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CrewBrain and Flex

Elements and line items from Flex become jobs with a concrete crew requirement.

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Flex and CrewBrain – from order to staffed crew

Flex is a solution for managing rental, production and resources in the event industry. Your orders, including elements, line items and time frames, are created in Flex. CrewBrain takes over this data and turns it into concrete crew planning: the required line items become staff and vehicle categories with a quantity, which you staff with your crew in CrewBrain, record the hours and then settle.

Flex

The Flex integration is part of our interfaces and open API – you will find every system that connects to CrewBrain there.

What is imported from Flex into CrewBrain

The import runs automatically. The order structures in Flex become schedulable objects in CrewBrain:

From Flex
 
In CrewBrain
Elements
Jobs
Parent elements
Projects
Load-in/load-out
Time frame
Line items
Staff and vehicle categories with quantity
Multi-day items
Daily sub-dates
Venues
Locations
Clients
Customers
Project managers and event planners
Owners
Import

Flex is the system of record for this data: elements, time frames and the crew requirement are transferred from there into CrewBrain. So Flex stays your central data source, while CrewBrain takes over the crew side.

What CrewBrain adds around crew planning

Time tracking, six ways

Clock in via app, desktop, browser, RFID terminal or API – or enter hours manually. Breaks and flexitime balances are calculated per job. More on time recording

Freelancers and subcontractors

Request, book and settle external crew, with contracts and electronic signature. Subcontractors running CrewBrain sync between both accounts automatically. More on subcontractors

Travel and expenses

Crew photograph receipts, log journeys and assign costs to jobs from the road, with a full approval and reimbursement workflow. More on travel expenses

Costs and margins

See crew costs per job and project, with custom dashboards and over 35 widgets. More on statistics

Setup in three steps

  1. Store your subdomain and API token in CrewBrain.
  2. Select the element definitions to import.
  3. Fetch the Flex services and map them to the CrewBrain categories.

Frequently asked questions

How long does the first sync take?

The first full sync can take up to two hours. After that, the sync runs automatically in the background every day and keeps the planning state and the order situation aligned.

What happens if an order is deleted in Flex?

Assignments already scheduled in CrewBrain remain in place. That way a plan does not disappear unnoticed, and you can reassign the affected crew deliberately.

Can two Flex instances be connected?

As a rule, one instance is connected. For special cases with several instances, get in touch – we will find a suitable solution together.

Are only future orders imported?

You set the period for the sync. That way you import the orders relevant for planning and leave completed records out.

Anführungszeichen linksAnführungszeichen rechts
RheinlandAkustik VT GmbH

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... mehr

Philipp Suckrau, Managing Director
BENZ & CO. Gastronomie GmbH

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... mehr

Jochen Stubner, Head of Controlling/Purchasing
BigRig Berlin GmbH

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... mehr

Malte Jäger, Managing Director
mls magic light & sound GmbH

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... mehr

David Floss, Operations Manager
Sinus Event-Technik GmbH

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... mehr

Thorsten Schmidt, Managing Director
Billmann Event GmbH

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... mehr

Markus Urbon, Operations Manager

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