Crew: Accessing

This guide explains the key features of Crew Profiles within the Workspace.

Each individual Crew Member will have a separate Profile for each Workflow that they have completed or you have attached them to

Each Crew Member has a "Display Name" that their Profiles are attached to. 

The Display Name is the name that is searched on.  If you have a unique reference from another system (eg an ATS) you can add it to their Display Name to assist with searching

The name of the Profile you have selected is shown in blue text

You can access a Crew Member and their Profiles from: 

• your Crew List, 
• a Workflow, 
• a Group; or 
• the search box at the top of the screen

• Navigate to the Crew page in the left hand menu.
• You can sort the list by any of the columns by clicking the column header
• Hovering over any column header and selecting the 3 horizontal lines opens up more detailed search, filter or sort options.
• Once you identify the Crew Member, click anywhere on their line. All of their Profiles are accessible.  

• Navigate to the Groups page in the left hand menu
• Click on the Group that your Crew Member is in
• Click on Items and select Crew

• Navigate to the Crew page in the left hand menu.
• You can sort the list by any of the columns by clicking the column header
• Hovering over any column header and selecting the 3 horizontal lines opens up more detailed search, filter or sort options.
• Once you identify the Crew Member, click anywhere on their line. All of their Profiles are accessible.  

Navigate to Workflows on the left hand menu

Click on the Workflow that the Crew Member is attached to

Click on Profiles and you can sort the list by any of the column headers

The search function searches on the Display Name 

We will now give an overview of the elements of a Crew Profile

• Data

• Requested docs

• All docs

• Files

• History

• Groups

• URL portal

• Associated Account

This section reflects the data provided

Private Data: Only your Workspace Users can see this

Other sections: this is the information provided by Crew Members.

You can change this information but this will be shown to the Crew Member within their own Crewdentials Profile

Each data field shows when it was last updated by a Workspace User

If a Crew Member makes a change to data they have previously provided, this will show as follows and you can Accept or Reject the change.

All changes are shown in the History tab

This section shows the documents that you have asked for on the Workflow and either: the documents provided by Crew, or the documents you have added to the Workflow in respect of that Crew Member

You can view, replace or remove the documents

If you click replace, you will be presented with a library of documents that are associated with the Workflow and the individual. Simply select the one you want.

If the document doesn't appear in the library, it might be because it has not been associated with the crew member. Follow this guide

This section is like a document library, giving you access to all of the documents that:

• have been shared with you by an individual crew member; or

• have been added by you and associated with the crew member.

Documents in the section "From Workflow (shared)" are the documents that have been added to a Workflow, either by you or the Crew Member. If the Workflow is "internal" (ie it hasn't been shared with a Crew Member, and a Crew Member has not completed it) then the only people who can see the documents in this section are your Workspace Users.

Documents in the section "From Workspace (not shared)" are the documents you have added to a Workspace and associated with the Crew Member. They have not yet been shared onto the Workflow

This section allows you to create and add files to individual Crew profiles. You can also choose whether to share files with individual crew members

Documents added in this way will only be added to that individual's profile

If you want to add a file that will be accessible to all crew who access a Workflow, you can do this from the Workflow settings

You can:

• create a template

• populate a template

• add a file that is specific to the individual Crew (for example an SEA or letter)

More information about templates and files is in this guide

This section provides you with an audit trail showing you the changes in field name, old and new value, relevant dates, and which of your Workspace Users accepted the changes.

The audit trail shows [. ] months of changes

The groups that the individuals are a member of will show here. You can access the group by clicking on the group name. You can edit which groups the crew are a member of by clicking on "edit groups"

Select or de-select as applicable.

Adding Crew to different groups will mean they will be able to see all files attached to that Group 

The url shown is the url to the workflow. If a crew member needs to update something, or provide further data or documents you should send them this link

If a crew member has completed the workflow, we will show which individual it is associated with.

As we have authenticated each user and their email, you can be satisfied that the person who completed the profile is who they say they are!