Click in the base data either on "Employees" in the navigation or on "Show all" under Employees. This gives you an overview of all your employees, by default in the grid view. At the top right, you can switch to the table view via the corresponding icon (list view). Clicking on one of these employees will display their personal information. These can be edited by the administrator or, depending on access rights.
Click on “Add employee”. If you are already in the employee view, click on the plus sign at the top right. A separate window will open where you can enter all relevant information about your employee. If you enter the name and email address and assign your employee to a user group under “Access & Settings”, they will be able to enter their own data after receiving the email with their login details under "My Account".
Enter the personal information of the employee here. Fill in the provided fields. The optional address supplement allows for good recording of international addresses. Additional data fields can be created under Administration > Employees > Additional Data. You can add languages and notes, as well as upload a photo of the employee. You will also see the personnel number here and can assign your employee to a branch or department if applicable. If you use our deputy function for time-off (Administration > Time-Off & Absences > General), you can define a default deputy here, who will then automatically be set as deputy for the time-off request. This deputy will then receive the corresponding request before it goes to the supervisor for final approval. Alternatively, you can indicate here if no deputy is required in the specific case. Under “Statistics,” you can view an employee's individual jobs per year by clicking on the jobs.
All additional information that you have previously created under Administration > Personnel > Additional Data is displayed here and can be filled out.
Assign your employee to one or more user groups here. By assigning to the different user groups, employees receive the corresponding access rights. The access rights of each individual user group are detailed under Administration > General > User Groups and can be changed there by the administrator. The administrator can also add new user groups.
An employee can be assigned to multiple user 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, the employee has write access.
If you set your employee to “No access”, they can only be requested or booked informatively. They have no access to CrewBrain and receive no automatic emails.
If an employee has forgotten their password, you can reset it here. You can also see the login name here.
You can enter a second email address here to which copies of all notifications will be sent automatically.
Enter an Outlook email address so that Outlook-compatible appointments are transferred directly to your Outlook calendar. The email address entered here may be identical to the email address stored in the account.
You can also adjust here for which actions in CrewBrain emails and/or push notifications should be sent. This can be useful to avoid being flooded with emails for every minor change. But make sure that your employees always receive important notifications. Each employee can also make these settings for themselves under “My Account”.
Divide your employees into different categories to filter and classify them more easily. Under Administration > Employees > Categories you can also create your own categories. Here you can also specify the skill level of each individual employee. This helps you select the right employees.
Create certificates for your employees here. The predefined descriptions include liability insurance, business registration, and proof of health insurance. If the predefined categories do not fit, click either “Other certificate” and name it yourself or add another designation under Administration > Employees > Certificates > Add certificate. There you can also specify which certificates are mandatory for whom.
You can specify a validity period for the certificate, upload a document, and add remarks.
Via My Account, each employee can upload certificates themselves, which then have to be checked and approved. Who is allowed to check and approve depends on the access rights.
If employees should not appear at all in the request and booking dialog, for example because they should never be scheduled for projects or jobs, they can be hidden from the personnel planning views using the selection field here.
Here you can define the type of statement. Possible options are:
Different types of statements can be assigned to each employee in different periods. However, please create a new statement period for each change, as changes also affect past statements. Click on “Add further statement period”, select the type of statement in the mask and fill in the provided fields. For even faster recording of statement periods, you can also take them over from other employees or freelancers.
Click on Add document to upload documents such as application documents, pay slips, CVs, certificates, or similar. Click on “Other document” if none of the predefined categories applies and enter a name yourself. Alternatively, you can define and add a new category under Administration > Employees > Document Categories. You can name the document, add a description, and/or send it directly to the employee.
To find documents faster, you can filter them above. You can set filters for “Category”, “Name”, “Read”, “Released”, or “Period”.
If you have already uploaded a document, you can open and view it directly by clicking on the document icon. By default, the employee only sees the document after it has been released.
If the Task Management module is used, it is possible to create tasks for the respective employee. This does not automatically make the employee the responsible person for the task, but rather offers the possibility to store, for example, HR tasks and assign them directly to the relevant employee.
If an emergency occurs during work, contacts can be stored here who should be notified in such a case. Access to the emergency contacts is regulated via user groups (Administration > Employees > User Groups). Thus, in acute emergencies, colleagues can also access these contacts. For this, the “Access to emergency contacts in acute emergencies” must be set to “read” under Administration > Employees > User Groups > Base data. (This is already preset for schedulers.)
Under Base data > Emergency contacts, the respective colleague then clicks on “Show emergency contacts”. For data protection reasons, the employee is asked by the system whether it is really an emergency. If he confirms this, all administrators as well as the affected employee are informed about the retrieval of the data and the respective colleague receives the contacts.
Here you can assign work instructions or consent declarations to your employees and have them confirmed. This gives you a quick overview of which instructions and confirmations the individual employees have given and which may still be outstanding. You can add more under Administration > Personnel > Work Instructions / Confirmations.
Here you can see all entries by or about the respective employee. By clicking “Show more” you can add further entries.
Here you get an overview of all recorded tests or vaccinations of the respective employee. By clicking “Show more” you can add further tests.
Here you get an overview of your employees' driver's logs with start and end time, duration, distance, and location (if determined via GPS). You can edit the entry afterwards under Edit. Alternatively, trips can also be recorded via the time clock.
Trips recorded in the driver's log can be imported directly into the travel expense report.
Here you can record all equipment you have issued to employees. To do this, go to Add equipment. In the mask that opens, you can describe the respective equipment in detail and even upload photos or files. In addition, regular inspections or checks of the equipment can be scheduled. The respective employee will then be informed by email.
Under Administration > Staff > Equipment > Owner, multiple owners can be defined for the equipment.
The created equipment can be quickly found by filters in the areas of category, inventory/serial number, manufacturer, description, inspection, or status.
If a work coat is passed on to another employee, you can “edit” the corresponding equipment and enter the other employee instead of the old one. If the same equipment is issued to several employees, you can copy it and then move it to another employee.
For issued equipment, inspection intervals or checks can be stored. To do this, click “Add inspection” after you have created equipment. Now enter the type of inspection, the date when the inspection is to take place, and the name of the inspector. You can also add notes or upload documents. At the very bottom, you can specify after how many days, months, or years another inspection should be carried out. The employee will be informed by email. The inspection result (passed or failed) can be recorded in the system by anyone who can create an inspection. If an inspection is created for several pieces of equipment, a “group inspection” can also be used here.
At the top right, you can print various PDFs concerning the employee via the printer icon. In addition to the employee profile, you can print a data information (which contains, in addition to personal information, emergency contacts, certificates, etc., the recorded working hours), a list of equipment, the driver's log, as well as the employment contract and the form for exemption from pension insurance for minijobbers.
The employment contract should be individually adapted beforehand under Administration > General > Text Templates.