Managing a project often involves coordinating multiple teams working on different tasks, locations or stages of the same production. Rather than treating every crew as a single group, SquidWeb allows planners to organise work using individual Project Crews.

Each Project Crew can have its own crew members, Crew Mode, location, rate card and operational information. To make it easier to follow the progress of each team, every Project Crew also includes its own Project Crew Status.

Project Crew Statuses provide a simple way to indicate the current stage of each Project Crew throughout the project lifecycle.

Available Project Crew Statuses

SquidWeb provides several predefined statuses that can be assigned to each Project Crew.

These include:

• Quote
• Design
• Signing
• Confirmed
• Ongoing
• Has Changed
• Client Added
• Cancelled
• Closed

Each status represents a different stage in the lifecycle of a Project Crew, making it easier to organise projects and keep planning information up to date.

Updating the Project Crew Status

Project Crew Statuses can be changed directly from the Project Crews overview.

As planning progresses, planners can simply select a new status from the available list to reflect the current stage of that Project Crew.

Because each Project Crew has its own status, different teams within the same project can be tracked independently.

For example, while one Project Crew may already be Ongoing, another may still be in Design or Confirmed, depending on the project schedule.

Project Crew Status and Crew Mode

Although they appear together inside a Project Crew, Project Crew Status and Crew Mode serve different purposes.

The Project Crew Status indicates the current stage of the Project Crew and is updated as the project progresses.

The Crew Mode defines how attendance tracking, working hours and sign-off processes are managed for that Project Crew. Read more about it here

For example, one Project Crew may be using a self-managed Crew Mode while another relies on a Crew Chief to manage attendance. Regardless of the selected Crew Mode, each Project Crew maintains its own independent status.

Managing multiple Project Crews

Projects involving multiple teams often require planners to monitor several Project Crews simultaneously.

By assigning an individual status to every Project Crew, SquidWeb makes it easier to maintain an organised overview of the project and quickly identify the current stage of each team.

Combined with Crew Modes, locations, Crew Chiefs and crew assignments, Project Crew Statuses help structure the operational information for every Project Crew within the project.

How to create and manage ToDos in SquidWeb

Keeping track of tasks between office and crew can quickly become messy — especially when working across multiple projects.

With SquidWeb ToDos, you can assign tasks in seconds and make sure they are completed directly from the mobile app.

What you can do with ToDos

• Create and assign tasks instantly
• Add context and instructions
• Send tasks directly to crew members
• Track progress in real time
• Complete tasks in one click from mobile

How to create a ToDo

1. Go to a project
2. Open the Activities section
3. Click on New ToDo
4. You can define:

• Title (caption) – A short description of the task
• Detailed instructions (body) – Add context or specific actions to complete
• Recipient – Assign the task to the responsible person
• Due date and time – Set clear deadlines
• Reminder – Ensure the task is not forgotten
• Priority – Highlight urgent or important tasks

5. Save the ToDo

Example: “Please contact the driver to arrange the pickup”

Create ToDos from different areas

ToDos can be created from multiple parts of SquidWeb, such as:

• Projects
• Leads
• Payroll
• Mailbox
• Delivery Notes
• Contacts

This allows you to assign tasks wherever the need arises.

How ToDos work on mobile

Once created a ToDo external:

• The assigned person receives the task instantly
• The ToDo appears directly in the mobile app
• The crew can open and complete it easily

No need for calls or external communication.

Completing a ToDo:

Can be completed directly from the mobile app

• Open the task
• Click “Complete”

That’s it — fast and simple.

Tracking ToDos

From the web app, you can:

• See all active ToDos
• Track completion status
• Review completed tasks

This gives full visibility to the office team.

Result

With ToDos in SquidWeb:

• Communication becomes structured
• Tasks are not lost
• Office and crew stay aligned

Watch here the short tutorial:

Calendar Subscriptions – ICal & Google calendar!

With one swift click of a button under Personal Calendar, Jobs and Planning Calendar the ICal and Google Calendars can be synced with ICloud Mail, Microsoft Outlook (ICal) and Google Calendar (G).

Google Calendar

Once the button named: G has been clicked, an email will arrive with the google calendar link and the option to Add this calendar.  By clicking the link and Adding to calendar the Google Calendar page opens displaying the Job / Project.
A Sync button can be seen when opening a Job / Project entry in Google Calendar. Click Sync to see the latest changes.

ICal

Copy and paste ICal link in ICloud Mail, Microsoft Office etc. to sync the Job / Project with other email providers. Go to the calendar section of the email provide and subscribe from web using the pasted ICal link.

For more info. check:

Mobile users can receive Company documents and Rate Card documents via Mobile Documents page.

User rights

In order for the Mobile Documents page to be visible under the mobile app the company role Mobile Documents needs to be assigned to a function. This would be given to the client that receives the documents and needs to be able to view them. Whoever sends the documents needs Edit Company Documents rights in order to access company settings and set the flag next to the documents so that the client can receive the documents.

Company Settings – Company documents

Once the rights have been given the company documents which should be displayed to the users need to be checkmarked under Company Settings

Rate Card Documents

Under rate card documents container, the document can be uploaded and the rights must be given under column: Rights (assign:a). When uploading a new document the selection under Type must be Rate Card. In order for the Rate Card Assignments to be viewed the permission Read Rate Cards need to be given.

Viewing Documents under Mobile App – Mobile Documents

Once the appropriate rights are given (read Companies& Mobile Documents) and the documents checkmarked the crew member can view the documents under Mobile Documents. The documents can be downloaded or viewed directly via mobile app