New enhancements and optimizations for CrewBrain​

Departments & Locations for Projects & Jobs

Since the introduction of the possibility to divide the companies into departments and locations, the question came up again and again whether projects & jobs can also be divided accordingly. This is exactly what will be possible with the new update.

Enable the feature

In order to divide projects & jobs into departments, this must first be activated under Settings > Projects > Preferences or Settings > Jobs > Preferences. Afterwards, additional dropdowns for the selection of a location and a department can be found in the dialog for Jobs & Projects.

Filtering

Of course, all calendar views can now be filtered by locations and departments. In this way, the jobs of a desired department or location can be displayed easily and quickly.

Default

How the fields are preassigned for new records can be defined under Settings > Projects > Preferences or Settings > Jobs > Preferences. Possible values are "no preassignment" (empty) or "department / location of the user".

Calculation & Invoice Inserts

The feature for calculation and invoice inserts is becoming increasingly popular. However, a major limitation up to now was that the employees' working hours were transferred 1:1 to the invoice insert. With the new update, it is now possible to edit these individually.

Separate view

There is now a separate view in the jobs for the working hours of the invoice insert. To access this, either click on the clock of one of the employees in the invoice insert or, alternatively, on the clock in the tabs at the top and then select the "Invoice insert" option from the employee dropdown.

Automatic rounding

If desired, CrewBrain can round the times automatically – independent of the rounding algorithm set for employees. For this purpose, a rounding algorithm can be stored in each price list, which will then be applied to the invoice insert.

Hide working hours

Using the context menu (the three dots at the end of a line), a working time can be completely hidden from the invoice supplement. In addition, the "Settings" button in the invoice supplement can also be used to completely hide entire time categories.

Adjust working hours

The colored column in the view for the working times of the invoice insert enables an individual adjustment of the working times for the invoice insert. The color indicates whether the times of a data record differ: green stands for identical times, orange for differing times and red for hidden times.

Retail & Purchase prices for fixed expenses

When entering expenses, it is also possible from this version to enter different amounts for purchase & retail, which makes the calculation of the margin even more accurate.

"Available" for Freelancers

Until now, CrewBrain could only record the periods when a person is not available (e.g. vacation or simply absences for freelancers). Starting from this version, it is additionally possible to record periods for freelancers in which they are explicitly "available".

Own categories

There are now also absence categories for freelancers, which can be stored under Settings > Holiday & Absence > Categories. By default, the system creates two categories (available and unavailable), but these can be expanded and color-coded as desired.

Capturing the data

Freelancers can enter the attendances and absences as usual via an availability view, in which they only have to click on the corresponding days. This makes recording the time periods simple and intuitive, and schedulers can then view the information in various calendar views and in the request dialog.

Time recording

Especially in larger companies it is difficult to keep track of all persons in the time recording. For this reason, the update includes adjustments related to departments as well as the overview for salary components.

Departments

In time recording, it is now possible to get overviews for the individual departments and thus filter to these departments. In addition, the overall overview can be grouped and subdivided according to departments.

Wage components

Until now, the wage components were only ever displayed at the level of the individual persons. In the future, they will also be displayed in the overview and can thus also be exported clearly as a CSV or Excel document.

New user rights

As in most updates, this time there are also new rights that can be assigned via the user groups.

Access to "Access & settings"

The "Access & Settings" tab for employees, freelancers and service providers in the base data can now be assigned as a single right. Even if a user has write access to the data records themselves, they do not necessarily have to be able to activate access directly.

Offering yourself for jobs

The question of whether an employee or freelancer could actively offer themselves for jobs could previously only be defined globally. From now on, this can also be regulated via the user groups, so that different regulations can apply to different people.

Commenting

Commenting on jobs, tasks and projects can now also be enabled or disabled individually for each user group.

GPS position

The recording of the GPS position when clocking in working hours can now also be controlled via the user groups and is thus no longer necessarily active for all users of the system when it is switched on.

Further adjustments

As usual, there are also many other minor adjustments that we would also like to share with you.

Account locking

From time to time it happens that a user locks his account (e.g. password entered too often wrong). From now on, an automatic notification is sent to the administrators in these cases, so that the block can be lifted again at short notice.

Status for tasks

Tasks can now also be assigned a status. Similar to the status for projects & jobs, this can be individualized in the administration, so that it is possible to specify the current status of the tasks even more precisely in addition to "open" and "finished".

Staff needs in the bar view

The bar view in the calendar now also shows the staffing requirements for each job when the view is switched to "Jobs".

Risk Assessments

During the Prolight + Sound we had many interesting conversations about the risk assessment, which we already presented in the last update info. If you are interested in this feature, our support will be happy to answer your questions or to give you a free test of this module.