You create jobs by either clicking on a date in the calendar — unless this has been changed to projects under Administration > Calendar > General — or by clicking the plus icon at the top right and creating a job. In both cases, a form opens where you can create the complete job including personnel, subjobs, time recording, and much more.
¶ Information
On the left side of the form, all job-relevant information is entered first. This includes the title, the date, optionally the time zone (if the job takes place in a different time zone), the type, and the status. Type and status can be customized under Administration > Jobs > Job types or Job status.
You can select the scheduler, client, location, and project manager directly from your database or create new entries in the pop-up window by clicking the plus icon at the bottom and entering all relevant information.
Under Administration > Jobs > Additional data you can create further individual information fields.
For even more detailed information, you can also add a description (text templates can be used here), upload documents (you decide who can access them), and write comments. The comment function acts like a chat, where you can decide for each comment whether everyone, only schedulers, or only project managers can see it. Comments you write yourself can be edited or deleted afterwards. With the appropriate access rights, comments from others can also be edited or deleted. Documents can also be uploaded in the chat.
¶ Quick start
When you open the form for a new job for the first time, you will see three different options on the right side that represent ways to continue planning your job. If it is a small job for which you "only" need some employees for some hours, then choose Plan personnel requirements. If you have a larger job with several subjobs or different shifts, then choose Plan production or tour. Or do you want to request first which employees are available for your job? The choice depends on the goal of your job. Depending on which option you choose, you will be redirected directly to the appropriate page. In "Plan personnel requirements" (one-day job), you can specify directly how many employees per category you need for your job. In "Plan production or tour" (multi-day job), you will be taken directly to the page for planning subjobs or shifts. In "Request employees," all employees are shown to you.
¶ Further settings
In every job, you will find a number of icons at the top right that support you in the clear planning and management of your job:
- Employees
- Subjobs
- Overview
- Tasks
- Working hours
- Locations
- Invoice insert
- Risk assessment
- Travel expenses
- Homepage export
- Statistics
¶ Individual tabs
If you have created one or more of these tabs under Administration > Jobs > Individual tabs, they will also appear with the corresponding icon at the top right of the job dialog. With these individual tabs, you can create additional information such as time, material, guest lists, or other additional data fields individually. The contents of the individual tabs can be copied or imported here, in the job, or from any other job or project.
Automatic sorting of rows is possible. To do this, click once on the respective header row of a table. The sorting set this way will be saved and automatically displayed next time.
¶ Print view (PDF)
After you have created a job, requested, entered, or booked employees for it, and then click "save," you can output various employee lists via the print view at the top right. These include a job overview, a personnel plan, the statistics, signature lists, distribution lists, participant lists, time sheets, task lists, booking confirmations, QR Code for time clock,a list for Covid-19 tests and the calculation.
If you use the personnel leasing feature, the corresponding print views will also appear here: the personnel deployment overview, the Concretization, the performance records, and the transfer contract.
You will also see the print views of the individual tabs here.
For almost all lists, you can select which information should be included.
¶ Contact employees
¶ Send request and booking emails
Via the e-mail icon, the corresponding mails are sent during the request and booking process. Without actively sending these emails, employees/freelancers/ subcontractors will not be contacted or booked in the new request dialog, and no follow-up emails will be sent, as the booking process is not complete without sending a booking email, for example.
Next to each employee involved in the job, you will see an e-mail icon with a red X. Only when the request or booking mail has been actively sent does this icon disappear, so you know that the corresponding mail has been sent.
You can also check this by clicking on the three dots (Advanced) to the right of the respective employee and then on “Request details.” Here you can see which email was sent when and by whom, or who scheduled the employee.
¶ Send tender email
If you want to request all employees, freelancers, and/or subcontractors of the required categories for a job at once, you can send them a tender email here. If several categories apply to a person, only one e-mail for the job with all categories will be sent. The recipients of the tender can now actively offer themselves in the job and thus respond to the tender. Afterwards, the scheduler or project manager can choose which of these persons they want to book finally.
Sending the tender email from a main job or project allows you to tender a tour or project in a single step. It is also possible to add free text to the email.
Read here how to send the tender email step by step and select the right employees.
¶ Send free-text email
Send a free-text email here to one or more recipients. You can also choose from your text templates.
¶ Send confirmation email
If you planned your job some time ago and are no longer sure whether all participants will be present, you can send them a confirmation mail. This way, all booked employees receive an email or push notification in which they have to actively confirm their participation in the job.
¶ Copy
Since you cannot create templates in CrewBrain, we solve this problem with the copy function. So if certain jobs are to be repeated, you can copy them at the top right. You can determine the intervals yourself, from one-time to daily, weekly, monthly, yearly, or, for example, every second Tuesday of a month.
You can choose a title and select exactly what should be copied. Among other things, you can choose whether subjobs, employees, or documents should be copied. The job status can also be selected individually.
¶ Options
At the bottom left under "Options," you can hide individual jobs from the calendar. This function becomes particularly interesting if you use synchronization with rental management software and do not want to see some of the synchronized jobs constantly in the calendar. Hidden jobs can also be shown again if necessary via filters in the calendar.
Furthermore, you can convert a job here. Into a solo job or a project.
You can also officially cancel or completely delete the job here.