Table of contents
Introduction
In SETTINGS you manage all the settings of your account and your CrewPlanner environment. This determines how you and your employees will work with CrewPlanner.
CrewTip! Spend sufficient time with your account settings. When everything is set to your preference, working with CrewPlanner will be even more enjoyable.
On the SETTINGS page you will find the menu on the right that allows you to easily navigate through the different sections. In this article we will explain the different components, note that only those sections are visible to you in CrewPlanner for which you have the permission.
General
Under GENERAL you will find, as the name already indicates, the general information of your company. You will find 4 subdivisions here. We will go through them one by one.
Client info
Under client info you will see the name of your company, as it will be used in CrewPlanner, the country where your head office is located and where your staff is registered.
Company info
The company info is an addition to your company data.
Company name: the name of your registered office.
Organisation number: your company registration number.
VAT number.
IBAN: your IBAN account number (starting with GB).
BIC: your IBAN number is read and if this is entered correctly, the BIC code is automatically completed. Alternatively BACS information can be given.
Email for invoice: your invoices can be found in CrewPlanner in LICENSE and will also be sent to this email address.
Address: the address of your head office.
Paritair Comité (Belgium only): in this example you see the Paritair Comité that is often used in the catering sector. All Paritair Comités are available for you to select. Depending on your Paritair Comité, you can choose from specific contract types. More about this later.
Contract types
All contract types are optional, so you tick what applies to your company.
The different contract types you can see here are standard in CrewPlanner for Belgium. In this example above, the contract types are visible for a commonly used Paritair Comité for the hospitality industry, namely PC 302.
Several contract types require a Dimona declaration. You can find an explanation about the Dimona's and how they are handled here.
Corporate identity
CrewPlanner is a white label product. This means that you can give your account the look you want with your own style and house colours.
The colour you choose for your account is in HEX format.
CrewTip! Read here to find out which HEX code you need.
Your logo should meet these 2 conditions:
Image ratio: 3: 1 (240 px: 80 px)
Transparent background
Configuration
In CONFIGURATION you set the basic rules of your environment; we are happy to explain them further.
Wages: here you set the basic wages that you use according to the contract types. Find more information on setting wages here.
Break rules: here you can automate the break rules, so they are automatically entered in the time registrations according to your settings.
Timer: if you select YES (and SAVE) you can let your employees clock in and out in the application via the timer.
Break timer: if you use the timer in the app, you also have the option to activate a break timer. This way, your employees can also report their break via the app.
Timer progress: this functionality gives your supervisors an overview of the total planned hours versus the clocked hours on an active project. Read more here.
Employee confirmation: let your employees confirm scheduled shifts via the app.
Employee withdrawal enabled: give employees the option to request a withdrawal for a shift that has already been confirmed via the app.
Employee withdrawal hour threshold: if you are using the above functionality, you can set up here how long before the start of a shift an employee can request a withdrawal for this shift.
CrewTip! If "Request availability from employees" in the department settings is set to "NO," employees will not have the option to confirm their shifts or request a withdrawal. Ensure this setting is enabled if you want employees to manage their shift confirmations and withdrawal requests via the app.
Gather: if you enable this, you allow your managers to set a gathering location per department group where employees are expected to gather before the start of their shift.
Invoicing: here you determine whether you wish to use our invoicing module for the automatic generation of invoices (available from plan Classic).
Contract lay-outs: select whether you wish to use the contact lay-out module for automatically generating and sending contracts.
Payouts: define here whether you wish to use our payouts functionality for automatically generating a bank file for paying advances (available from plan Classic).
If you enable this functionality, two additional settings will appear:
Gamification: here you activate the gamification functionality. Once you select yes here and press save, an additional page appears in the settings menu where you manage your gamification settings. Read how to proceed in this article.
Gamification activated for employees: once you are satisfied with your gamification settings, activate gamification for your employees by setting this functionality to yes and saving.
Security - Force two-factor authentication: if you enable this, you will require your managers to activate two-factor authentication and you will be asked to set a deadline. New managers are given 3 days by default. (This does not apply to company or payroll managers)
CrewTip! If they do not activate this in time, the account will be locked and you will need to delete the manager and invite them again.
Ask availability for filled shifts: if enabled, CrewPlanner will still ask employees to indicate their availability for these shifts even if your schedule is already complete. This way, you can quickly replace employees who withdraw their availability.
Shift reference generation: with this functionality, you can ensure that a reference is assigned to each group of new shifts which are created simultaneously. You can find this reference for each shift when consulting a project or a work schedule.
Project publication for availability: you determine how long in advance a project will be visible for the employees via the app to indicate availability.
Planning time rounding: here you define how the start and end time will be rounded for the creation of your planning. By default, this is set per quarter of an hour.
Time registration rounding: here you determine how the start and end time of the worked hours will be rounded for the time registration. By default, this is also set per quarter of an hour.
Time registration default prefill: How would you like the time registration to be completed automatically. Select the applicable rule here.
Archive timer: how long do you want to save the clocked times with possibly GPS location and the picture of your timer after they have been completed by a manager.
Transport allowance: Set a general kilometre/mileage allowance here.
Employee profile requirements - Profile picture required: if you select YES, you make uploading a profile picture by your employees, mandatory and the employee will not be able to use the app until this is in order. If you select NO, uploading a photo is only an option.
Rules for week contracts: Optional, only visible if you use our contract module. You can find more information here.
Set cards background: here you can set the background colour of the set of cards which you can download on the employees page and via a project. Read more about set cards here.
Always make sure to select SAVE after completing or modifying your settings.
Notifications
You have the option to send out a daily push notification or email in which you request your employees to report their availabilities:
Name: this is the name your employees will see as the sender of the emails.
Email: this email address is for your employees the sender of the email in which you request them to communicate their availability. You can create this email here.
Request availability via email/notifications: you activate this setting by selecting YES. If you select NO, your employees will not receive an email or a push notification to ask them to provide their availability.
Time: once you activate this setting, this is where you will need to enter the time when your employees will receive the daily mail or push message.
Save: SAVE your changes
CrewTip! If you send messages to your employees via CrewPlanner, they will see the push notifications or emails appear from your name. If the employee is logged in to the app they will receive a push notification, if they are not logged in, they will receive an email. If they already submitted all availabilities for the shifts they qualify for, they will no longer receive a message or e-mail. Entering day availability does not qualify for this.
Manager
In CrewPlanner, you have the option of granting managers various permissions; this article provides an overview of these. You can invite or add managers on the MANAGER page.
Read the article for more information on how to manage your managers.
Legal documents
This functionality allows you to share legal documents with your employees or company managers very easily and automatically. On this page, you create and manage legal documents.
This article tells you how to proceed.
Document verification
Here you have the possibility to determine which documents your employees should provide you with for verification, before they can be scheduled to work on projects. Think for example of a copy of an identity card, a work permit, a driving licence. The standard documents that CrewPlanner requests for verification are proof of identity and bank card. You can create, edit and delete new document verifications.
The documents that are uploaded remain available to both parties via DOCUMENTS in the menubar of CrewPlanner or the application. More information on how DOCUMENT VERIFICATION works can be found here.
Custom fields
It is always possible that you want to collect additional information specific to your sector or your way of working. This can be done with the help of CUSTOM FIELDS, by asking extra questions to your employees, company managers or co-managers, for example at the end of the day during the time registration.
You have the possibility to obtain your information in different ways, such as a yes/no question, a multiple choice question, or a question with a free answer field. You can even make answering these questions mandatory.
More about this functionality can be found in this article.
Templates
TEMPLATES are basic documents in Word (.docx file) that can be used as templates for the layout of legal documents and contracts. You have the possibility to add pieces of code to these templates, so that, when you want to create a contract or legal document, a number of data are filled in automatically. If desired, you can also request a digital signature.
Use our article to create your own templates for your legal documents and contracts.
Export presets
With export presets you can create export templates, which you will simply be able to select in the export document builder on the main pages of CrewPlanner.
On this page you can create, edit, download, upload and delete your presets.
You apply the presets via the export document builder on the pages of the preset type you have chosen. Learn more on export presets in this article.
Contract lay-outs
With contract lay-outs and the help of templates, you can easily and automatically deliver all necessary contracts to your employees for each working day or for a whole week. Once you have created these contract lay-outs, they are ready for use and can always be consulted in the CONTRACTS tab of each project.
Learn more about contract layouts and contracts in this article.
Attributes
This page gives you an overview of all the necessities and dress codes that you create in a project or work schedule, as well as the formulas (description of the tasks).
You always have the option to change or remove supplies, dress codes and formulas from this list. You do this by selecting the pencil or the bin icon. If you want to create a new attribute, select CREATE ATTRIBUTE in the top left-hand corner:
You will be directed to this screen:
Type: select whether the attribute should be classified under Clothing, Attributes or Task.
Value: you give the attribute an appropriate name.
Image: You can add an image here by searching for a file on your computer or by dragging it to the frame under IMAGE. More information can be found here.
Then just select SAVE and your new attribute is added and can be used in projects and work schedules.
Social subscription (Belgium only)
With social subscription, we offer you the possibility of automating the reimbursement of an employee's travel expenses. This is then calculated on the basis of the social subscription set up.
You can read how to set up a social subscription here.
Shift functions
The SHIFT FUNCTIONS that you create while building your projects or work schedules are all centrally stored here. Using these shift functions you can map wages and costs associated with a shift. This way you can keep your administration on the right track when you use extra modules and links such as contracts, invoicing and offix. Create shift functions at a general level or specific to a client. Read here how to get started.
API tokens
If you would like to make a connection with a third party, you can set this via the API TOKEN tab. With the help of this functionality, you have the ability to make an API connection with a third party that does not yet have a connection with CrewPlanner.
If you would like to use this feature, read this article.
License
On the LICENSE page you will find not only, as the title indicates, all information about your licence, but also about your consumption and your invoices. Since our collaboration with Stripe, this is also the place where you can change your licence yourself and where you can purchase additional services.
In this article, you will find all the information about managing your licence and what you can access here.
Invoicing
Starting from the plan Classic, you have our invoicing module at your disposal to automatically generate invoices. You activate this module on the configuration page, as discussed earlier. Once activated, you can additionally integrate CrewPlanner with one of our invoicing partners such as Exact Online, Xero or Odoo, or you can use the module without integration. More information on creating these integrations and setting the general settings can be found in the respective articles.
Please refer to the invoicing module article for further information.
Integrations
The last tab lists the possible integrations we offer for obtaining additional functionalities or integrations with partners. Which integrations you can make depends on your chosen plan in LICENSE, as shown on this page.
If you would like more information on our integrations or partners, please consult the relevant articles in our Crew Academy.
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