If this has not already been done in the base data, each employee can enter or change their personal information here. This information is only visible to authorized employees and is relevant for quick coordination. In addition to the classic personal data, further data can also be recorded in this area - depending on the access rights.
Here, the typical personal data is recorded (name, address, phone number, contact details, etc.). Depending on the access rights, additional fields can be added under Administration > Employees > Additional information. Optionally, a profile picture can also be stored here.
Here, the administrator can upload any kind of documents or files. In order for them to be visible to the respective CrewBrain user, they must first be released.
Under Administration > Employees > Document categories, the documents can be divided into categories for better overview.
If employment contracts are sent to employees and digitally signed by them, they are stored here and are permanently accessible.
Upload your certificates here. Certificates are crucial for many jobs. With the correct designation, you can be considered even better when selecting jobs.
Each certificate must first be checked and approved by the administrator.
Categories can also be specified for certificates: Administration > Employees > Certificates
Enter the contact details of persons who should be notified in case of an emergency. Emergency contacts can only be viewed by authorized persons. If these persons are not schedulers, access is logged and you will be notified by e-mail. This prevents misuse and unauthorized retrieval of data.
Here you can enter your holiday periods. For requests during the relevant period, it is automatically visible that you are not available. Depending on the settings, holidays are automatically approved or must be approved by a scheduler. By clicking on "add further time-off", you can create another time-off period. Depending on the settings, this must first be approved.
If it has been specified under Administration > Time-off & Absence > General that employees must define a deputy for their time-off periods, you can see these deputy periods here.
If you already manage your time-off in a private calendar (e.g., iCal, Google Calendar, etc.) and can share it via the Internet, you can subscribe to this calendar here. For each day on which an appointment is found in the subscribed calendar, a time-off day is automatically entered in CrewBrain or a time-off request is created.
Here, too, you have the option to divide into categories.
Here you can view your driver's log with all the trips you have made.By clicking on "add further entry" you can manually enter new trips. As an administrator, you can edit these afterwards. See here how trips are created.
Here you can see all equipment provided by the employer. By entering various information or uploading documents or photos, the respective equipment can be clearly identified. Additionally, regular inspections can be scheduled. The respective employee is then requested to have this inspection carried out. The result can also be recorded in CrewBrain.
Here you can share your favorite filters with other users, user groups, departments, or simply with all other users of the system.
Here you can and should change your password regularly to prevent unauthorized access to CrewBrain. Please note the instructions on secure passwords. The policies for passwords can be precisely defined under Administration > System > Security.
By creating a personal PIN and your personnel number, you can record your working hours at a central time clock or under http://yourdomain.crewbrain.com/timeclock without having to log in to CrewBrain.
Choose your preferred color scheme here. It can also be adapted to the browser.
Choose the language in which CrewBrain should be available to you.
Here you can choose the view that CrewBrain shows you after logging in.
Here you can extend the personnel requirements to four digits. Then you can also see who is requested and entered. This makes sense, for example, if employees are allowed to enter jobs themselves to get a better overview.
Choose your time zone here so that jobs in another time zone can also be planned better.
Here you can activate new features. So far, our new request dialog, for which you can also decide who or what should be searched when opening - employees, freelancers, subcontractors and/or vehicles.
Every accident or incident that affects the health of an employee must be documented according to DGUV regulation (§24 para. 6 regulation 1). This could also be required in the future for Covid-19 tests. CrewBrain offers electronic processing of this information so that it can be saved directly by the employee in the system.
The first aid book must first be activated under Administration > Work Safety > Digital First Aid Book.
Once activated, every employee has a new menu item under "My Account" both in the App and in the desktop view, through which they can record incidents.
Go to My Account > Digital First Aid Book and click "add further entry". Here, all information required by the DGUV regulation about the course, illnesses or injuries, and first aid measures can be recorded for each incident. Incidents can be recorded both for the currently logged-in user and for third parties.
For each incident recorded in the digital first aid book, administrators are notified by e-mail. For data protection reasons, these notifications only contain the name of the person who created the entry. The entire entry can be accessed via a link in the mail or under Administration > Work Safety > Digital First Aid Book.
Since the entries in the digital first aid book are strictly speaking health data, data protection according to GDPR must be strictly observed and maintained. The entries are therefore deleted after 5 years by default and are only accessible by the affected employee, the person who made the entry, and users with access to the administration.
Test tracking must first be activated under Administration > Work Safety > Covid-19 Tests.
Once activated, every employee has a new menu item under "My Account" both in the App and in the desktop view, through which they can record incidents.
Click "add further entry". In addition to entering the date, you can now select whether it is documentation of a test, a vaccination, or a survived infection. Depending on this, various dropdown fields are available. For each type, you can optionally upload documents (e.g., a picture of a self-test).
The test results can be evaluated in jobs and subjobs with a new print view. For each employee involved in the job, the date of the last test before the start of the job including the result is listed.
Covid-19 test results are health data. For this reason, the stored documents and test results are deleted after a short time. The system only retains the information about when and where the employee was tested. The duration for automatic deletion can be set under Administration > Work Safety > Covid-19 Tests.
Under "General" and "Additional Notifications" you can define for which actions you want to be notified by e-mail and/or push notification.
If your browser is capable of delivering push notifications, you can activate them here.
If you want CrewBrain to send all your notifications to another e-mail address, you can enter it under "Secondary e-mail address".
If you want to receive all requests, bookings, and updates for jobs automatically as Outlook appointments, you can enter an e-mail address under "Outlook e-mail address" to which these should be sent.
CrewBrain offers an automatic calendar subscription that allows you to view jobs, projects, or tasks from CrewBrain in your calendar program. This subscription is compatible with many calendar programs and current smartphones. By clicking on "add further subscription", you can select whether tasks or jobs should be subscribed to.
If you select "Tasks", you can decide which task types and task lists should be included and whether or when you want to be reminded.
If you select "Jobs", you can click on what should be subscribed. Here, you can also set whether your own booking status is displayed or not. This allows each user to create iCal subscriptions for all projects and jobs without publishing their own booking status. Here, too, you can set a reminder.
Projects and main jobs can optionally be marked as "all-day". This way, they are often displayed separately in calendar programs, which provides better overview.
Here you can enter external calendars whose events you want to see in CrewBrain. CrewBrain can subscribe to all calendars that are publicly accessible in the form of an iCal feed. This is possible, for example, with a Google Calendar or Apple iCal. See here how to import the most common calendar formats.
Enter the calendar name and its URL. Choose a color in which the entries should be displayed and specify whether overlaps should be displayed or not. If an employee activates the overlap in their linked calendar, the scheduler can automatically see if a job overlaps with a stored calendar event of the employee. External calendars can also be shared with selected employees, user groups, departments, or with everyone. For each share, it can be defined which information ("Full calendar", "Titles only" or "Only absent") should be shared.
See here how many requests, commitments, refusals, bookings, and logins you have.
See here with which device you are currently logged in and on which devices a permanent login exists. If you notice unknown devices in this list, you can end the session via the red "x". You must log in again with username and password on the corresponding device the next time you call up CrewBrain.