can create individual tabs for your jobs. This means that additional information such as time, material and guest lists or other additional data fields can be created individually for all jobs. These tabs are displayed at the top of a job as additional icons and can be opened there.

Jobs

General

Here you can make general settings for jobs.

Job-ID

Decide here how your jobs should be numbered.

Job types

In order to better identify jobs in the calendar, different types can be defined here, which are highlighted with a special color in the calendar. The calendar can also be filtered according to these types.

Job status

Here you can enter your own designations for the status of your job.

Defaults

Here you can define default settings for the individual job types that should take effect when new jobs are created. For example, when the jobs should start by default, how long they should last, what should be in the description by default or who is allowed to see the job documents. You can also select here which data should be transferred from a main job to the sub-jobs automatically or after confirmation. If the option “automatic transfer to sub-jobs” is activated, these can no longer be edited in the sub-jobs. This prevents confusion or data loss, as not all users are aware that their entries may be overwritten.

If jobs are to be subdivided according to locations and departments, this must first be activated here. You will then find additional dropdowns for selecting a location and a department in the dialog for projects.

Request & Bookings

Define your settings for requests & bookings here. If the system informs you that the employee is already scheduled when scheduling, check the first box under “Requests”. If you want the system to actively warn you about double bookings, check the second box. The system then offers you the option of canceling the parallel request immediately. For the reminder for open requests, you can also enter any time period in days when the reminder should be sent.

Under “Offer” you can activate the option for employees to register for jobs themselves. (However, it is also necessary to assign the corresponding right in the user groups). Optionally, you can only do this “if all mandatory certificates and service instructions are available”.

Additional data

If you are missing information fields when creating a job, you can create them here. You can define these fields either as mandatory fields (such a field must always be filled) or as private fields (such a field is only visible to schedulers). In order to create a visual separation for larger lists of additional information for a better overview, you can add a “separator line” under “Type”. You can find more detailed information on this here.

Individual tabs

Here you can create individual tabs for your jobs. This means that additional information such as time, material and guest lists or other additional data fields can be created individually for all jobs. These tabs are displayed at the top of a job as additional icons and can be opened there.