The app is available for Android in the Google Play Store, and for iOS in the App Store.
The app gives employees a quick overview of upcoming jobs and tasks, allows them to easily record or change working hours—even in offline mode—and enables them to sign up for jobs themselves (if enabled under: Administration > Jobs > Requests & Bookings > Offer services and in the user groups under Administration > General > User groups > relevant user group > Jobs > Employees not requested or tendered are allowed to offer themselves to jobs). Through the app, they can also create tasks and travel expenses, request time off, get an overview of working hours, and much more. Notifications are received as push notifications.
Schedulers can also create jobs and schedule employees via the app.
Log in with your login credentials.
In the app, you can manage multiple CrewBrain accounts that you have with different companies. You can add these under More > Companies. To do so, click the plus sign at the top right and enter the corresponding login data. Your individual accounts will then be listed here. You can also select which of your accounts is your “default company.” The app will then automatically open in this company.
To switch between accounts, click on the name of the current account at the top in the calendar, time clock, or projects and choose between the different accounts. This eliminates the need to constantly log in and out of different accounts.
Here you will see all upcoming jobs and tasks in which you are involved. If you have multiple CrewBrain accounts, the jobs and tasks from all accounts will be displayed. For example, if you are registered as a driver for a job, this will already be displayed here.
You can also view the jobs you have been requested for, those you have signed up for yourself, or current tenders. Simply click on the corresponding tab.
Click on a job to get more information about it.
The notification center is located at the top right. By clicking on the bell, you can view and edit all push notifications again.
To the left of this, you can display your digital employee and acces card. Open the corresponding QR code so that it can be scanned if necessary. This allows verification that you are currently an employee of the relevant company.
Clicking on a job shows you all relevant information such as the location, detailed descriptions, additional subjobs, your own booking status, other employees, tasks, and documents. You can also post comments and record working hours via the clock icon at the top right.You can use the email icon to send a free-text email to the employees involved in the job, and use the three dots to create a travel expense report for the job or delete the job—in each case with the appropriate access rights.
To get directly to the right information, you can use the icon with the three dashes on the right or, alternatively, first collapse all the information using the corresponding arrow to get a better overview.
With the appropriate rights, you can edit the job wherever you see the pencil icon.
If you want to return from a subjob to the main job, either click on “Main job” under “Job structure” or open it again at the top right via the tree structure.
Here you will find all relevant job information such as the time, job type, job status, customer, and job ID.
The scheduler and project manager are displayed here so that you can contact them directly by phone or email. If additional contact persons have been specified—e.g., for the customer or location—these are also displayed here.
Here you can see the address where the job is located and the corresponding Google Maps link. The link also takes you directly to your route planner.
With the appropriate rights, or if you are registered as a project manager for the job, you will see this section. Here you can enter the times for everyone involved in the job manually or using a time clock and have the times signed in the app. To sign the times, go to “Job Working Hours” and click on the icon in the top right-hand corner (sheet of paper and pen). In the window that opens, you can choose whether you want to sign the times for individual employees or for everyone. After clicking on “Sign,” first enter the name, then the signature.
Via “Time clocks,” employees can be clocked in individually, e.g., by the project manager, as soon as they arrive, or clocked out as soon as they finish their work.
If it has been specified in Administration > Jobs > Requests & Bookings that employees can apply for jobs themselves and the corresponding right has been specified in Administration > General > User Groups, you can also register yourself for a job here.
You can access the same screen by clicking on the Apply for Jobs icon in the top right-hand corner of the job.
To complete the task, click on the box on the left. The task will then appear under “Completed Tasks.”
Click on a task to open it and view all relevant information. Here you can also create additional subtasks and add documents or comments. The clock icon at the top right can be used to record times for the task, and the pencil icon can be used to edit the task, provided you have the appropriate rights.
You can create new tasks here either using the quick entry function or by clicking on the plus sign in the top right corner. If you create the task using the plus sign in the top right corner, you can enter all relevant information directly. Using the quick entry function, you can initially only enter the title. To enter further information, open the task that appears below and enter the information.
When adding documents, you can decide who is allowed to see them and then either upload a document or photo or access your camera directly to take a photo, which can then be uploaded immediately.
If individual tabs have been created in the job, they will be visible here. Click on the individual tabs to open them. With the appropriate permissions, you can also edit them.
Here you see all comments posted so far and can write your own. Posted comments can be answered, edited, or deleted - depending on the user rights. Click on the number of replies to show the respective answers.
If you have multiple CrewBrain accounts and want to switch to another, click on the name of the current account at the top and choose between the different accounts.
You can also switch between two different calendar views. To do this, click on the first icon in the top right corner. This gives you either a list view of all upcoming jobs or a calendar view where you can select the day with its jobs. You can open the jobs by clicking on them.
Via the filter icon at the top right, you can set filters. Besides your current favorite filters, you can select a period (list view) and hide jobs or projects here.
As a scheduler or with the appropriate rights, you can create new jobs via the plus sign at the top right.
See above for how to navigate within a job.
You can create new jobs with the corresponding rights using the plus sign in the top right-hand corner. To do this, enter all relevant information and add a description if necessary. After saving, the newly created job will appear in the calendar, allowing you to enter the personnel requirements and the employees assigned to the job. To do this, click on “Show all” under “Personnel & Resources.” Use the plus sign in the top right corner to enter the desired categories with the corresponding staffing requirements. To fill the individual positions with employees, click on the plus sign to the right of the corresponding category. Here you can use the filters to find the right employee, freelancer, service provider, vehicle, or room and add them to the job by clicking on them.
Here you can easily clock times on jobs, projects, or independent times—even in offline mode. This way, employees can participate in time recording even when they are in an area or region without reception or internet access. The working hours are then synchronized as soon as the app detects an active internet connection again.
By default, the time clock always clocks the job for which you are currently booked. If you have multiple CrewBrain accounts, please make sure you are in the correct one or switch the account by choosing the right one at the top.
To clock times for the job you are booked for, simply click “in,” for breaks click “pause,” and to clock out click “out.” If you want to clock for another job, project, or independent times, click on the top line of the time clock and then select the corresponding option below. In the desktop view, you can select under Administration > Projects > Defaults which project types should be visible to whom in the time clock.
Times recorded via the time clock are automatically stored in the statement or time recording of the corresponding freelancer or employee and in the corresponding job or project. In the desktop view under Administration > Time recording > General, you can also configure various settings, including approval of times.
Below the time clock, you see recently recorded times. By clicking, you can edit or change them, provided it is set under Administration > Time recording > General that times can be changed retroactively.
You can also keep a driver’s log via the time clock. For this, the additional function “Route” must be activated for at least one time category under Administration > Statement & Time recording > Time categories. Go to the time clock and specify in the second line the time category with the above-mentioned additional function (by default, this is driver or passenger travel time). Click “in” to automatically enter the driver’s log. There you select the vehicle you are driving and enter the starting mileage. Check the box “Departure check performed?” if you have verified that the vehicle is suitable and roadworthy for the respective trip. Then specify 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 the address of the location. Add notes to your trip if necessary. Then click “Save.”
In case of a trip interruption, click “Pause,” then click “In” again to continue and enter the current mileage. Save this. When you arrive at the destination, click “Out.” You will then be asked for the ending mileage and can check “Arrival check performed?” once it has been done. Then click “Save.”
The trips are automatically stored under My Account > Driver’s log and in the master data for the respective employee and vehicle and can be directly transferred from the driver’s log to travel expense reports.
If a person on site is to take over team leadership and clock the staff collectively in, out, or for breaks, this person should be entered in the job planning in the line “Project manager.” This gives the person additional rights that apply exclusively to the job in which they are entered as project manager.
If the project manager opens the job in the smartphone app, an additional field “Working hours” appears with the two options “All working hours” and “Time clocks.”
The planned working time begins and the Project Manager is to clock in the entire team (or all present persons). To do this, he clicks on Time clocks in the job.
Now a view opens in which all booked employees/freelancers are listed. Using the “All” selection field, all persons can be selected. Using the selection fields in front of the names, individual persons can be selected or deselected. Thus, the project manager can control for which persons he wants to perform the following action. For example, if he has selected all, he selects “In” in the lower area. Then it is asked whether the current time should be used as the start time and, if necessary, the start time can be adjusted directly. Now the working time runs for all selected employees/freelancers from the current (or possibly corrected) time.
Breaks or end of work can also be recorded.
If the project manager does not want to record the working time of the staff via all time clocks but wants to enter or change the times manually, he selects “All working hours.” Here you will again find a list of all employees/freelancers booked in the job as well as the working & break times, if times have already been recorded. Now the project manager can add times via the + symbol—either individually for each person or for “All” with the + in the upper line. For example, a break can be quickly and easily added for everyone if it was accidentally not recorded. Furthermore, it is also possible to change the individual times by tapping on the recorded time.
What happens if an employee clocks in via their own app and the CrewChief also clocks in?
This is usually not a problem. If the employee is already clocked in, the CrewChief sees that their working time is already running. He can then correct the start time if necessary.
Conversely, if the CrewChief has already clocked in the employee, the employee also sees in their app that their working time is already running and cannot clock in “twice.”
If you have at least read rights on projects, the menu item “Projects” appears here for you; otherwise, the menu item “Tasks” appears.
Here you see all your tasks and task lists. You can add more task lists via the plus sign at the top right. Enter a name and description and select a folder—which you previously added in the desktop view under Tasks—in which the task list should be contained.
Click on a list to display the tasks contained therein. In your own task lists as well as in the lists “New tasks,” “Assigned to me,” and “Created by me,” you can add new tasks. In each list, you can select the sorting and add a new task list via the pencil icon at the top right.
Open a task by clicking on it to see all relevant information about the task. At the bottom, you can add subtasks, upload documents, post comments or files, and create times for the selected task. Click on the clock icon at the top right to record times manually or via time clock, click on the pencil icon to edit the task. You can now edit the name, the responsible person, the priority, and the due date, specify whether the task should be repeated, and add a description. Then click Save.
Complete a task by clicking the box to the left of the task. The task then disappears from the list. You can find completed tasks at the very bottom of the “Created by me” list, where they can be opened again and edited as described above. A task can only be completed when all its subtasks have also been completed.
Here you see a list of all projects. To find the desired project, you can use the filter at the top right or use the search function. Click on a project to retrieve its information. You can record working hours for it via the clock at the top right and, depending on your access rights, edit the respective project via the pencil icon.
Here you will find functions such as travel expenses, your account, or, depending on your access rights, the base data. You can also add further CrewBrain accounts to your app here, if you have them.
Go to Companies and click the plus sign at the top right to add further CrewBrain accounts 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 “Delete” to delete a company you have already added.
If you notice errors or bugs in the app, you can report them directly to us here. Of course, we also appreciate positive feedback.
Select CrewBrain as the company to send us your feedback. In the next step, describe the bug and leave the checkbox for sending Debus data checked. If it is helpful, you can attach additional screenshots. Then click Send.
Here you can set the language of the app, select which tab should be displayed by default when opening, and check for updates.
Furthermore, you can check here that absences in jobs and holidays are automatically recorded in the other accounts—if you have multiple CrewBrain accounts.
Under “Time clock,” you can activate the new time clock logic. This new logic improves reliability and reduces errors, and we therefore strongly recommend it. Geofencing can also be activated here if you want to receive a notification as soon as you reach or leave the location of your current job. .
Here you can access all other functions that are available in your company account—depending on your access rights. If you have multiple accounts, you can select the appropriate one from a drop-down menu.
Here you see a list of all your employees and the jobs they are involved in. Click on the icon next to the employee to open their profile. Via the contact information, you can call the employee directly or send them an e-mail. You also see the personal information stored in the base data, the categories the employee is assigned to, as well as emergency contacts and documents.
If an employee has forgotten their password, you can reset it directly here in the app. The respective employee will then automatically receive an email with the new temporary password.
Click the pencil icon at the top right to edit the employee’s profile. To save the edits, click the checkmark icon at the top right.
You will also find all vehicles and the jobs for which the vehicle has been scheduled in this overview. The colored square indicates the booking status.
The display of rooms in the overview is similar.
Here you see all your tasks and task lists. You can add more task lists and new folders via the plus sign at the top right.
Click on a list to display the tasks contained therein. In your own task lists as well as in the lists “New tasks,” “Assigned to me,” and “Created by me,” you can add new tasks via the quick entry. You can also select the sorting via the filter symbol at the top right.
Open a task by clicking on it to see all relevant information about the task. You can use the edit pen to edit the respective section and, for example, add subtasks, upload documents, or post comments. Click on the clock icon at the top right to record times manually or via time clock.
Complete a task by clicking the box to the left of the task. The task then disappears from the list. You can find completed tasks at the bottom, where they can be opened again and edited as described above. A task can only be completed when all its subtasks have also been completed.
Here you see a list of your current and completed travel expenses. By clicking, you can view the respective statement. If a statement is in correction, you can edit it and submit it again. To do so, open the respective statement and change the itinerary, flat rates, travel costs, and/or receipts. Click on the respective field and change the entries accordingly. Click the plus sign at the top right in the receipts to add more receipts. Click the pencil icon at the top right to change the name of the statement, the assignment to a project or job, the billing date, or the business purpose. You can also comment on your statement here.
To create a new travel expense statement, click the plus sign at the top right. Now enter all relevant information such as the name, assignment to a job or project, billing date, and business purpose. Optionally, comment on your statement here. After clicking Save, a new screen opens. Click Itinerary to enter and save it here. Repeat this process to add further stops. The return trip is always preset here, so only the time and possibly the date need to be adjusted. Go back via the arrow at the top left to open the meal and overnight flat rates in the next step and select them accordingly. Click Save to return to the overview.
Next, enter the travel costs. Select the vehicle, enter the license plate if applicable, and the number of kilometers of your traveled route. Unless otherwise specified under Administration > Travel expenses > General, €0.30 per liter is calculated. Click Save to return to the overview. Record receipts by clicking the plus sign at the top right under “Receipts.” Fill in the predefined fields, upload the corresponding document, and click “Save.”
If you want to change the name, billing date, or business purpose afterwards, click the pencil icon at the top right. Otherwise, you have now entered all information and can submit the travel expense statement.
As a permanent employee, you will find the menu item “Time recording” for yourself; if you are paid by hours or flat rates, you will find the item “Statement” (see below).
In the time recording, you see the current value of your flextime account as well as a list of your monthly worked hours. Click on a month to open it. You get insight into your monthly statement with the daily worked hours, possibly the occurred holiday or sick days, as well as the number of booked jobs. Click on a job, project, or “independent time” to change the corresponding times retroactively here, provided you are authorized to do so under Administration > Time recording > General. Scroll to the end of the current month to manually add further “times” here as well.
If you are paid by hours, flat rates, or daily rates, you will find the menu item “Statement” for yourself.
Here you see your current balance and a list of the monthly earned balances. Click on a month to see the jobs, working hours, and the associated balances. Independent times can be edited here and new times added.
Depending on your access rights, you can access all base data here. Individual employees, freelancers, service providers, customers, or even applicants can be contacted by phone or email, and the contacts can be added to the contacts on your cell phone.
If the absence is not for the whole day, you can enter specific times by unchecking the “All-day” box. Please note that if the absence is for half a day, the factor should also be adjusted accordingly. Alternatively, you can simply specify an exact hourly amount.
If you have specified under Administration > Time Off & Absence > General that you must select a deputy, you can enter this information here.
You can also see your current vacation entitlement here. This includes how many vacation days you have for the entire year, how many days were transferred from the previous year, how many you have already submitted, how many of these have already been approved, how many you have already used, and your current residual vacation.
In addition, you can see the periods that have already been entered and, if applicable (if set under Administration > Time Off & Absence > General), your deputy periods.
See here how to manage your account in the app.