Crew info mobile app

A “crew info” documents is a document that can be made available for all crew members to access via the mobile app.

To add  crew info document, navigate to the “Crew info mobile app” section in company settings and add a new document. The document can be uploaded as a file from your device or a URL link can be added if the document is stored online.

Once the document has been added in company setting and set to active, it will be available to download for crew members in their app under the Crew Info section:

 

This feature can be used for any document that needs to be viewed by all crew members in your team. A good example of this would be a crew guide, a document that is the same for all crew members and may need to be accessed at any time during their employment. This guide can be downloaded as a PDF at anytime if uploaded in the method descried above.

Payrolls

Once a project has finished and the planner has cleared the position it is ready to be added to an employee’s payroll.

Payrolls are generated for all active employees for a chosen period and then all cleared items within that period can be added to their individual payrolls in a single click. The accountant can then check each payroll and make any adjustments needed. Once all payrolls have been completed a notification can be sent to all employees simultaneously, the payroll details pdf can be generated and once the rights are set to ‘a’ it will become available for the employee to  download via the app.

Depending on the user’s preferred workflow the payroll documents can be automatically generated and the rights set to a when the notification is sent, this is determined by the email template type used, see here for full details
https://wiki.squidweb.info/index.php?title=Templates#Payrolls

 

Mailbox

SquidWeb’s mailbox is an integrated email system that allows for the creation and processing of mail for public or private mailboxes – an address can be created for individual team members or company departments.

As well as being a fully functional email client- allowing users to read, filter, reply, forward and create emails – Mailbox allows users to assign an email to other destination within in SquidWeb:
An email can be assigned to a specific category such as ‘Projects’, ‘Invoices’ or ‘Receipts’. Once a mail is assigned to ‘Projects’ for example, it may then be attached to an existing project or a new project can be created directly from the mailbox page:

To create a project directly from the mailbox page, right click the email in the email list or its attachment, the email must have the status ‘assigned’ or ‘received’.

Emails and their attachments will be accessible from their assigned destination.

Mail- Appointments enable to send a new email or replying to an existing email chain, with the option of adding a Jitsi meeting appointment which will be automatically added to the calendar authorized via Squid, which is in most cases Google Calendar.

Show email history can be used to quickly identify the history and all statuses connected to an email chain. It can be seen under the specific email and on the right hand side Email history container:

Draft emails can also be created to prevent email lose. If SquidWeb is accidentally closed, or refreshed, for any reason while an email is being written, a draft email will be created to store the email. Saving the content of the mail to be sent later. Once created draft emails can be accessed by selecting the number in the email list container header. Clicking on this button will filter the email list to show only mail with the status “Draft”:

Draft emails can also be filtered by selecting “Draft” from the status filter in the email list header. For details on how to display and interact with the status filter, as well as full details on all other Mailbox features, layout and functionality, watch our tutorial video here:

 

Supplier receipts

Supplier receipts differ from normal receipts as the project crew items need to be assigned to the receipt during its creation.

When suppliers send an invoice for a crew service a supplier receipt is created to pay the outstanding amount. As the PCI’s from the project are added to the receipt the sum total will be automatically calculated and updated, this allows you to check the suppliers invoice against your project data and be sure there are no mistakes.

A bank transfer can be added directly to a receipt to pay the supplier and send notification at the same time.

How to create a client login

You can create an account for clients to login to Squidweb and check their projects, documents and invoices.

Here is a short guide of how to create the account for the client and send them their welcome link.

Bank transfers

Bank transfers can be sent alongside the creation of receipts in SquidWeb to pay incoming invoices quickly and easily.

All bank transfers made from SquidWeb are stored and accessible from the bank transfers page. Transaction reports can also be taken directly from SquidWeb and turned into a compressed file to be processed in accounting software.

SquidWeb wiki Bank transfers

Contract and documents

Mobile users can find a copy of their contract, view their monthly working hour values and download all of their personal documents via the app, this short guide will show you where these features can be found.

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Closing a project

After the project is finished and all project documents have been returned, the hours must be checked and added to the PCI’s so the invoice can be created and the crew can be paid correctly.

SquidWeb wiki Projects

Exporting invoices & debtor accounts

This video will show you how to export your invoices and debtor accounts from SquidWeb to LEXWARE.

SquidWeb supports other 3rd party accounting software, but the same process will apply.

SquidWeb also will let you export files into your accounting software directly from the invoices page.

SquidWeb wiki Exporting invoices

Planning calendar

The Planning calendar provides a daily break down of all project crews working over a 7 day period. The week is organized into columns, one for each day of the week. The columns are then further organized into crew containers, ordered chronologically with the earliest project crew at the top.

Each crew container displays all the details of a single project crew as well as how many of the crew members are booked, requested or missing. All containers are linked to the project they represent, clicking on a crew container header or crew member will open that project directly.