App
You can find the app for Android in the Google Play Store, for IOS in the App Store.
The app provides employees with a quick overview of upcoming jobs and tasks, allows them to record or change working hours in an uncomplicated way - even in offline mode - and allows them to sign up for jobs themselves (if set under: Administration > Jobs > Requests & Bookings > Offer services). You can also use the app to create tasks and travel expenses, apply for time off, get an overview of working hours and much more. You will receive notifications as push notifications.
Schedulers can also create jobs and schedule employees via the app.
Log in with your login data.
In the app, you can manage several CrewBrain accounts that you have with different companies. You can store these under More > Companies. To do this, click on the plus sign at the top right and enter the corresponding login data. Your individual accounts are then listed here. Here you can also select which of your accounts is your "default company". The app is then automatically in this company when you open it.
To switch between accounts, click on the name of the current account in the calendar, the time clock or in the projects at the top. At the bottom you can now choose between the different accounts. This eliminates the need to constantly log in and out of different accounts.
Dashboard
Here you will see all upcoming jobs and tasks you are involved in. If you have multiple CrewBrain accounts, you will see the jobs and tasks of all accounts. Click on a job to get its information.
At the top right is the Notification Center. Click on the bell to view and edit all push notifications again.
In the job
Click on a job to see all relevant information such as the location, more detailed descriptions, other sub-jobs, your own booking status, other employees, tasks and documents. You can also post comments and enter working hours via the clock symbol at the top right.
With the appropriate rights, you can edit the job information and enter a description using the pencil at the top right. Under "Working hours", you can manually enter working hours for other employees with the corresponding rights, stamp in the employees involved in the job individually and / or sign the entered working hours in the app via the symbol at the top right (note and pen). These working times are then approved and can be called up in the desktop version together with the signature.
Subjobs
If you are in a main job, open the individual sub-jobs by clicking on "Show all". You will then receive a list of all sub-jobs and can click on them to open them. In a sub-job itself, the other sub-jobs are displayed directly. To do this, swipe the subjobs from right to left. By clicking, you open the respective subjob and receive its information.
If you want to return to the main job from a sub-job, click on "open" in the top right-hand corner.
Request state
If you have been requested, entered or booked for a job, you can change your availability here, select the category, possibly describe the activity and leave remarks. If you have specified in Administration > Jobs > Requests & Bookings that employees can offer themselves for a job and if you have specified the corresponding right under Administration > General > User Groups, you can also register yourself for a job at this point.
You can access the same screen by clicking on the booking status in the top right-hand corner of the job or by clicking on "enter".
Employees
Here you get an overview of all employees involved in the job, divided into categories.
Tasks
Click on "Show tasks". You will get a list of all open tasks and can also add more. If you click in the left-hand box of a task, it is considered completed and appears below the "completed tasks".
The colour of the box to the right of the task indicates its priority.
Click on a task to open it. You can now see the more detailed description, add subtasks, see working times and documents entered so far and post comments.
Click on the clock in the top right-hand corner to enter working times, on the pencil to edit the task.
Comments
Here you can see all the comments that have been posted so far and you can post some yourself. Comments that have already been posted can be replied to, edited or deleted. Click on the number of replies to make the respective replies visible.
Calendar
If you have several CrewBrain accounts and want to switch to another one, click on the name of the current account at the top. At the bottom you can now choose between the different accounts.
You will see all the jobs from the current date that you are involved in. Open them by clicking on them.
You can set filters using the filter symbol at the top right. In addition to your current filter favourites, a time period can be selected here and jobs or projects can be hidden.
As a scheduler or with the appropriate rights, you can create new jobs by clicking on the plus sign in the top right-hand corner.
In the job
In the job you can now see all relevant information, as well as the location, previously stored working times, more detailed descriptions, further sub-jobs, your own request status, other employees, tasks and documents. You can also post comments.
By clicking on the clock in the top right-hand corner, you can enter working hours for this job.
Subjobs
If you are in a main job, open the individual sub-jobs by clicking on "Show all". You will then receive a list of all sub-jobs and can click on them to open them. In a sub-job itself, the other sub-jobs are displayed directly. Just swipe the subjobs from right to left. By clicking, you open the respective subjob and receive its information.
If you want to return from a sub-job to the main job or the project, click on "open" in the top right-hand corner.
Request state
If you have been requested, entered or booked for a job, you can change your availability here, select the category, possibly describe or specify the activity and leave remarks. If you have specified in Administration > Jobs > General that employees can offer themselves for a job and if you have specified the corresponding right under Administration > General > User Groups, you can also register yourself for a job at this point.
You can access the same screen by clicking on the booking status in the top right-hand corner of the job or by clicking on " enter".
Employees
Here you get an overview of all employees involved in the job, divided into categories.
Tasks
Click on "Show tasks". You will get a list of all open tasks and can also add more. If you click in the left-hand box of a task, it is considered completed and appears below the "completed tasks".
The colour of the box to the right of the task indicates its priority.
Click on a task to open it. You can now see the more detailed description, add subtasks, see working times and documents entered so far and post comments.
Click on the clock in the top right-hand corner to enter working times, on the pencil to edit the task.
Comments
Here you can see all the comments that have been posted so far and you can post some yourself. Comments that have already been posted can be replied to, edited or deleted. Click on the number of replies to make the respective replies visible.
Manually recording times in jobs and tasks
If you are in a job in which you are involved or in a task, you can enter or change working times for the job or task by clicking on the clock symbol in the top right-hand corner (if you have set under Administration > Time Recording > General that times may be changed retroactively). A screen opens in which you can select the date and time manually by clicking on them. If desired, you can also enter an activity and select the time category - is it working time, travel time, training or a break.
Creating a job (scheduler)
Via the plus sign in the top right-hand corner, you can create new jobs with the appropriate rights. Enter all relevant information and, if necessary, a description. After saving, the newly created job appears in the calendar so that you can now enter the staff requirements and the staff members. To do this, click on "Show all" under "Staff & Resources". By clicking on the plus sign in the top right-hand corner, you can enter the desired categories with the corresponding staff requirements. To fill the individual positions with employees, click on the plus sign to the right of the corresponding category. Here you can now use the filters to find the right employee, freelancer, subconstractor, vehicle or room and add it to the job by clicking on it.
Time clock
Here you can easily clock-in times to jobs, projects or independent times even in offline mode. In this way, employees can also participate in time recording when they are in an area or region without reception or internet access. The working times are then synchronised as soon as the app detects an active internet connection again.
The default setting for clocking in is always the job for which you are currently booked. If you have several CrewBrain accounts, please make sure that you are in the correct one or change the account by clicking on it.
Recording working time
To clock in for the job you are booked for, simply click on "in", for breaks click on " pause" and to clock out click on "out". If you want to clock in for another job, project or independent times, click on the top line of the time clock and then select the appropriate one below. In the desktop view you can select which project types should be visible to whom in the time clock under Administration > Projects > Defaults.
The times recorded by the time clock are automatically stored in the payroll or time recording and in the corresponding job or project. In the desktop view under Administration > Time Recording > General you can also store various settings, e.g. for approving times.
Below the time clock you can see the recently recorded times. By clicking on them you can edit or change them, provided that under Administration > Time Recording > General it is set that times can be changed retroactively.
Recording driving time
You can also keep a driver's logbook via the time clock. To do this, the additional function "route" must be activated for at least one time category under Administration > Accounting & Time Recording > Time Categories. Go to the time clock and enter in the second line as time category the one with the above mentioned additional function (the default setting is Driving Time Driver or Passenger). If you now click on "in", you will automatically be taken to the driver's logbook. There you select the vehicle with which you are driving and enter the starting mileage. Tick "Departure check performed?" when you have checked that the vehicle is suitable and roadworthy for the journey in question. Then enter the purpose and destination of the trip. If the trip is recorded directly to a job, these fields are pre-filled with the job title and location address. If necessary, store notes about your trip. Then click on "Save".
Click on "Pause" if the journey is interrupted, click on "In" again to continue and enter the current mileage. Save this. When you have reached your destination, click on "out". You will now be asked for the final mileage and can tick "Arrival check performed?" once this has been done. Then click on "Save".
The journeys are automatically saved under My Account > Driver's log and in the base data for the respective employee and vehicle and can be transferred directly from the driver's logbook for travel expense reports.
Tasks / Projects
If you have at least reading rights to projects, the menu item "Projects" appears here for you, otherwise the menu item "Tasks".
Tasks
Here you can see all your tasks and task lists. You can add further task lists via the plus sign in the top right-hand corner. To do this, enter a name and a description and select a folder - which you have previously added in the desktop view under Tasks - in which the task list is to be contained.
Click in a list to display the tasks contained in it. You can add new tasks to your own task lists as well as to the lists "New tasks", "Assigned to me" and "Created by me". In each list you can select the sort order, as well as add a new task list via the pencil icon in the top right-hand corner.
If you open a task by clicking on it, you will see all relevant information about the task. At the bottom you can add subtasks, upload documents, post comments or files and record times for the selected task. Click on the clock icon at the top right to enter times manually or by time clock to the task, click on the pen icon to edit the task. You can now edit the name, then who is responsible for the task, the priority and the due date, specify whether the task should be repeated and enter a description. Then click on Save.
Complete a task by clicking in the box to the left of the task. The task then disappears from the list. You will find completed tasks at the bottom of the list "Created by me" where they can be opened again and edited as described above. A task can only be completed when all its subtasks have been completed.
Projects
Here you can see a list of all projects. To find the project you are looking for, you can use the filter at the top right or the search function. Click on a project to call up its information. You can use the clock in the top right-hand corner to enter working hours and the pencil - depending on your access rights - to edit the respective project.
More
For the functions in this area, you will be automatically redirected to the WebApp. We are constantly expanding the app, especially with regard to the functions for administrators and schedulers. In the future, these functions will also be built into the app.
Here you will find functions such as travel expenses, your account or, depending on access rights, master data. You can also add further CrewBrain accounts to your app here, if you have them.
General
Companies
If you click on the plus sign at the top right under Companies, you can add further CrewBrain accounts that you already have to the app. This eliminates the need to log in and out of different accounts. Click on "Default company" for the company that should be displayed by default when opening the app. Click on "Delete" to delete a company that has already been created.
Feedback
If you notice any errors or bugs in the app, you can report them directly to us here. Of course we are also happy to receive positive feedback.
Settings
Here you can set the language of the app, select which tab should be displayed by default when opening it and check for updates.
Furthermore, you can check here that an absence should automatically be stored in the other accounts in the case of jobs and holidays or absences - if you have several CrewBrain accounts.
Debug data can be sent here in the event of errors in the app. This helps our programmers to find and fix the errors faster.
Your company
Here you can access all other functions that are possible in your company account - depending on your access rights. If you have several accounts, they are listed here.
Overview
Here you can see a list of all your staff members and the jobs they are involved in. Click on the icon to the right of the staff member to access their profile. You can use the contact information to call or e-mail the staff member directly. You can also see the personal information stored in the base data, the categories the staff member is assigned to, as well as the emergency contacts and documents.
If a staff member has forgotten his or her password, you can reset it right here in the app. The respective staff member will then receive an email with the new password (1234).
Click on the pencil icon in the top right-hand corner to edit the employee's profile. To save the editing, click on the tick symbol in the top right-hand corner.
In addition, you will find all vehicles and the jobs in this overview, if the vehicle has been scheduled for it. The coloured square indicates the booking status.
The rooms are displayed in the overview in the same way.
Tasks
Here you can see all your tasks and task lists. You can add further task lists via the plus sign in the top right-hand corner. To do this, enter a name and a description and select a folder - which you have previously added in the desktop view under Tasks - in which the task list is to be contained.
Click in a list to display the tasks contained in it. You can add new tasks to your own task lists as well as to the lists "New tasks", "Assigned to me" and "Created by me". In each list you can select the sort order, as well as add a new task list via the pencil icon in the top right-hand corner.
If you open a task by clicking on it, you will see all relevant information about the task. At the bottom you can add subtasks, upload documents, post comments or files and record times for the selected task. Click on the clock icon at the top right to enter times manually or by time clock to the task, click on the pen icon to edit the task. You can now edit the name, then who is responsible for the task, the priority and the due date, specify whether the task should be repeated and enter a description. Then click on Save.
Complete a task by clicking in the box to the left of the task. The task then disappears from the list. You will find completed tasks at the bottom of the list "Created by me" where they can be opened again and edited as described above. A task can only be completed when all its subtasks have been completed.
Traveling expenses
Here you can see a list of your current and completed travel expenses. Click on one to view the respective statement. If an expense report is being corrected, you can edit it and then resubmit it. To do this, open the relevant expense report and change the itinerary, the Meal- and Overnight rates, the travel expenses and/or the receipts. To do so, click on the respective field and change the entries at the appropriate point. Click on the plus sign at the top right of the receipts to add further receipts. Click on the pencil symbol in the top right-hand corner to change the name of the statement, the project or job to which it belongs, the statement date or the business purpose. You can also comment on your statement here.
Create travel expense report
To create a new travel expenses report, click on the plus sign in the top right-hand corner. Now enter all relevant information such as the name, the job or project to which it belongs, the billing date and the business purpose. If necessary, comment on your expense report here. Click on Save to open a new screen. Click on Itinerary to enter and save it here. Repeat this process to enter further stops. The return journey is always preset here, so that only the time and, if necessary, the date need to be adjusted. Go back on the arrow at the top left to open the meal- and overnight rates in the next step and click on them accordingly. Click on Save to return to the overview.
Next, enter the ride costs. Select the vehicle, enter the licence number if applicable and the number of kilometres of your travelled route. Unless otherwise stated under Administration > Travel Expenses > General, €0.30 per litre will be charged. Click on Save to return to the overview. Enter receipts by clicking on the plus sign at the top right under "Receipts". Fill in the predefined fields, upload the corresponding document and click on "Save".
If you want to change the name, the billing date or the business purpose afterwards, click on the pencil icon in the top right-hand corner. Otherwise, you have now stored all the information and can submit the travel expense report.
Time recording
If you are a permanent employee, you will find the menu item "Time recording", if you are paid by hours or by flat rates, you will find the item " Statement" (see below).
In the time recording you will see the current value of your flexitime account as well as a list of the hours you have worked each month. Click on a month to open it. You will be able to see your monthly statement with the hours worked each day, any holidays or sick days that have been accrued and the number of jobs that have been booked. If you click on a job, a project or on "independent time", you can retroactively change the corresponding times here, provided you are authorised to do so under Administration > Time recording > General. If you scroll to the end of the current month, you can also manually add more "times" here.
Statements
If you are billed according to hours, flat rates or daily rates, you will find the menu item "Statements".
Here you can see your current total and a list of the monthly totals. Click on a month to see the jobs, the working hours and the corresponding totals. Independent times can be edited and new times added here.
Master data
Depending on your access rights, you can access all base data here, edit the individual records or create new ones.
My Account
See here how to manage your account in the app.