Personnel planning for events

For companies, bands & clubs

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 Fast, efficient personnel planning for events.

CrewBrains’s clear display allows you to see the staffing situation for every event at a glance, at any time. With just a few clicks you can search for your staff and obtain a quick overview of their availability. Inform them directly about the tasks to which they have been assigned. If you wish, you can also save the exact working hours for each staff member.

View of an event

 Keep a full overview at all times.

CrewBrain’s various calendar views allow you to keep up to the minute regardless of how many events are involved. In addition to annual, monthly, weekly and daily views, you can also view staff availability and the current holiday situation.

Annual view Monthly view Weekly view Daily view Availability view Holiday view

 No time-wasting communications by telephone, email etc.

With CrewBrain there is no more need to make arrangements by telephone or email, which can often be tedious and in particular error-prone. The current status of an event, as well as staff availability, is always accessible to all concerned. CrewBrain handles any necessary email messages in the background, for instance if a staff member is added to an event.

iPhine messages

 Varied and flexible personnel planning options

Every company, band and club has different personnel requirements for their events. This is why CrewBrain is designed to be as flexible as possible. Combine query options to suit your needs and inform your staff and/or members exactly where, when and how you wish to deploy them. Query options that are not needed can be hidden with a few clicks.

Sub-events / sub-jobs

CrewBrain lets you plan extensive productions lasting for several days or weeks. For each date or event you can define as many sub-events and/or sub-jobs as you want, all of which offer all the options for personnel planning and management listed on this page. You thus retain a complete overview of your personnel requirements, even if these change regularly over the duration of an event.


Recording personnel requirements

One of the key functions of CrewBrain is the option to request personnel for your event and then to determine their availability. You may not, however, always wish to request or book staff directly for an event. In such cases you can first enter your personnel requirements in CrewBrain. These requirements (e.g. 1 project manager, 2 technicians, 5 assistants) will be displayed in the staff list as "open items" to which you can then (or at a later date) assign staff.

personnel requirements planning

Requests by task

You can define one or more tasks for each employee requested. In addition to a version with a drop-down field for tasks that you can define yourself, and a version with an open text field, it is also easy to input tasks using check boxes. These are pre-set especially for companies in the event sector, with the "Setup", "Event" and "Dismantle" tasks. If required, you can create up to six check boxes with your own text and use these for your tasks.

Task request

Arrangement by category

Your staff are organised by categories which you can create individually. Each employee can be assigned to one or more categories. Categories simplify both employee list overviews for an event and searching for suitable staff when making a request. It is possible to select staff here according to their assigned categories.

Category query

Defining working hours in queries

In order to specify working hours for larger events as precisely as possible and to assign staff, for example, in shifts, individual working hours can be entered for each employee. You then have a convenient daily view in your calendar conditional on these working hours, in which you can check which employees are still available at what times. These working hours are also copied into the employees’ calendars as well as directly into any iCal subscription. This allows staff to have a constant overview of their working hours. Working hours can quickly and easily be copied into payroll and statements or the time recording system.

Working hours query

Prevent double bookings and overlapping schedules

If there are many parallel dates, it can often be difficult to keep sight of staff availability. CrewBrain is a great help here as it immediately notifies you in the event that any staff you wish to request have been requested, or are already booked, for another event. Depending on its settings, CrewBrain warns of overlaps on the same day (regardless of times) or based on precise working hours.

Double bookings

 Location and client database

The integrated location and client database allows central storage of information that is frequently required, and this can be accessed at any time. This means you always have information on, for example, the contact for a location, or seating plans, to hand. Stored addresses enable you to find the right staff for a particular location and at the same time you have the option to filter staff according to their proximity to that location (proximity search). This facility also enables you to create analyses showing for which clients or in which locations you hold the most events.

Client database
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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
1.71 M+successfully plannedevents
23,500+Usersfrom 6 different industries
4.68 M+Status notificationssent 2023


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