Process automation with CrewBrain

Dear clients,

the COVID-19 crisis is dragging on much longer than many had initially thought and hoped. But in addition to the many restrictions, this crisis also offers a unique opportunity to optimize operations and thus position oneself in the best possible way for the time after the crisis.

In the past, the high workload was often a reason for not dealing with the optimization of internal processes. Yet, after an initial investment, such optimization can result in massive time savings – which in the end again has a positive effect on the workload.

In recent months, we have greatly optimized and expanded CrewBrain in the areas necessary for process automation. In this way, you have the (possibly unique) opportunity in the current situation to engage in optimization now and position yourself and your company even better for the future.

In today's update info, I would like to introduce you to the most important tools for process automation. If you have any questions about this and other topics, our support team will of course be happy to provide you with help and advice.

We wish you every success in optimizing your processes

Sven Schlotthauer

What is process automation?

Process or workflow automation is the technology-based automation of complex business processes. As part of the digital transformation, this automation offers the opportunity to increase service quality while reducing employee workload and also costs.

Use synergies

In every company, different software solutions are used for different purposes. In addition to workforce planning with CrewBrain, these include rental management, an ERP system and many more. Process automation could mean here for example, that a confirmed offer in these systems automatically initiates personnel planning in CrewBrain.

Relieve employees

If information is transported manually, there is always a risk of information loss. This applies, for example, to the points in the company where information is passed on from one department to the next. If this information transfer is automated, consistent quality is ensured and employees are relieved at the same time.

Data exchange

Repetitive and monotonous work in particular puts a strain on employees. This includes, for example, entering customer data in multiple systems or generally maintaining redundant information. Process automation can completely relieve employees of this activity by automatically transferring redundant data from a previous system.

Optimal solutions

Optimal and specialized (software) solutions must be used at many points in a company. This often results in isolated solutions that are optimal in themselves, but suboptimal in the overall context. Open architectures and interfaces between these systems offer the possibility of also optimally aligning the overall context.

Our API interface

Our API interface makes an important contribution to process automation. This makes it possible to link CrewBrain with other software solutions and thus exchange data automatically. In the future, it will become increasingly important for different software solutions to "talk to each other", which is why we enable access to almost all data in CrewBrain here.

Opportunities

With the help of our API, a wide range of use cases can be implemented. Whether it's automated creation of projects or jobs (for warehouse or office activities, for example) or full synchronization with a rental management or ERP system, our API provides the right foundation here thanks to direct access to almost all data in CrewBrain.

API documentation

If you want to implement your own connections to our API, you will find the necessary API documentation on our website. Our API is a so-called REST API, which has become a de facto standard on the Internet today. It can be used with all common programming languages and is easily readable and usable for developers and ambitious users.

New: WebHooks

Classic API connections work with the "pull principle". This means that a script regularly retrieves the current data and checks whether there have been any changes. With WebHooks, CrewBrain now also supports the "push principle": if data is changed, CrewBrain can send it directly to another system.

Opportunities

WebHooks can be used to automatically trigger actions when a new record is created or an existing one is edited or deleted. This can be used, for example, to automatically create a folder in the local file system for each new project created in CrewBrain. Individual notifications are also possible, e.g. to the accounting department, when a project or job is marked as "fully billed".

Compatible software

WebHooks are compatible with any custom API connection. However, there are also platforms that specialize in workflow automation and can also handle WebHooks. Examples of this are Microsoft Power Automate or Zapier. With these solutions, CrewBrain can be linked to a variety of software solutions such as MS Office or G-Suite with little effort and a graphical user interface.

Use WebHooks

WebHooks can be created either via our API or via the user interface (Settings > WebHooks). When a WebHook is executed, it contains the respective object (e.g. the job or the project) in JSON format. All relevant information about the WebHooks and the process can be found in our API documentation.

Interfaces to rental management systems

At the end of last year, we introduced an interface to Epirent. In the meantime, we have greatly expanded this interface, so that now not only the orders themselves, but also the personnel requirements including scheduled personnel can be transferred. And best of all, similar interfaces for other rental management systems are already in the works.

Interfaces to solutions for payroll accounting

Data is also regularly exchanged between companies and payroll accountants or tax consultants for payroll accounting. Often this is still done "analog" in paper form. CrewBrain is able to offer exchange formats for payroll solutions for employees with statement. If you're interested in such a solution, feel free to contact us.

Use the time for process automation

There has never been a better time to drive the digital transformation of your own company than in the current situation.

The time required for such a transformation is difficult to manage in parallel with day-to-day business. The Corona crisis thus offers an opportunity that will (hopefully) not come again in this form so soon.

This is precisely why it is important to use this time to position your own company in the best possible way for the time after the crisis. Because with process automation in particular, you can gain a competitive advantage that can be decisive when business is picking up again.