Define multiple departments to reflect the structure of your company in CrewBrain. Departments allow you to assign access rights, limiting visibility and permissions to specific teams or locations.
If you want to separate access between different teams—such as departments or office locations—based on permissions, use the Departments feature.
You can also filter your jobs and projects by department by assigning the relevant department in each job.
Go to
Administration > General > Departments
to define your department structure.
This setup enables you to map your entire organizational structure.
Note: If the department manager or deputy should also be available for crew scheduling in jobs, they must be listed under “employees”.
Within each user group
(Administration > General > User groups),
you can define access scopes for individual permissions:
This lets you restrict users such as dispatchers to their department only. You can also configure time tracking or leave approvals for each department individually. Even calendar views like the planning view can be made department-specific.
To enable departments in projects and jobs, activate the option under:
Once enabled, the job/project dialog will show an additional dropdown to select a department. You can predefine whether the default value should be:
All calendar views can be filtered by department, making it easy to view jobs per team or location.
Assume the company Mega Gig GmbH has two branches (Berlin and Hamburg), each with three departments:
To reflect this hierarchy:
Total: 6 sub-departments, structured under their respective locations.
Now use user groups to define access rights. For example, the employee group can be set up so department managers and deputies can only request or assign staff within their own department.
This improves filtering and ensures users only see relevant personnel.
In more granular setups, it may make sense to create one user group per department and limit rights via the Own department access level.
Assume 3 departments, each with one department manager.
Each manager should:
To achieve this, assign two user groups to each manager:
User Group 1: Department manager (global)
User Group 2: Department manager
🔎 Important: All other permissions must also be set according to what the manager should be able to view or edit.