You can already fill the demo account with your real data, because the demo account transitions seamlessly into the real plan when you switch.
However, if you have entered so much test data that you would prefer to have the account reset, please contact our support. They can then delete the demo account early so that you can start with the same domain in a new demo account.
Only the super admin can enter the plan. The super admin is automatically the person who created the account. As a super admin, you have some additional administration points compared to other users. Among other things, there is a "Contract Information" section in the administration. There, the super admin can select and enter the desired plan.
Alternatively, our support is of course happy to help you choose the right plan and can send an activation link for the plan based on that. Please feel free to contact us!
Each account has its own subdomain. Enter this subdomain.crewbrain.com in your browser and you will be taken directly to the login page of your account.
Send an email to support@crewbrain.com.
If it is about specific problems in the account, screenshots, possibly the name of the user and the job ID help us to solve the problem as quickly as possible.
The fastest way is via our upload, which you can find in the base data for employees, freelancers, clients, etc. You can upload an Excel or CSV file here. If you want to upload categories or additional information directly, please remember to create these in CrewBrain beforehand so that the corresponding fields can be filled. You create additional information under Administration > Personnel > Additional Information, and you can adjust the categories under Administration > Personnel > Categories.
If you work with an interface, employees can sometimes be imported via it. In most cases, however, only those who are already scheduled in jobs are imported.
Only employees who are stored with access and user group in the base data can receive notifications.
Open the job from which the employee did not receive a request or booking notification. Is there an envelope icon with a red "x" behind the employee's name? Then the corresponding notification has not yet been sent manually. To do this, click on the e-mail icon at the top right and select the corresponding notification. Once it has been sent, the envelope icon with the red "x" disappears and the employee has received the notification. You can check this in the job itself by clicking on the three dots behind the respective employee and selecting "Request details". The entire request process is documented there.
The reason why these notifications are not sent automatically is our drag & drop system. If you accidentally release the employee too early, he can quickly end up in the wrong category. If he were to receive a notification automatically for this, it might confuse the employee. Therefore, it has to be triggered manually at this point, as described above.
If the employee does not receive an e-mail or push notification despite manually triggering the notification, these notifications have either been suppressed by the employee themselves or globally disabled. The former can be checked in the master data of the respective employee under "Access & Settings" at "Adjust notifications". The employee can also set this in their account under "Notifications". If it was globally disabled, please check under Administration > System > E-Mail > Types whether the corresponding notification is set to "never".
The purpose of CrewBrain is that everyone is informed about everything in the system at first. Therefore, it is preset that you receive notifications for everything. Every employee can and should set under My Account > Notifications what he or she wants to be notified about. Those who have access to the base data can adjust the notifications there under "Access & Settings" for all employees.
If certain notifications should not be sent at all, i.e. globally disabled, this can be set accordingly under Administration > System > E-Mail > Types.
Always make sure that no important notifications are disabled.
Check the box under Administration > Jobs > Requests & Bookings at "Employees may offer themselves for jobs" and the corresponding right in the corresponding user group (Administration > General > User group > Jobs > Employees not requested or tendered are allowed to offer themselves to jobs.
This gives employees an extra button for all jobs that you see in the calendar, through which they can enter themselves.
Read our step-by-step guide here.
The flextime account always depends on what is stored in the base data under "Statements & Time Recording". When we talk about the flextime account, the statement type "Time recording with flextime account" is stored there.
We have problems with at least one special character in the app. So if your usual password does not work in the app, please remove all special characters and try a new password without special characters.
Feel free to let us know which special character it was, so we can pass it on to all users.
Whether from project to main job level or from main job to subjob level, creating the respective lower level always works the same way, namely via the Short-record. There you can quickly create many more subjobs by only entering the title, date, and the personnel requirement on the right. If you go below via "+ Add subjob", a completely new mask opens where you have to enter all information again for each additional subjob. This is not necessarily time-saving but makes sense if the information differs extremly from job to job.
In CrewBrain, you can create your own time-off and absence categories under Administration > Time-off & Absence > Categories. For example, if someone is working from home or for "Child sick", "Parental leave" or similar. When creating a new category, the choice of the time account is particularly important so that someone, for example, does not lose a holiday day when working from home. Here the individual time accounts are explained.
For home office, you would choose the time account "Block". This time account has no effect on the time recording. The employee works as usual and records his working time, but is blocked for this day and therefore not available for requests.
For "Child sick" or "Parental leave" you would choose the account "Free time". For the category "Child sick" it also makes sense to check the box "Document" so that the corresponding sick note can be uploaded. For the category "Parental leave" you should remember that the holiday account in the statement period is reduced accordingly, as the employee is not entitled to holiday for this period.
Depending on how detailed this information is, there are 3 options to store further info within the job.
In CrewBrain, we distinguish between users with and without access. In terms of our plan, all those who are "with access" are counted and paid for. All "with access" are assigned to a user group in the base data under "Access and Settings" and thus have their own CrewBrain account, receive all notifications from the system and can, for example, participate in time recording.
All those who are stored as "without access" in the base data under "Access & Settings" are only informatively included in the system for you. They can be booked into jobs, but they do not receive any notifications via the system. They also do not have their own account and cannot, for example, participate in time recording. This is intended, for example, for freelancers with whom you work very rarely. You can create as many "without access" as you want.
If two companies use CrewBrain, they can link their accounts so that all requests and bookings are automatically synchronized between the systems.
For this, the companies must enter each other as "subcontractor" and "client" in the base data. In the client profile, you will find the "subcontractor connection". The companies then each click on "Link accounts now" and enter the domain, username and password of the respective other subcontractor and click again on "Link accounts now".
If you want to make your events visible in CrewBrain from another calendar, this works via our calendar import. You can find this under My Account > External calendars. How the most common calendar formats can be imported, you can read here.
If you want to see the CrewBrain jobs or tasks in your own calendar, this is also possible. To do this, go to My Account > Subscriptions > Subscription, create the URL via "add further subscription" and save it in the corresponding calendar.
In the app: Go to the more page and then to "Time recording". Select the month in which the break is to be added. Scroll all the way down to "Add time". Instead of "Working time", select "Break", enter the corresponding time and click "Enter". The break time has now been stored.
Alternatively, the break time can also be stored in the time clock itself if the break is to be added for the current day. Clicking on "In" creates a new column with "Working time" that can be edited. To do this, click on the gray arrow on the far right. Change the category from "Working time" to "Break" and enter the corresponding time "from" .. "to". Confirm this with the checkmark at the top right.
On the desktop: Go to the time recording and click the plus sign at the top right. Select "independent times". Choose the category "Break" and enter the corresponding time.
If the break is to be stored within a specific job, project or task, go via the plus sign to "Working hours". Select the corresponding job (project or task) there and click below the already stored working time to create a new entry. Again select "Break" as the category, enter the time and click "Change time" to save the times.
Also read our step-by-step guide on recording times in CrewBrain here.
Yes, there is.
To do this, create the various Datev profiles, i.e. the wage types, for example for permanent employees and minijobbers under Administration > Time recording > Datev export. Your tax advisor should know these wage types in case of doubt. These Datev profiles can then be stored in the statement periods of each employee.
In the time recording overview, you can then download the data in Datev format and forward it to your payroll office.
No, CrewBrain is not an invoicing program. However, you can create detailed invoice inserts from any CrewBrain job that can be attached to an invoice. This way you can store the sum for the personnel costs in your invoicing program and refer to our invoice insert for the detailed list.
Go to the base data and select "show all employees" and choose the filter on the left. Almost at the bottom there is the filter "Active". Set this to "No" and all deleted (deactivated) employees will be displayed. If you want to reactivate an employee, open the corresponding employee and click on "Restore".
Go to the time recording of the corresponding employee and select "Payment" via the plus sign at the top right. Now enter a date, possibly a note, and select "Hours" as "Type". If you use our DATEV interface, the corresponding wage type should be selected here. Under "Value" enter the number of hours to be paid out and under "Amount" the value for one working hour.
Please note that the flextime account always shows the current daily value of the previous day. A payment made today will therefore only be visible tomorrow.
Here you can also pay out holidays or flat rates.