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The CrewPlanner link
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Introduction

Once you activate the link with Catermonkey, the quotes you have created there will automatically be sent to CrewPlanner. This occurs as soon as you change the status of the quote to the setting you have specified for it to appear in CrewPlanner. These quotes will appear as project requests in the External Approved Quotes dashboard module in CrewPlanner and must be approved by a manager.

Content


Link with CrewPlanner

To make a link with CrewPlanner, you will first need to create an account. For more information, you can visit their website www.crewplanner.com.

After the account has been made, you can navigate to the settings (gear in the top right corner) in Catermonkey, and go to Links & Integrations. At the end of the page, you will find the option to generate an API Key and use the CrewPlanner link.

To make the link work, you will navigate to the page INTEGRATIONS, from the menu SETTINGS in CrewPlanner, you can find the link under the heading Essential.

Select the integration, and on the next page on the left side, click on ENABLE

By clicking the button, the page below will open for you to put in the necessary settings:

  1. Here you will fill in the API Key you have copied from Catermonkey.

  2. By statuses, you will decide which Quotes from Catermonkey are to be sent to CrewPlanner, by checking the allowed statuses and clicking on OK to select. You can approve these quotes as projects in CrewPlanner afterwards.

After you've hit SAVE, the integrations is activated.


Sending a Quote from Catermonkey to CrewPlanner

A quote you've made in Catermonkey, will nog be sent automatically to CrewPlanner. It will need to meet a few requirements.

  • First thing first, you will at least need to fill in a customer, and date on the quote to send it to CrewPlanner. You do't need to fill in all the information, but more on that later.

  • Furthermore, you will need to select the type EVENT to convert the Quote to a project in CrewPlanner

  • And last, the Quotes will only be sent, after you've changed the status to one of the statuses you have selected when establishing the integration in CrewPlanner. So you can make your quotes in Catermonkey, and when you're ready, you change the status to send it to CrewPlanner.

Once the Quote meets all the requirements, it will appear in the module EXTERNAL APPROVED QUOTES from the DASHBOARD in CrewPlanner.


Which fields are linked?

During the making of a Quote in Catermonkey, you will have different fields you can use. In this chapter we will discuss which fields match in CrewPlanner, and which can be linked.

As mentioned before, you will not need to fill in all the information to send the quote to CrewPlanner, but you at least need a customer and date.

CrewTip! As long as a project is not yet approved in CrewPlanner, you can still add the new information to your quote in Catermonkey. The new information will automatically be loaded into CrewPlanner. This will be done for all Quotes with a date up to 30 days in the past. This way you can even add quotes for events that took place in the past.

NB, in CrewPlanner, to create a project, you will at least need the following information: Company name, project name, date and at least 1 shift.

If this information is not given in the quote, it will have to be put in manually in CrewPlanner to make and approve the project. We'll go over the fields in Catermonkey you could use to send information, and with which fields these are linked in CrewPlanner.

1. Customer = Company

Please note that the customer for whom the quotation was made can only be recognized by CrewPlanner if the name matches exactly. If the name is not recognized, no project request will be created.

2. Location = Project adres

If you enter an address in the Location field, it will be recognized in CrewPlanner as the Project address. If you leave this field empty, the option "Address unknown" will be selected for the project.

3. Event date = Project date

Without a date, no information will be sent. The event date will be the project date in CrewPlanner.

4. End date = Creation of Recurring Project

If you enter an end date on your quotation, a project will be created for each day between the event date and the end date. This allows you to request multi-day projects in CrewPlanner.

5. Event name = Project name

The name you give to the assignment will be used as the name of the project.

6. Number of people = Extra information

The number of people entered on a quote refers to the number of guests. Since this information can be used to determine how much staff is needed, it is displayed in CrewPlanner in the Extra Information field.

7. Reference = Extra information

The information you enter in the reference field will appear in the Extra Information field of the project (this field only appears when you select the pencil icon next to the assignment and then click on more options).

8. Event planning = Project timing + shift times + shift functions

Through the Event Planning section, you can add both project timing and shifts to the project. How to do this will be explained in the next chapter.


Adding an Event planning

Through the Event Planning section, as mentioned earlier, you can add both project timing and shifts to the quotation, which will then be sent over to the project.

To proceed:

Click on the pencil icon in the top right corner of the Event Planning section.

Select "Add row" and then "More options" for this planning time block. You will then see the following:

Add Project timing

To add project timing to the quotation so that it is correctly displayed in the project:

  1. Enter a time

  2. In the field to the right of the hours, note the formula you wish to use. If you want to use existing formulas from CrewPlanner, you will need to enter them exactly as they are known in CrewPlanner.

  3. You can add a comment using the Internal note field.

Add shifts

To add shifts to your quotation, which will be automatically sent over to the Crew section of a project:

  1. Enter the start time.

  2. Enter the end time.

  3. Specify how many employees or shifts you need for this role.

  4. Select the role for the shifts you want to add. The names of these roles must match exactly with the functions in CrewPlanner to be linked. You manage your roles in Catermonkey through your settings. (See below)

Click "Add row" to add more timing or shifts, and finally click "Save changes" to save.


Where to find confirmed quotes in CrewPlanner?

Once you have activated the link in CrewPlanner, as a manager you can add a new module from your dashboard called EXTERNAL APPROVED QUOTATIONS. Instructions on how to read this module can be found here.

As soon as the status of a quote in Catermonkey changes to a status you selected during the link setup, the information will be sent to CrewPlanner and the quote will appear in the previously mentioned dashboard module.

CrewTip! Offertes worden gerangschikt op Event of Project datum, startend met de offerte of het evenement dat eerst plaatsvindt. Gebruik de pijltjes in de linkerbovenhoek om naar latere offertes te navigeren.

CrewTip! Quotes are sorted by Event or Project date, starting with the quote or event that occurs first. Use the arrows in the top left corner to navigate to later quotes.

The module offers you three options

  • Accept: Select the plus icon to accept the quote, after which you can create a project

  • Ignore: Use the icon below to ignore the quote. Please note that after you confirm, the quote will disappear from the module and you will no longer be able to create a project from it.

  • View Quote: Select the desired quote, and a pop-up will open with additional information. Click the black bar labeled VIEW IN CATERMONKEY to reopen the quote in Catermonkey if you have access. Alternatively, use the buttons at the bottom to either create the project or ignore the quotation.


Creating a Project from a Confirmed Quotation

As discussed in the previous chapter, you accept a quotation by selecting the plus sign or the CREATE PROJECT button in the pop-up within the EXTERNAL APPROVED QUOTATIONS dashboard module. This will open the project, with the information entered in Catermonkey displayed in the corresponding fields.

How to Proceed with Creating a Project you can find here.

Additionally, you will find an eventoverview with information from Catermonkey in the DOCUMENTS tab of the project.


Modifying, deleting, or cancelling a Quote

If a quotate is modified, deleted, or cancelled in Catermonkey, it will only be automatically updated or removed from CrewPlanner if it has not yet been accepted and a project has not been created from it.

Once a quote has been accepted and a project has been created, the project linked to that quote will NOT automatically update or disappear from CrewPlanner. Such changes will need to be managed manually.

When a change is made in Catermonkey, it will be indicated in the project in CrewPlanner with a red dot next to VIEW.

CrewTip! If you have just made changes in Catermonkey and they are not yet visible in CrewPlanner, navigate to the dashboard page in CrewPlanner and refresh it to push through the updates.

Selecting this will open the pop-up for the quote:

Here you can check when the quote was last modified.

Wat er gewijzigd werd kun je raadplegen in het opdrachtoverzicht dat je aantreft in het DOCUMENTEN tabblad. Dit document wordt steeds geüpdatet met de meest recente informatie.

You can review the changes in the task overview found in the DOCUMENTS tab. This document is always updated with the most recent information.


We hope this article has been helpful!

If you have any further questions about CrewPlanner's features, please first check CrewPlanner's Crew Academy. You might find the answer in one of our articles there.

For questions about Catermonkey's features, feel free to reach out via the chat!

Best regards,

The Catermonkey Team 🍌

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