Crewsaders has developed its own in-house mobile-first web-based event management system (EMS). The EMS platform has three distinct areas – office management; staff information portal and the client portal – that are multi-functional and fully interoperable.
The functions streamline and automate the management of all the events that Crewsaders works on. The platform takes into account client quotes and bookings, staff scheduling, staff management, client liaison on site and health and on-site health and safety reporting. Each explicit part of the EMS is integrated into the whole.
The office management function is designed to follow a job through from an initial quotation to allocation of staff and transport management related to a specific job. It also includes on-site health and safety reporting and invoicing for the job. The system also records statistics and notes necessary for the overall business reporting such as monthly or weekly staff costs and sales figures. Recruitment, training and personnel records are created in the system to manage the HR aspect and the system allows reporting for the purposes of record-keeping pertinent to ISO standards 9001 Quality Assurance, 14001 Environmental Management and 20121 Sustainable Events Management as well as health and safety certification OHSAS 18001.
The EMS also has staff and client portals. The staff function allows crewman to access their work shifts, personnel records, training records and transportation information in order to streamline work flows. From the staff management area supervisors can comment on individual performances, training needs as well as file health and safety reports such near misses, accidents and equipment breakages. The staff area requires senior crewman to report on various aspects related to ISO standards requirements, such as waste management or recording mileage and fuel usage, as examples.
The newly introduced client management function that is currently in beta testing mode; allows clients to order crew via the web or mobile. This also offers a calendar view of all bookings made by the company which can be restricted to individual project managers if needed. Each confirmed booking shows the photos and names of the crew attending site at a click of a button. Jobs can be edited as needed, which automatically notifies the office side of the EMS eliminating the need for emailing or phone calls if there are job changes. The EMS also offers instant access to all documents that have been generated including live and historic job quotations, confirmations, invoices, crew details and H&S documents. Importantly, once a job is completed clients can rate the performance of the crew.
Jeremy Berryman, managing director of Crewsaders says “significant investment has gone into our system over the years so that we can continually improve services to our clients, measure business profitability and make sure that we exceed the requirements of the certifications we have achieved”.