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.
Company documents, such as terms of trade, can be uploaded via the Company Settings page in SquidWeb. Once uploaded SquidWeb will create a unique URL for the document that can be added to emails for clients to download when they please, even if the document is updated the URL will always be the same, so you will never need to send a new link.
To upload new company document:
- Navigate to Settings from the SquidWeb Dashboard main menu
- Select Company Settings
- Scroll down to the “Company documents” section
- Select the upload icon
- Select the PDF from your device
Updating a document can be done at any time by simply uploading a new PDF to Company Documents.
To upload a new version of a document, use the Action menu on the right of the section and select Upload before choosing your file.
The version counter will indicate which version is currently uploaded to the system:
The URL does not change when the document is updated – This is because it may be used as a download link for the document. Clicking the hyperlink icon in the Company Documents action menu, located on the right of the upload, will copy the URL to your clipboard. Pasting this, into an email for example, will produce a link to the document that will automatically download when clicked. The latest version of the document will always be assigned to this URL. Even if you have updated the document multiple times, when a user clicks this link, they will always be directed to download the most recent upload:
Crew trainings and documents that require a crew signature can be created in SquidWeb and sent to crew members to complete via the mobile app.
Documentation provided by a client that must be completed before a project start may be signed using this feature – all crew will receive a notification on their mobile device, access and view the document, sign it and returning it to the office, all from the app.
Once signed and return, the crew members also receive and email with their own copy of the signed document as an attachment.
Clients may also access all signed crew member documents that relate to their project. By logging into their account and accessing their project documents they are able to download individual crew member documents or all documents as a ZIP file. 
Downloaded project documents will arrive as a download link to the clients personal email address. Following this link will download a ZIP file to your devices (mobile or desktop).
The ZIP file will contain all the individual crew members as a folder – each with the crew members personal documents included.
Robots can be set up to send crew training or documents automatically according to set parameters. If for example a document requires all crew members to sign every 6 months, the robot will check through all crew members in the database and automatically send a renewal request to any crew that have exceeded the deadline.
↓↓ Check out our tutorial for a better look! ↓↓
The CrewCheck instruction form is an occupational safety training document that must be read and signed by all new crew members, and then renewed periodically throughout their employment. This process is now entirely digital and can be completed using only the SquidWeb mobile app!
SquidWeb’s robots do the work for you by sending out automatic renewal invites to the crew members, as well as reminder to HR to follow up.
Once completed by the crew member the newly signed PDF is saved directly to their Personal Documents and a copy of the PDF is sent to them via email.
Check out the video for details:
This feature is currently only supports websites built using wordpress.
The Vacancies feature allow you to create a job posting and post it directly on to your company website. Job vacancies created in SquidWeb will be displayed on a page of your website of your via our SquidWen wordpres plugin.
Creating vacancies is quick and easy with SquidWeb vacancies. Much like filling in a questionnaire, all required fields are provided by SquidWeb and all you need to do is enter the relevant information, the job post will then be formatted and posted to your website with a single click. Vacancies can also be deactivated once the position has been filled, or re activated should the position become available again, so there is no need to create the same job advert again and again.
Getting started
The Vacancies feature can be found in the main menu as part of the Recruitment suite. The Vacancies page is split into 2 parts, the MainPanel and the SidePanel, like many features in SquidWeb, the MainPanel will display the information of the item selected in the SidePanel. In the example below, selecting a vacancy from the Vacancies List container (SidePanel) will display all the details of that vacancy in the Vacancy Details container (MainPanel):
Adding a Vacancy
To create a new vacancy, select “add new vacancy” from the Vacancies list container menu.
This will trigger the new vacancy dialog that will prompt you to add caption (title) of the vacancy, the company in your tenancy it belongs to and, optional start and end dates. Selecting “Create” will generate a new, empty vacancy.
All the details of the vacancy can now be entered to the vacancy details container header:
Caption – Title of the vacancy (already completed in vacancy creation)
Link – Once the vacancy has been published the URL will be available to post in any other platform.
Category – The group the vacancy will be displayed under. The category will usually be a location so all “London” jobs will be displayed together for example.
Company – Company posting the job.
Contact – Contact group responsible for the job posting.
Person – Contact person responsible for the job posting. This name will appear on the website as the contact name.
Region/Location – Area the applicants will be expected to work in.
Description – Editable text field to add information about the job for the applicants to read.
Status – There are 2 status options, Design and Released, a vacancy should remain in design until it is ready to be published so other users know it is not ready.
From/To – The date the vacancy is available for (may already be filled from vacancy creation)
User – The user that created the vacancy should be selected from the drop menu.
Email – The email application will be sent to. This address will appear on the website alongside the contact person.
is Active – If this box is not checked the vacancy will not appear online. Mark as active when it is ready.
is Template – If this is marked the vacancy will be available to use as a template when creating future vacancies.
Assign documents
Applicants will be required to upload specific documents when apply for a job vacancy, these documents can be defined in SquidWeb when creating the vacancy.
In the lower section of the SidePanel you will find the “Assigned document types” container. The documents assigned to the vacancy will depend on the job being advertised and can be turned on or off as needed.
A document can be marked as “required” or “active”, if a document is marked as required, it will be automatically set to active, but a document set to active is not automatically set to required.
For Example if a Cover Letter is set to active but not required, the option will be available on the application page but the user may send their application without including it.
To assign documents to a vacancy, select the desired document from the list and mark the “R” column with a single click. If a document is not required but desired, mark it as active and it will be included as an option on the application page for the applicant.
Once the details have be added, the job description has been written, and the documents have been assigned the vacancy status should be set to “active”. The vacancies page can then be synced and the new job posting will be posted on the web page, this is done by selected the “Sync” option in the Vacancies list container.
That’s all you need to to do post a new job vacancy! After you have synced Squidweb with your website, the new vacancy will appear on the page and be ready to accept applications. To view how to handle applications check out our Applications article.
A request for vacation can be made from the appointments page on the mobile app.
To make a request select the first date of your proposed vacation on the appointments page and select the “vacation request” option from the bottom of the page. The Vacation Request dialog box will pop up and allow you chose an end date for the request. You may also request only half day vacation by selecting a Begin and End time in the request pop up.
If you usually work only Monday to Friday and you want to have two working weeks of vacation, make two requests, each from Monday till Friday.
Once a request has been made, the office staff will be notified and a response will be sent to you confirming or refusing your request.
Check out the video tutorial here:
Signatories can be added to a document in SquidWeb, this will allow the document to be signed digitally via the app and returned to the desktop version for storage.
This feature can be used when a new employee is hired in a separate branch to the CEO for example.
In the case of an employee contract, the contract can be generated with SquidWeb’s document template feature. The signatories are then added to it and it can be signed by a CEO in Düsseldorf and the new employee in Berlin without any need for printing or scanning.
This article will explain how to complete this process.
Workflow:
Add variables to document template
Add signatories to the document (Example doc here)
Select signature order
Allocate the signatories
Drag & drop signature container onto the document
Invite signatories to sign
Sign document
Add variables to document template
Before this feature is used to add digital signatures to a contract, the document template must be updated to correctly label the participants. To do this, add variables for the employee and employer to the bottom of your contract template like so:
[NOTE: The variables are only highlighted blue for your information]
These variables will be replaced with the correct information when the document is uploaded to SquidWeb.
A copy of the example template document can be found here – EXAMPLE TEMPLATE DOCUMENT
How to add signatories to a document
To add signatories to a document, first, open the document in SquidWeb so it can be viewed on the document preview page.
In the container menu select “Add signatories”
This will add the document signatories container to the document preview page, it will appear below the document details container in the SidePanel.
The document signatories container will allow you to choose who will sign the document, what order they will sign it in and send an invitation to the signatories to inform them they have a document to sign.
The gif below will demonstrate how to allocate a person to be a signatory on the document by selecting the ‘+‘ icon and choosing from all persons in your SquidWeb database.
There are two signatory orders to choose from:
One by One – the second signatory will only be able to sign document after the first signatory has signed it.
Parallel – all signatories can sign in any order.
In either case the signatories will sign in the mobile on their own device.
Drag & Drop signature container onto document
Once the signatories have been assigned to the document, the space in which they are required to sign on the document can be set. This is done by clicking on the icon next to their name and dragging the container to the correct place on the document. Here is a gif to demonstrate:
Invite signatories to sign/set status to ready
Right click on the signatories name and select “Mark as ready to sign” – once this status is set the document will appear on the home page of the app when the person next signs in.
An invitation may also be sent if the person needs to be informed to check their app. Right clicking on the signatory and selecting “Send invitation message” will trigger an email dialog with the MSGSignatoryInvite type templates included. This message will inform the user to login to the app and sign the document.
Signing the document
All documents assigned to a person that require a signature will appear on their app homepage under “Documents to sign“.
To complete the signature, select “preview/sign” to open the document PDF. Navigate to the designated signature area and tap it to trigger the signature dialog.
Various colors can also be selected to sign in.
Once the signature is complete the document will automatically be updated in SquidWeb.
Cancelling a Signatory Document – Contracts only
If a contract is refused, the signatories can be marked as cancelled and then removed from the document via the Document Signatories container menu.
Select the “Mark signatories as cancelled” option and confirm the action when prompted. The status of all signatories will be updated to “Cancelled” and any outstanding notification on the mobile app of the recipients will be removed.
Resources
The membership crew feature allows users to assign a crew member to a specific crew that can then be easily filtered in the Crew Planner.
A membership crew can be assigned to a client and company. Once they are assigned to a client, they are immediately visible in the client app.
Crew members can be assigned to membership by the Membership Crews container; located under the Crew Profile container on the Crew Planner page or on the Contact Person Details page.
Membership crews can be assigned, created or edited from the membership crews container; located under the Crew Profile container on the Crew Planner page or under the Person emails container on the Contact Person Details page.
Assigning a crew member to membership crew
To assign a crew member to a membership crew, select the crew member (if you are on the crew planner) and select “Assign to membership crew” from the container menu.
The Assign dialog will be triggered. Select the crew you wish to assign the crew member to and choose the type of assignment, Blacklist or Whitelist. If a crew member is blacklisted for a specific membership crew they will not appear in any searches for this crew. A beginning and end date can also be added to a membership assignment, if the crew member is only working for a single project or on a seasonal arrangement, for example.
A beginning and end date can also be added to a membership assignment, if the crew member is only working for a single project or on a seasonal arrangement for example.
Add new membership crew
To create a new membership crew select “Add new membership crews” from the menu. The new crew dialog will be triggered.
There are 3 crew types to choose from:
- Membership
- MembershipStaff
- Blacklist
The description field is optional but you must assign a contact and company to the new crew.
Set the crew to active in order for it to appear in the membership crews list.
