Introduction

Once you activate the link with Catermonkey, the quotes you created there will automatically be forwarded to CrewPlanner as soon as you set their status to Confirmed. These confirmed quotes will appear as project requests in the Dashboard module External approved quotes in CrewPlanner and must be approved by a manager.

Integrate with Catermonkey

To integrate with Catermonkey, you will of course need an account with them first. More information can be found on their website www.catermonkey.com. Once this account is in order, navigate through INSTELLINGEN to the KOPPELINGEN & INTEGRATIES page and select the option to generate an API Key:

To establish the link, then navigate in CrewPlanner to the INTEGRATIONS page from the SETTINGS menu, and there you will find the Catermonkey link under the Essential heading.

Select this link and on the next page on the left-hand side then select the ENABLE button.

This will allow you to enter the API Key or token that was generated and copied from Catermonkey:

Once you press SAVE, the link will be established.

Send a quote from Catermonkey to CrewPlanner

A quote you create in Catermonkey is not automatically sent to CrewPlanner, there are a number of things that have to be met for this to happen.

First of all, you have to enter at least a client and a date on the quote to send it to CrewPlanner. So you don't need to complete all the information, but more on this later.
In addition, always select EVENEMENT as the type in order to convert it to a project in CrewPlanner.
Finally, the quote is only sent as soon as you change the status of the quote to BEVESTIGD. So feel free to create your offer and only change the status once you are ready to send it to CrewPlanner.

Once a quote meets all the requirements, it appears in the EXTERNAL APPROVED QUOTES module of the DASHBOARD in CrewPlanner.

Which fields are linked

When formatting a quotation in Catermonkey, you have several fields at your disposal. In this chapter, we will discuss which fields in CrewPlanner these correspond to and are linked to.

As mentioned earlier, you don't need to enter all the information to send a quote to CrewPlanner, but you do need to enter at least a client and a date.

CrewTip! As long as a project has not yet been approved in CrewPlanner, you can still add additional information to your quote in Catermonkey and it will automatically be uploaded in CrewPlanner. This will look at all quotes with an event date up to 30 days in the past. This way, you can even add quotes for events that took place in the past.

Please note, in CrewPlanner, to create a project you need at least the following information: client company name, project name, date, minimum 1 shift.

If this information is not entered on the quote, it will have to be completed manually in CrewPlanner to be able to approve and create a project.

We will briefly go over which fields in Catermonkey you can use to send information and with which fields they are linked in CrewPlanner:

Klant = Company
Note that the client for whom the quote was created can only be recognised by CrewPlanner if the name is the same 1:1. If the name is not recognised, no project request will be created as a result.
Locatie = Project address
If you enter an address in the Field 'Locatie', CrewPlanner will recognise it as the Project address. If you leave this field blank, the Address unknown option will be ticked for the project.
Eventdatum = Project date
Without a date, no information will be sent. The 'Eventdatum' will count in CrewPlanner as the Project date.
Einddatum = Creation of Recurring project
If you enter an 'Einddatum' on your quote, a project will be created on each day between the 'Eventdatum' and the 'Einddatum'. This allows you to request multi-day projects in CrewPlanner.
Eventnaam = Project name
The name you give to the assignment will be adopted as the name of the project.
Aantal personen = Additional information
The number of persons entered on an offer refers to the number of guests. As this information can be used to determine how many staff are needed, it is displayed in CrewPlanner in the Additional information field.
Referentie = Additional information
The information you enter in the field 'Referentie' will appear in the Additional information field of the project.
Evenementsplanning = shift times + shift functions
The section 'Evenementsplanning' allows you to add shifts to the project. You can already define the start and end times, as well as the shift functions of the shifts. Please note that the name of the shift function must be 1 to 1 the same as known in CrewPlanner.

Where to find confirmed quotes in CrewPlanner

Once you have activated the integration in CrewPlanner, as a manager you can add a new module called EXTERNAL APPROVED QUOTES on your dashboard. You can read how here.

As soon as the status of a quote in Catermonkey is changed to 'Bevestigd', the information is sent to CrewPlanner and the quote appears in the previously mentioned dashboard module.

CrewTip! Quotes are arranged by Event or Project date, starting with the quote or event that takes place first. Use the arrows in the top-left corner to navigate to later quotes.

The module offers you 3 options:

Accept: select the plus sign to accept the quote, after which you can create the project.

Ignore: use the icon below to ignore the quote. Note that after you confirm, the quote disappears from the module and you can no longer create a project for it.

View quote: select the relevant quote and a pop-up opens allowing you to view more information. Select the black bar with VIEW IN CATERMONKEY to reopen the quote in Catermonkey, if you have access to do so. Or use the buttons at the bottom to create the project as yet or ignore the quote.

Create a project from a confirmed quote

As discussed in the previous chapter, you accept a quote by selecting the plus sign or the CREATE PROJECT button in the EXTERNAL APPROVED QUOTES dashboard module in the pop-up.

After this, the project opens with the information entered in Catermonkey displayed in the linked fields.

How to continue creating a project is explained here.

Delete or cancel a quote

If a quote is deleted or cancelled in Catermonkey, the quote is only automatically deleted from CrewPlanner if it has not yet been accepted and a project created.

Once a quote has been accepted and a project created, the offer will no longer automatically disappear from CrewPlanner and will therefore have to be followed up manually.

We hope this article has helped you!

If you still have questions, take a look at our Crew Academy first. You might find the answer in one of our articles.

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