A new tag has been added to SquidWeb to help track if a crew member is Covid-19 tested or vaccinated, the skill can be added to the crew member’s profile once they have submitted a valid vaccination certificated or negative test document.

The can be requested from SquidWeb and the crew member can upload it from their mobile or desktop device like any other document. We will use the COVID-19 Vaccination Certificate document request as an example to show you how to complete this process:

  • Open the Personal Documents Container menu,
  • Select “Request new document” and select “COVID-19 Vaccination Certificate”
  • Select your company and click save to send the request to the crew member

The document will be marked yellow in the personal documents container until the crew member submits a document. The crew member will receive the request on their mobile app home screen and it will remain there until they upload their Covid-19 certificate.

Once the crew member has submitted a document it must be confirmed by the office before it is valid. The document will me marked blue in the personal documents container until it is confirmed by an office member. To confirm the document:

  • Open the (blue) document from the personal documents container menu
  • Check the document is indeed valid
  • Select Mark as confirmed from the document details container menu

The skill will then be automatically added to the crew member’s profile container under “Documented skills”. This tag will inform all other planning staff that the crew member has vaccination documentation. If a job requires vaccination documentation, the tag filter can be applied to the crew planner to display only crew members with this skill tag present in their profile.

Some features in SquidWeb require you to grant permission for SquidWeb to access your Google account, but why do we need this access, and exactly what do we do with it?

SquidWeb only uses the access to your Google account to access or change information of items create from a SquidWeb feature – Template documents for example, allow you to generate a Google document of a pre-defined layout directly from SquidWeb, this document is created in Google documents and stored in your Google Drive, therefore SquidWeb requires permission to access these two features.
Allowing all requested permissions to your Google account will give SquidWeb the ability to use all its required features in connection with Google, those permissions are as follows:

  • Google Drive Access: Allows Squidweb to add or remove template documents and spreadsheets to your Google Drive.
  • Google Docs & Spreadsheet Access: Allows Squidweb to create template documents and spreadsheets from SquidWeb to your Google account.
  • Google Calendar Access: Allows Squidweb to create events from SquidWeb planning features to your Google calendar.
  • Apps Script projects: This allows SquidWeb to send PDFs from Google back into SquidWeb.

For full details on how these permissions are given in SquidWeb, see our short tutorial video here:


SquidWeb Messenger is a self-hosted online chat service with file sharing, search, and video conference capabilities. It is designed as an internal chat for teams and companies. A company server be organized into public and private channels with select team members, as well as direct message to one another.  The service also offers video conferencing for meeting hosted on Jitsi for team, or individual, calls.

SquidWeb messenger also send daily announcements to users. These announcements can be customized, through the use of SquidWeb Robots, to your company’s needs to give whatever information you find most necessary for the team, such as when a notification when a project is closed s well as it’s turn over and which crew members were absent, daily updates on crew metrics, if a key account needs to be contacted or any other information from SquidWeb that can be useful to your planners.
This allows users to receive important and useful information automatically and regularly without any moderation required.

To set up your SquidWeb Messenger account navigate to user settings in the top right corner of the dashboard and set your username:

Your company will have a unique URL to access the messenger: https://messenger.squidweb.biz/[COMPANY_NAME] – we recommend saving this to a bookmark in your browser to access it at the start of each work day.

A mobile version of the messenger is also available, it is saved to the mobile in the same way the SquidWeb companion app is saved; simply access the URL on your mobile browser and select “add to homescreen” from the page menu.

The default button will reset the project, including all filters, back to the original project view with a single click.

The button is located in the header of the project crew items container and once clicked, any crew filters or supplier selections you have made to the project since you started working on it will be reset to display all PCI’s and all crews in their original order.

Bookmarks are used to navigate quickly to important or frequently used webpage in Google Chrome. Any page in SquidWeb can be saved as a bookmark to be accessed quickly from anywhere in the browser.

We recommend creating a folder for your SquidWeb bookmarks to keep them all in one easy to access place.

To create a folder, right click anywhere in the browser header and select “new folder” from the menu. Bookmarks can then be saved directly into this folder.

To save a new bookmark navigate to the page you wish to save and click the Star Icon to the right of the  address bar in the browser page header, make sure your folder is selected from the folder menu and click “Done”. The newly created bookmark will now be listed in the folder.

Working with bookmarks is a great way to improve your efficiency with SquidWeb, save a several pages that you regularly use on a day-to-day basis, we recommend the Today, mailbox and projects pages as your first bookmarks. At the start of each working day you can open the folder in Chrome and open all bookmarks in one action.

For full details and instructions on how exactly to create a folder and save bookmarks, watch our tutorial below:

The mailbox autoresponder can be set when you are on vacation of absent for any reason. Once set up all incoming emails to the chosen mailbox will be automatically replied to with a preset response.

To set the autoresponder navigate to the mailbox settings and set the Autoresponder section to active. Once active you may select a timezone, this is important as specific times may be chosen for the autoresponder to be active for each day of the week and if you client are in other parts of the world an incorrect timezone may cause your autoresponder not to be sent. A template can be used or a custom message my be added to an autoresponder email, in either case variables are available to be added.

{{date}} – representing the current date

{{nextAvailableDate}} – represent the next a date in the crew planner your user account is not booked for.

These variables will be replaced when with the corresponding value when the email is triggered. Adding these two variables to your autoresponder message template allows the same template to be used multiple times without the need to manually change the dates you are out of the office.

Finally, as mentioned, the exact time of day the autoresponder is active can also be defined. Each day of the week may be customized to allow for inconsistent absences (9am-1pm on Tuesday and Wednesday for example), however adding “0” to a day will automatically set the responder as active for the entire day. Details on this and more are explained in the tutorial below:

SquidWeb’s template document allow you to generate a doc from SquidWeb with pre-filled variables to quickly produce bespoke files without any work. Now with the use of Google App Script, it is possible to upload those documents directly back to SquidWeb without the need to download it first.

To do this you must first activate Google App Script by visiting https://script.google.com/u/3/home/usersettings and connecting with SquidWeb. Once you have activated the function a new toolbar item “SquidWeb” will appear on your google docs and you can upload a completed template document back to its original location in SquidWeb.

A document can be request from a contact in SquidWeb, if a crew members passport is out of data or a staff member’s driving license needs to be updated, a request can be sent to thier mobile device so they may upload a new copy.
The request can be made automatically be SquidWeb Robots when a validation date is reached, or it may be sent manually from Personal Documents container. Once the crew member submits a new copy in the mobile app, the document can be reviewed and confirmed by and office member:

Project Crew Items, Crews and Projects may be deleted from SquidWeb and then recovered again at any time.

To delete a Project Crew Item or an entire Crew, simply select it and hit thee delete button, once deleted the element may be recovered from the Trash page by selected the “Show Deleted” option in their respective container menus.

A deleted project may also be recovered from the project list container menu, however opening a deleted project does not return it to the project list right away, the project is instead reopened first, allowing users to check old bookings or project info before recovering it from trash.

Check out the tutorial for full details


You can update your profile picture at anytime from the profile section on your mobile app. Your profile picture must adhere to a certain guideline- similar to a passport photo its purpose is only to identify you to colleagues and teammates, so no sunglasses, group pictures or reveling poses please!

Any new upload you add will first be approved by the office before it becomes live on your profile, check out this video to show you exactly how to do it!