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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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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iCal connection

All events in CrewBrain can be integrated into your chosen calendar software as an iCal subscription. This also provides your staff or members with an overview of all dates in their own private calendar. Depending on the tariff it is also possible, if required, to integrate an external calendar into CrewBrain in a similar way. This means that if you wish you can also view your private appointments, for instance, in CrewBrain.

CrewBrain iCal subscription

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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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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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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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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.

Firmenlogo 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 web app. Practical features such as travel expense accounting and special views are gradually being added to make our daily work much easier.

Firmenlogo 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.

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

The right package for every purpose.

S, M, L, XL and various extensions.

 Tariffs and prices
88,400+successfully plannedevents
14,300+Usersfrom 6 different industries
1.7 M+Status notificationssent 2021


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