One central system for all crew communication

Managing crew communication at scale is complex. Instructions, updates, confirmations, compliance documents, and project-specific information must reach the right people, at the right time, without creating manual overhead for planners and operations teams.

SquidWeb automates crew communication end to end, transforming scattered messages and manual follow-ups into a structured, reliable, and traceable process.

SquidWeb distinguishes clearly between information and instructions, allowing companies to communicate with crew members in the most appropriate way depending on the situation.

Information is shared without requiring action
Instructions require acknowledgement, signing, or completion

Both are delivered directly to crew members via the SquidWeb mobile app and can be fully automated using robots.

Information: keep crew members informed

Information is used to share content that crew members need to see, but not actively confirm.

Typical use cases include:

General client information
Project-related notes
Guidelines and reference documents
Updates that should always be available in the mobile app

Information can be attached at client or project level and remains accessible to crew members without creating friction or unnecessary confirmations.

Instructions: when action and compliance matter

Instructions are used when crew members must actively interact with the content.

SquidWeb supports multiple instruction formats, depending on the level of interaction and compliance required:

Digitally signed instructions

Used for legal, safety, or compliance-related content.

Crew members sign directly in the mobile app
Digital signatures include timestamp, IP address, and verification
Validity periods and renewals can be automated

Document-based instructions (Google Docs or PDFs)

Ideal for client-specific or project-specific instructions.

Instructions are sent automatically to selected crew members
Notifications can be delivered via app, email, or SMS
Planners can track when instructions are sent and received

Form-based instructions

A more interactive approach for complex or detailed instructions.

Structured steps and guided flows
Embedded videos and rich content
Clear, easy-to-follow instructions inside the mobile app

Form-based instructions are especially effective when static documents are not engaging enough or when clarity is critical.

Learn more: tutorials and step by step guides

SquidWeb provides detailed tutorials and how-to guides covering all instruction and information workflows.

From creating digital instructions and configuring robots to managing client and project communication, all features are documented step by step.

Explore all tutorials on instructions and information: https://squidweb.info/instruction-information/

This knowledge base is continuously updated and is the best place to dive deeper into advanced setups and real-world examples.

Fully automated with SquidWeb robots

All communication types in SquidWeb can be automated using robots.

Robots allow companies to:
• Select crew members dynamically using rules and queries
• Trigger communication based on time, project status, or assignments
• Ensure new crew members automatically receive the required instructions
• Reduce manual work and eliminate missed steps

Planners no longer need to manually chase confirmations or resend documents, the system handles it automatically.

Designed for scale and flexibility

Automated Crew Communication in SquidWeb adapts to different workflows, clients, and markets.

Whether you manage:

A small local crew
Multiple clients across regions
High-volume, project-based staffing

SquidWeb ensures communication remains consistent, auditable, and easy to manage — without increasing complexity.