Personnel planning for events

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Personnel planning for events

CrewBrain’s clear display makes staff planning for your events fast, easy, and efficient. CrewBrain offers a quick overview of upcoming events, rehearsals and other jobs for band members and company staff alike. Members and employees can be added to jobs quickly, and they are automatically informed by email. They then have the option to confirm or reject the event.

CrewBrain Availability view

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Clear personnel management

A well designed personnel management system is the basis for fast, efficient event planning. CrewBrain can be used to create an individual profile for each employee, with which the respective employee can also log directly into CrewBrain. Not only can you manage your staff with CrewBrain, you can also communicate directly over a central platform.

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CrewBrain automatically generates statements, for example for freelancers or part-time staff, based on the working hours recorded by staff. Payroll statements can be based on flat rates, daily rates or hourly wages. The statements can also be used to generate invoices for clients with differing amounts due.

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Time recording with flexitime

A flexitime account can be set up in CrewBrain for permanent staff. Hours worked can then be conveniently recorded using the time clock in the Smartphone App or subsequently, by manually recording the hours worked for the respective event. Holiday days and, if required, prescribed breaks are automatically deducted.

CrewBrain Flexitime overview

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Holiday management

CrewBrain includes a holiday management facility to give planners a complete overview of all available staff or members at any time. Depending on the tariff, holiday can not only be recorded by the employee, but also approved or rejected by the appropriate supervisor. Employees on approved leave at the time a scheduled event is held are identified accordingly when staffing is organised for the event.

CrewBrain Holiday overview

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Fleet management and drivers logs

In addition to personnel planning, CrewBrain also offers the possibility to manage and plan your own fleet. With the help of certificates, it is quick and easy to determine which certificates (e.g. driving licenses) are relevant for the individual vehicles and whether a suitable employee is available.An electronic driver's logbook and the option of monitoring inspection intervals round off the features in this area.


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Task management

The management of tasks in a company is now one of the most important features of any software for optimizing workflows. CrewBrain also offers a task management system in which tasks can be created, assigned and tracked. Besides job- or project-related tasks it is also possible to manage individual or private tasks.


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Travel expenses

Especially in tour operation, travel expenses are regularly incurred. With CrewBrain these can be recorded immediately on the road and assigned to jobs and projects. The recording of receipts such as hotel or fuel bills is also possible. An approval and payment process rounds off the functionalities in this area, so that you always have an overview on pending travel costs.

CrewBrain Travel expenses

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Risk assessments

CrewBrain helps you create a complete, job-specific risk assessment with just a few clicks. Store risk assessments for your vehicles, locations and activities and merge them into the respective job.

CrewBrain Gefährdungsbeurteilung

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Nothing is more important than being able to display data recorded over the course of time clearly. Only then can the right conclusions be drawn and, if necessary, appropriate actions be taken. For this reason, CrewBrain provides detailed statistics on, for example, the number of different types of date or event, activities, hours worked, and of course on personnel costs. This tells you at a glance how your company, band or club has developed over time.

CrewBrain Statistics

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In order to enable you to use all the information in CrewBrain at any time, even when travelling, the Smartphone App provides access to CrewBrain’s most important information and functions. The App allows you constant access to information on your band's rehearsals and events, as well as the availability status of its members.

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The ability to exchange data between different software solutions is becoming increasingly important. For this reason CrewBrain offers an openly documented API-interface, which allows access to nearly all objects in the database. This way you can create any workflow with third party or self-developed software. For some software solutions we also offer plug & play interfaces.

CrewBrain interfaces

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Dark Mode

We know that you use CrewBrain not only in the office, but also on the road and especially during events. In order to meet the requirements of the lighting conditions there, CrewBrain has a system-wide Dark Mode, which makes working in dark environments much easier.

CrewBrain Dark Mode
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Easy handling

After a test phase in the fall of 2022, we have been using CrewBrain as our central project and scheduling tool since December. Above all, the simple handling for creating projects lasting several days and the personnel and vehicle scheduling integrated into it have simplified our daily routine. Personnel scheduling conflicts are a thing of the past. The integration of freelancers and service providers also simplifies our daily work routine. In addition, we use the time recording for our employees and the resulting evaluation of the individual projects for controlling. All in all, a really good and work-saving software in connection with a very good support, which also fulfills special requests.

Billmann Event GmbHMarkus Urbon, Operations Manager
Billmann Event GmbH

Can't imagine our everyday work without it

We have been using CrewBrain 2021 for all our staff and vehicle planning and are super satisfied with the software. We can't imagine our everyday work without CrewBrain. It offers numerous options that make scheduling much easier and simpler for us. We also use add-ins such as the driver's logbook and the electronic first-aid book to drive our digitalization forward. The extremely fast and friendly support is particularly noteworthy, which makes working together very pleasant.

RheinlandAkustik VT GmbHPhilipp Suckrau, Managing Director
RheinlandAkustik VT GmbH

Very pleased.

When it came to a decision on a software for personnel planning, several solutions were available. We are happy to have chosen CrewBrain. The possibilities to plan each project very quickly and in detail have grown enormously for us. The program has been optimized several times in a meaningful way and helps to reach our goals faster in our daily work.

Sinus Event-Technik GmbHThorsten Schmidt, Managing Director
Sinus Event-Technik GmbH

The ideal tool

For a long time, we were looking for a scheduling software that would make our daily work comprehensively and sensibly easier. We became aware of CrewBrain in the summer of 2016. After six months of intensive cooperation, we were able to fully integrate CrewBrain into our daily work in 2017. Since then, our time expenditure for project and personnel planning has halved. Our employees benefit from the good overview and the mobile app. Practical features such as travel expense accounting and special views are gradually being added to make our daily work much easier.

BigRig Berlin GmbHMalte Jäger, Managing Director
BigRig Berlin GmbH

Good and fast service

Since we have been using CrewBrain for our entire personnel planning, the daily time expenditure for our dispatchers has decreased significantly. But above all the employees appreciate the new overview via web and app very much and for our project managers CrewBrain has also become an important tool. We also appreciate the very good and fast service, as well as the constant further development, whereby our individual needs are always taken into account.

mls magic light & sound GmbHDavid Floss, Operations Manager
mls magic light & sound GmbH

Intuitive and flexible

At that time, we were looking for a solution to effectively plan and reach internal as well as external staff. CrewBrain stood out because of the easy connection to external service providers and the great app for employees. Software solutions often offer a static weekly schedule which is not very close to day-to-day operations for our industry. The job-based scheduling is great for our purposes. It was also important to us to what extent individual wishes and suggestions can be integrated. CrewBrain is very open and flexible in this area. Within a very short period of time, we were able to implement an interface to our order processing tool, which makes day-to-day business even easier.

BENZ & CO. Gastronomie GmbHJochen Stubner, Head of Controlling/Purchasing
BENZ & CO. Gastronomie GmbH

The right package for every purpose.

S, M, L, XL and various extensions.

 Tariffs and prices
2.19 M+successfully plannedevents
29,900+Usersfrom 6 different industries
4.68 M+Status notificationssent 2023


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