Vendor Guide

A vendor is a food-truck business owner attending an event to trade. You manage your business profile, event participation, workers, rosters, NFC attendance records and relevant Square/payment functions.

Main areas:

• Dashboard — View business status and operational summaries.
• Events — Review event participation and event details.
• Team / Schedule — Manage workers and create assigned, open or event shifts.
• Jobs — Post jobs and review applicants.
• Digital Forms — Manage My Forms, Business Docs and Event Requests.
• Trucks — Maintain the fleet, Square locations and terminal pairing.
• Analytics / Leaderboard — Review performance information and rankings.
• Settings — Maintain Profile, Subscription and Pay Rates.

1. 1

   Open the relevant invitation, marketplace listing or event area.

2. 2

   Review date, location, requirements, documents, commercial terms and site information.

3. 3

   Apply or accept the promoter invitation.

4. 4

   Wait for the promoter to confirm participation.

5. 5

   After confirmation

   organise the truck, roster, staff passes, documents and arrival details.

• Profile — Business name/logo, ABN, suburb/state, phone, description and Square connection.
• Subscription — Check whether a plan is active and subscribe when required.
• Pay Rates — Choose the applicable Modern Award, penalty-rate setting, employment type and default rates.
• Trucks — Add truck name, description, photo and Square Location; pair or edit the terminal when applicable.

Crewbase records configured rates; the vendor remains responsible for selecting lawful rates and employment settings for its workers.

1. 1

   Open Team or Schedule.

2. 2

   Choose Add Shift

   Assigned, Open or Event shift as appropriate.

3. 3

   Enter staff member, date, start/end, role, location, pay rate, truck and notes.

4. 4

   Confirm the worker so the shift appears in the correct account.

5. 5

   Make sure the confirmed worker receives the QR work pass for the event.

6. 6

   Use Timesheets and Payroll after shifts.

Fix the Crewbase NFC tag to the food truck in a secure, accessible location. Staff tap it when starting and again when finishing work.

1. 1

   Gate scanning confirms staff access only

   it does not record paid hours.

2. 2

   Staff reports to the truck and taps NFC to clock in.

3. 3

   Monitor attendance using the roster/timesheet area.

4. 4

   Staff taps NFC to clock out.

5. 5

   Use the authorised correction/approval process if a record needs adjusting.

• Jobs — Post title, description, location, category, date/times, hourly rate, spots, requirements and audience (My Team Only or Public – All Staff).
• Applications — Review applicants for open, closed or filled job postings.
• Digital Forms — Use My Forms, Business Docs and Event Requests.
• Timesheets — Review shift, truck/location, date/time, hours and wages.
• Payroll — Filter the period and download CSV.

Connect and verify the correct Square account. Confirm event commercial terms and any configured split. Charge and connect the correct terminal. Review card/cash records, refunds and settlement information available to your role.