In the administration you can make individual configurations for all areas.
Among other things, you can change or add terms, types or categories according to your needs, create individual fields with additional information, or define which data should be transferred in jobs or subjobs.
Enter your company, band or club name here. Since this name is displayed in many places in CrewBrain, it should represent your company or band, but may differ from the contracting party in the contract management.
Select the logo that should be displayed once in the desktop view but also on PDF printouts and emails.
Under "Terms" you can choose the terminology that is more practical for you, depending on the target group.
You can also make various settings for your PDF reports here.
If your company has several branches or departments, you can create them here and enter their branch or department managers and employees. Afterwards, projects and jobs can be divided into branches or departments (this must first be activated under Administration > Projects / Jobs > Defaults) and can also be filtered in all calendar views.
Except for the user group “Administrator”, you can define the rights of all other user groups here or create new groups. With the many configuration options, you can perfectly map the hierarchy of your company. Because write rights can be granted not only “globally”, but - if you use the “Departments” feature - also limited to your own department, subordinate employees or defined departments, branches or personnel categories. The latter can be defined at the bottom below the rights. Multiple selections are also possible here.
In the base data you can assign these user groups to your employees. 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 is set to “write” in one of the groups, he or she has write rights.
Enter your time zone, your currency, the number, date and time format here. Whether the distance should be given in kilometers or miles, with which day the week should start and the display of names.
Here you can make various settings for file exports and whether the duration should be kept when changing the periods in the job.
Here you can store additional cost centers, which can then be assigned to branches, departments and job types.
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 master data (employment contracts).
A “standard employment contract” is already stored. Please customize it individually. If necessary, several contract texts can also be stored. For better overview you can subdivide the text templates. When you add a new “text template”, you can assign it to the previously created subdivisions and generate texts based on placeholders. The creation of employment contracts then takes place directly from the respective employee profile in the base data. There you can select the employment contract and then the desired text template via the print symbol at the top right.
The text for the booking confirmation (for employees and clients) can also be defined here.
Set general settings for the calendar here. For example, whether a job or a project should be created automatically when clicking on a date in the calendar, or whether the client name, the location or the project name should be displayed before the job title in the calendar.
Released events from CrewBrain can be automatically displayed on your homepage. The retrieval is done as an XML or JSON file via https://demo.crewbrain.com/xml/termine. Specify here exactly what should be exported to the homepage.
The holiday periods or official holidays entered here are displayed in the calendar "Overviews". Official holidays are taken into account in the calculation of working hours and holiday quotas. Therefore, only enter official holidays that apply in your country / state. Otherwise, use the function ‘Calendar Block’. To avoid entering everything manually, you can also upload an iCal file with the corresponding dates here. Corresponding iCal files with holidays and official holidays for your country or state can be found on the Internet.
For the official holidays you also have the option to add further categories.
Enter school or company holidays here for information. These entered calendar blocks are then visible in all calendar views, but can be hidden again with the corresponding checkbox (Calendar blocks (holidays)).
If you want to enter the official school holidays, you can also read in and upload an iCal file further down. This eliminates the need to create the individual holiday periods manually.
Here you can define automatically recurring shifts, which are then regularly created by CrewBrain. Click on "Add shift". Name the shift, assign it to a project, a job type, a branch or a department if necessary, select the duration of the shift and the days on which it should be created automatically.
If desired, a main job per week or month can also be created for each shift. The shifts then become subjobs that are assigned to the corresponding main job.
Placeholders can be used both for the title of the shift and for the title of the main jobs to be created. This can be used, for example, to add the date to the respective shift for better distinction.
You can also define the respective personnel requirements directly.
The shifts are created automatically by the system every Sunday.
In the 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. These are not overwritten. If shifts are to be changed globally, this is possible here in the administration. For each change, you can specify from when the change should take effect.
Decide here how your projects should be numbered. By default, CrewBrain numbers all projects with an ascending, gapless number.
Here you can define different project types that are highlighted with a special color in the calendar. You can filter the calendar by these types. You can also subdivide the project types. The user groups can also be used to define who has access to which project type.
Here you can store your own terms for the status of your project.
Here you can make default settings for the individual project types, which should apply when creating new projects. For example, you can decide here whether the titles for jobs should be generated automatically, which data should be transferred in jobs and which projects should be visible to whom in the time clock.
If projects are to be divided by branches and departments, this must first be activated here. Afterwards, additional dropdowns for selecting a branch and a department will be found in the dialog for projects.
If you are missing information fields when creating a project, you can create them here. These fields can be defined as mandatory fields (such a field must always be filled) or as a private field (such a field is only visible to schedulers). To create a visual separation for better overview in larger lists of additional data, you can add a "divider" under "Type". Here you will find more detailed information about this.
Here you can create individual tabs for your projects. This allows you to create additional information such as time, material, guest lists or other additional data fields individually for all projects. These tabs are displayed as additional icons at the top within a project and can be opened there.
Here you can make general settings for jobs.
Decide here how your jobs should be numbered.
To better recognize 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 by these types.The user groups can also be used to define who has access to which job type.
Here you can store your own terms for the status of your job.
Here you can define defaults for the individual job types, which should apply when creating new jobs. 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 documents of the job. You can also select here which data should be transferred automatically or after confirmation from a main job to the subjobs. If the option "automatic transfer to subjobs" is activated, these can no longer be edited in the subjobs. This prevents confusion or data loss, as not all users are aware that their entries may be overwritten.
If jobs are to be divided by branches and departments, this must first be activated here. Afterwards, additional dropdowns for selecting a branch and a department will be found in the dialog for projects.
Define your settings for requests & bookings here. If a system hint that the employee is already booked is enough for you when scheduling, set the first checkbox under "Requests". If you want to be actively warned by the system about double bookings, set the second checkbox. Then the system offers you the possibility to cancel the parallel request immediately. For the reminder for open requests, any time span in days can also be stored here, when the reminder should be sent.
Under "Offer" you can activate that employees can enter themselves for jobs. (In addition, the corresponding right must be granted in the user groups.) Optionally, you can only allow this "if all mandatory certificates and work instructions are available".
If you are missing information fields when creating a job, you can create them here. These fields can be defined as mandatory fields (such a field must always be filled) or as a private field (such a field is only visible to schedulers). To create a visual separation for better overview in larger lists of additional data, you can add a "divider" under "Type". Here you will find more detailed information about this.
Here you can create individual tabs for your jobs. This allows you to create additional information such as time, material, guest lists or other additional data fields individually for all jobs. These tabs are displayed as additional icons at the top within a job and can be opened there.
Here you can define templates for individual job or project types, which CrewBrain automatically creates as tasks in new jobs or projects. In this way, you can save time, e.g. with automatically generated checklists.
The order of the templates can be individually set here. This means that the templates are imported in exactly the order specified there, if several templates apply to a new job.
Often grouped templates are created and the actual tasks are found in them as subtasks. Since the main task in these cases only represents a bracket for the subtasks, only the subtasks of the templates can be imported on request.
When calculating the due date of the tasks, it is possible to set the due date to a specific weekday (e.g. always the first Monday before the event date).
In addition, an additional condition can be set on a weekday. In this way, for example, a task can be created automatically in every job that takes place on a Sunday or public holiday - for example for the release of Sunday work.
If you are missing information fields when creating a task, you can create them here. These fields can be defined as mandatory fields (such a field must always be filled) or as a private field (such a field is only visible to schedulers). To create a visual separation for better overview in larger lists of additional data, you can add a "divider" under "Type". Here you will find more detailed information about this.
Here you can select whether an email with the login data should be sent automatically when new employees are created.
Employees can be divided into different categories. These help to filter and classify employees more easily. Here you can name the categories and add more. You can also add subdivisions for the categories, for example to map different trades in the system. You can then assign the individual categories to the new subdivisions either by drag & drop or by editing the respective category. With the possibility to color-code the categories, there is also a faster visual assignment, for example in the personnel plan of a job.
Here you can determine the categories for the documents of the employees or create new ones. These can then be selected in the base data.
Here you can determine the categories for the equipment of the employees or create new ones. These can then be selected in the base data.
Here you can define several owners for the equipment.
Here you can assign instructions or consent declarations to your employees and have them confirmed. This gives you a quick overview of which instructions and confirmations you have given your employees and which may still be outstanding. With the help of the search function, the corresponding instructions can be found quickly. By default, only the active instructions are displayed.
Work instructions can be assigned to employees, freelancers, subcontractors, certain user groups or selected categories. This makes it possible, for example, to store special instructions for employees with special activities (drivers, riggers, etc.).
If a work instruction has been created and accepted or confirmed by at least one employee, it can no longer be edited. Instead, a new version of the instruction can be created from the dialog, which is then linked to the old one and replaces it. To do this, click on "new version" in the yellow information box at the top, edit the new version accordingly and activate it. The old version should be deactivated. This way, changes are traceable and require the employees to confirm again. The history can be found within the work instruction at the top right as an icon.
A work instruction can be set as "recurring". If you set the corresponding checkbox, you can enter the number of months after which a renewed confirmation by the employees should be obtained.
For each instruction, a validity date can also be stored. If this date is reached, the instruction is automatically marked as inactive by the system and therefore does not have to be processed by further employees.
If employees can offer themselves for jobs (set the corresponding checkbox under Administration > Jobs > Requests & Bookings > Offer), you can also activate that this is only possible if the employee has confirmed all work instructions and has the mandatory certificates.
Define here who is required to have which certificates. You can distinguish by user types as well as by individual categories. For the latter, uncheck “all categories” and check the new categories for which the certificate is intended. Certificates can also contain other certificates, e.g. a truck driver's license can automatically also contain a car driver's license. To do this, click on “contains” and select the appropriate certificate. If you later filter, e.g. by car driver's licenses, the persons who only have a truck driver's license stored in the profile are also automatically included.
If certificates are missing or time-limited, you will receive system notifications. Configure here when the system should notify you about the expiration of a certificate.
In the user groups (Administration > General > User groups) you can define whether a user is allowed to create, edit or delete their own certificates.
Here you can create price lists with general purchase prices for your employees and freelancers. For employees who are billed by the hour or flat rate, these price lists can be transferred to the statement period in the base data or used for the invoice insert. In addition to the prices per personnel category, prices for each time category can also be stored. For example, it is possible to calculate travel time differently.
With this option, potential applicants can apply for a job in your company via a freely accessible online form at https://yourdomain.crewbrain.com/application here.
If you are missing certain information fields in the base data of employees or subcontractors, you can create them here. These fields can be defined as mandatory fields (such a field must always be filled) or as a private field (such a field is only visible to schedulers). To create a visual separation for better overview in larger lists of additional data, you can add a "divider" under "Type". Here you will find more detailed information about this.
For employees and freelancers with billing by hours or flat rates, expenses can already be recorded in the job itself via the € symbol in the employee's row. These expenses are automatically added to the billing amount. The selectable categories for this are created here.
To keep track of which persons are working or who is allowed to serve themselves at the catering, e.g. at large events or provided catering, you can create an employee and access card with CrewBrain. The configuration of the cards is done under Administration > Personnel > Access Cards. There you can adjust both the company logo and the background color of the cards. In addition, the profile picture as well as the name and, if applicable, the personnel number of the employee are adopted in each card. All cards contain a QR code, which can be used to verify the validity with any smartphone (even without the CrewBrain app). The static QR code on the card shows whether the employee is still generally employed. In the app, the static QR code is replaced by a dynamic QR code, which changes daily and can thus output data protection-compliant information about the employee's place of use today.
Optionally, we offer the possibility to also receive the cards in printed form. Please contact our support team to receive a corresponding offer. The cards can also be ordered with an integrated RFID chip, for example to use them with our time clock.
Here you can create price lists for clients with general retail prices of your employees and freelancers, which can then be used for the invoice insert. In addition to the prices per personnel category, prices for each time category can also be stored. For example, it is possible to calculate travel time differently.
If you are missing certain information fields when creating clients or locations, you can create them here. These fields can be defined as mandatory fields (such a field must always be filled) or as a private field (such a field is only visible to schedulers). To create a visual separation for better overview in larger lists of additional data, you can add a "divider" under "Type". Here you will find more detailed information about this.
Under this menu item you can create categories for rooms. If you now open a room in the base data (base data > Locations), it is possible to assign one or more room categories to a room. In the job you then add a room category for better planning. In the booking dialog, all rooms that you have assigned to the desired room category then appear and you can easily book the appropriate room.
If you are missing certain information fields when creating rooms, you can create them here. These fields can be defined as mandatory fields (such a field must always be filled) or as a private field (such a field is only visible to schedulers). To create a visual separation for better overview in larger lists of additional data, you can add a "divider" under "Type". Here you will find more detailed information about this.
Like employees, vehicles can also be divided into categories. This makes them easier to filter and classify. You can name the categories here and add subdivisions.
Here you can specify how many days the entries in the driver's log can be changed retroactively.
If you are missing certain information fields when creating vehicles, you can create them here. These fields can be defined as mandatory fields (such a field must always be filled) or as a private field (such a field is only visible to schedulers). To create a visual separation for better overview in larger lists of additional data, you can add a "divider" under "Type". Here you will find more detailed information about this.
Here you can make general settings for time recording, such as whether employees may record independent times, whether manually recorded times generally have to be approved, whether working hours may still be changed even if a job has already been billed, or whether the GPS position should be saved. Since GPS tracking on the smartphone can be deactivated individually, there is also the option here that times recorded without GPS position should automatically go into the approval process. You can also set rounding formats for working hours here. From "rounding up or down to the next 15, 30 or 60 minutes" to "rounding down up to 5 minutes and then rounding up to the next 15 minutes" is possible, for example. In addition, you can decide to which times the rounding algorithm should be applied, for example to jobs, projects, tasks or independent times.
The automatic approval of working hours can also be defined per user group. This time can be defined within the respective user group (Administration > General > User groups).
An approval depending on reaching the target working hours (+x) is also possible. If an employee works significantly longer than usual, for example, this can be sent to the approval process.
You can also set when working time violations are displayed (rest periods and maximum working time per day) and from which percentage the color of the projection in the request dialog changes from green (still has enough target time to work) via orange (approaching his target time) to red (target time has been exceeded).
In addition, you can specify here how and whether the description of the working time (activity) should be recorded during manual entry or time clock.
Under "Print view" additional information from the personnel profiles can be output on the statements. For this, corresponding information must be entered in advance under Administration > Staff > Additional data.
With the time categories you can structure and classify the working hours of your employees and specify, for example, whether the working hours should be calculated fully (100%) or proportionally (e.g. 50% for travel times as a passenger) in the statement and time recording. You can select a time account from which the respective time category is deducted and optionally select a color for it.
The additional function "Route" must be selected if you want to keep driver's logs via the time clock. Then the vehicle and the start and end mileage are queried in the corresponding category, which is then automatically transferred to the driver's log of the respective employee.
Unexcused absences can be recorded with their own time category. This automatically deducts the absences from the target hours in the time recording and can thus reduce the salary.
Here you can shift the statement period for employees, freelancers or subcontractors, for example if you want to create the statement before the end of the month.
Here the time recording via time clock can be defined or deactivated. If the time recording is done centrally via time clock (e.g. on a tablet), employees must store a PIN (My Account > Password > Change PIN) with which they authorize themselves at http://yourdomain.crewbrain.com/timeclock.
If you want to send the employee statements to your tax advisor via Datev, for example, you can create corresponding profiles here with different personnel types with different wage types. Under Statements or Time recording you can then assign these profiles to the employees when retrieving the Datev format at the top right.
Here you can, for example, set whether holiday requests have to be approved or whether a holiday replacement has to be specified.
Here you have the option to create your own time-off categories, for example for special holidays, home office, compensatory time off etc. For better visibility in the calendar, you can select an icon and a color for each newly created category, decide whether, if working hours are still recorded, these should be deducted from the holiday, who is allowed to approve the holiday, whether you can still be requested despite being on holiday, whether you have to specify a holiday replacement and whether documents can be stored. The latter helps, for example, with child sick notes and other special absences. In addition, certain time-off categories can be hidden in the calendar or not selectable at all for employees without write rights. In this way, certain categories (e.g. child sick or parental leave) cannot be requested by the employee himself, but must be booked via the HR department.
To ensure that sick notes without a doctor's certificate are also included in sick note reporting, for example, the box next to ‘Relevant for sick note statistics’ must be ticked. They will then not only be included in the report, which can be generated in PDF form via time recording, but will also be summarised in a separate column within the time recording to form a total.
On the far left, the categories can also be arranged in any order using the black arrow. This way, frequently used categories can be brought to the top even faster and selected faster.
It is important to choose the time account so that the system knows from which time account the holiday is deducted:
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 for Covid-19 tests in the future. CrewBrain offers electronic processing of this information so that it can be stored directly by the employee in the system.
Activate the digital first aid book here by checking the box. Each employee then has a new menu item under “My Account” in both the WebApp and the desktop view, through which he can record incidents. By clicking on "add further entry" you can also record incidents here.
Activate here - by checking the box - that employees can record their Covid-19 test results. Each employee then has a new menu item under “My Account” in both the WebApp and the desktop view, through which he can record the tests. Since the test results are health data, please specify here after how many days the results and the documents for the tests should be deleted. By clicking on "add further entry", administrators can also record tests for other employees here.
Specify under "Data protection" after how many days the data on tests should be deleted again. The data on vaccinations and infections can be deleted centrally here with one click.
Here you can create risk assessments. See here how it works.
Activate the travel expense accounting here and specify when it should be billed.
You can also set that the mileage allowance should be calculated individually for each employee. If you check this box here, you can enter the mileage allowance individually for each employee under Base data > Statement & time recording .
Additional information (previously created under Administration > Personnel > Additional data) can also be output on the travel expense statement.
Here you can specify further receipt categories.
Specify the name of the sender of all mails sent from CrewBrain here. Optionally, you can also store a "Reply to" address (e.g. personal@your-url.com). Then your employees can click on "reply" in their mail program on all mails from CrewBrain and reply directly to this address. Please note, however, that such mails are partly sorted out by spam filters.
Here it can be configured that all or only certain e-mails are sent as a copy to a central address or the respective sender. This way, an individual e-mail archive can be created on request, e.g. with all booking mails.
Here you can set who should be notified of acceptances or refusals, whether an e-mail should be sent for every comment or whether only one e-mail is sent per job until the user has logged in again.
Define here which e-mails are sent automatically and which are sent manually by CrewBrain. The settings here apply system-wide. For the individual setting of the notifications, go to My Account > Notifications.
Here you can define which contents should appear in which order for request and booking mails. You change the positions of the contents by moving them in the last column.
Here you can define a signature that is attached to all e-mails and contains, for example, your contact details. To personalize the signature, placeholders are available that are automatically filled with the data of the respective logged-in user.
You can also click here that the "Reply to" address is overwritten with the e-mail address of the respective user. This way, the user can be replied to directly. Also note here that the reply mails may be sorted out by spam filters.
Define here how to log in - with username and e-mail address or only with username. Whether permanent logins ("stay logged in") are allowed and define the password policies here.
CrewBrain creates a log of changes to various data. Here you can define how long these should be kept. Depending on your plan, the data can be kept for up to 90 days or indefinitely.
Here you can also see the log of the administration - who changed what and when in the administration.
External programs can access CrewBrain automatically via the various interfaces (API) or be retrieved automatically from CrewBrain (Eventworx, Epirent, Rentman, Easyjob, Intellievent, HireHop, Flex Rental, Bankettprofi, Priava and MouseClick). Shifts of working times of up to four hours are automatically detected in Eventworx, Epirent and MouseClick. The staff of these programs is automatically moved to the newly created shifts in these cases.
Our API interface allows any data to be retrieved and modified in CrewBrain. The API offers extensive access to almost all data objects, making it easy and quick to link CrewBrain with other systems. All relevant information about the API including descriptions of the available endpoints can be found in our API reference.
With the help of the Eventworx interface, data from the rental management system Eventworx can be transferred to CrewBrain. Further information can be found in the related article Eventworx synchronization.
There is also an automatic interface for Epirent, with which order data from the rental management system Epirent can be transferred. Further information can be found in the related article Epirent synchronization.
The rental management system Rentman can also be synchronized with CrewBrain. Further information can be found in the related article Rentman synchronization.
The rental management system Easyjob can also be synchronized with CrewBrain. Further information can be found in the related article Easyjob synchronization.
This interface is primarily aimed at our customers from the catering and hospitality sector and has a comprehensive web-based solution for offers and invoicing as well as other use cases. This interface can also be configured directly in CrewBrain. Further information can be found in the related article MouseClick synchronization.
CrewBrain can trigger so-called WebHooks for various actions. These allow data to be processed directly in other systems. Further information on this topic can be found in our API reference.
Here you can see your current contract information. If you do not want to extend the plan, simply uncheck "Automatically extend plan". This is also possible on the last day of the plan.
You can also switch to another plan here.
Since the legislator obliges you to only record those personal data that you really need (data minimization), you can define here which data of your employees you want to record, which are optional and which should not be recorded at all.
You can also see our deletion concept here as part of data minimization.
When publishing content and processing personal data - for which you are (co-)responsible in CrewBrain - the legislator requires you to provide an imprint and privacy notices. You can enter these here.
Here you can download all information stored in the CrewBrain database to your PC and thus back it up.
To ensure the security of your data, CrewBrain has a second server in "Hot Standby" mode. So if the main server is not available, you can access the last backup (usually max. 24 hours old) via https://yourdomain.standby.crewbrain.com.
You can activate a maintenance access here to allow our support access to your system in case of problems.