For a faster execution of actions enable the row selection so that project crew items can be selected. Once the row selection is enabled select as many or all group items with crew members.


When the selection is done now the bulk actions can be selected.

Bulk action: set status

When selecting bulk action: set status the dialog “Set status for x of x items” opens and within the dropdown selection user can select the following statuses:

* Has been cancelled
* SparetoFix
* Has changed
* Confirmed
* Requested
Upon selection one of the options from above an email dialog for sending new emails opens with the prefilled email template. Keep in mind if there is no email template created for the different statuses a toaster error will appear with the following message: “No templates for MSGJobHasBeenCancelled defined. Please contact with templates administrator to set it up.” Once the email is sent the selected status will be shown in the project crew item list under Status.


Bulk action: set to cancel & set to cancel (*)

The dialog “Set X items to cancellation” opens and within the dropdown a log note can be added to reason why the cancellation was selected. Once cancellation has been set it will be shown under the “Functions” column. When selecting the set to cancel (*) the cancellation will not be shown everywhere. Simply stated the cancellation will be more internal and will not appear under quotes, calculations etc. The exact mapping of appearance can be found here: Page: Projects#Based_on_functions_and_functions_types


Bulk Action: email all crew members

The dialog opens with the email “New message to X selected crew members”. All crew members can be emailed given that they have an email set up within their profile. Once the email is ready to send, click send and the email will be automatically send to all crew members.


Bulk Action: bulk email to selected

Once the row selection has been enabled and crew items have been selected the user can select Bulk email to selected and the dialog will open with the email “New message to X selected crew members”. Only selected crew members will be emailed.


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:[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.

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:

Key Account is an account (or client in the case of SquidWeb) which makes sustainably repeat purchases from the supplier. The relationship between buyer and supplier in a key account is one of mutual dependence, with both working towards achieving a win-win outcome. SquidWeb allows you to assign selected clients as key account and assign a team member as the account manager, helping you grow your relationship and maintain a profitable partnership.

Identify a key account

A Robot can be set up in SquidWeb to define the parameters by which key accounts are chosen. We recommend the following settings to start:

  • with a turnover in the last 3 month > 5.000 €
  • which had a turnover in 2018, 2019, 2020 > 10.000 €

will be defined as a key account. Every client that meets the set parameters of the Robot will have the key account field displayed their contact details container, in which the key account manager can be assigned.  It is also possible for every client to be assigned as a key account, if the planning manager decides this.

Assigning a Key Account Manager

The planning manager should decide with the trained key account managers, who is the best choice for the key account is. The chosen person will assign himself to the contact by completing the ToDo. A robot will set up a ToDo for planners to assign the key account manager.

key account manager’s main role is to retain top customers and nurture those key relationships over time. Ideally, they become a strategic partner and advisor to the client.

Key Account Maintenance

Robots can again be set up to help the account manager maintain their relationship with the contact. If, for example, no contact has been made within 2 weeks, a ToDo will automatically be set up for the manager to complete. Similarly, if the turnover decreases below a set amount, 30% for example, the manager is assigned a ToDo to contact them.

Key account robots

Robots will act as a reminder to the account manager to all of their assigned accounts. The robot will be triggered when an account triggers a certain parameter.
These parameters can be defined on an account by account basis, allowing the planning manager to set uniform rules for all account managers.
A robot must be created to automatically send ToDos according to the defined the parameters for the following situations:
* The threshold at which the contact is assigned as a key account.
* The initial contact that must be made by the account manager.
* The period of time after which the account manager should make contact with the client.
* The threshold under which the account has preformed before the account manager must take action.

SquidWeb is responsible for checking the account and assigned ToDo’s automatically, saving the account manager the need to constantly check all assigned accounts.

Contact SquidWeb Support for assistance setting up Key Account Robots.

SquidWeb Leads feature is designed to help generate new potential clients by listing all current leads, their communication status, assigned manager and current “temperature”.

New leads can be added individually or in bulk via an xlsx file upload- this makes it possible to upload all leads that may previously be stored in spreadsheets or Excel files.
The current status of all leads can be viewed and edited so all team members know which stage of communication the lead is in – as well as this a Temperature system is displayed to show if the lead has responded to attempted outreach or if they have refused any further chance of working together. Once a Lead is Hot it can be turned directly into a system contact, so projects can begin to be made for them.
The temperature system is scaled as follows:

  • Dead: Lead has refused any cooperation – Gray
  • Cold: Lead has not responded to outreach – Blue
  • Warm: Lead has responded to outreach but is not yet a paying client – Yellow
  • Hot: Lead is ready to become a client and be made into a contact – Red

Each lead is also assigned a manager, a team member that is responsible for overseeing the communication with the specific lead.

Bulk mail can be sent to all leads in a specific status at once, allowing for large scale outreach with only one action – The status of all leads will be automatically updated once communication has been made, keeping all team members informed at a glance.

When uploading leads in bulk, the file must be formatted in a specific way to be read correctly by SquidWeb during the import, to help with this we have provided an example file that can be used as a template.
Click here to access the file

The full wiki page can be found here

Check out our tutorial for further details:

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:

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:

mobiYou 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!

Crew members may update their profile picture at any time from their mobile app. Any new image that is uploaded must first be approved by an office staff member before it is live on their profile, this should help with any inappropriate uploads.

This tutorial will show you how to upload a new picture and approve any changes made from SquidWeb. Dont forget we also have a video for the crew members that will not include the approval function.