From the festival with four stages to a single setup day – a structure that grows with you.
A three-day festival consists of setup days, show days, a travel day and the dismantling. Across all of those days a great deal stays the same – often the same customer, the same location, the same contacts. And where a company serves several customers or several locations within the same festival, that too belongs to one production. In a flat calendar or a spreadsheet, every day nevertheless stands on its own. If a contact changes, you maintain that in many places. And if somebody asks what the production cost in total, the search begins.
In CrewBrain the jobs hang off a project. What applies to all days is maintained once – and what makes up the project as a whole sits in one place instead of being spread across individual entries.
The three-day festival with two stages shows the structure in just a few sentences.
Bundles everything that belongs to one order. In the example: the three-day festival with everything that counts towards it.
The individual job within the project. In the example: setup, show day 1, show day 2 and dismantling.
The subdivision of a job when work is carried out in several places at once. In the example: stage A and stage B on the same show day.
The job that stands on its own: without sub-jobs and not a sub-job itself. In the example: the site visit ahead of the event – with or without a project behind it.
On top of that, CrewBrain distinguishes the day types you have set up: working day, travel day and day off. For multi-day productions with travel, that is the difference between a plausible and an unusable evaluation.
The decisive point: the hierarchy is optional upwards and downwards. A single job needs no project, a festival can be subdivided as deeply as you like – and both live in the same system.
What belongs to a job is organised in tabs: master data, description, location, contacts and additional data. Each job holds one dispatcher and one project manager, plus the contacts at the customer and at the location. Documents, comments and images are filed directly on the job.
The practical benefit: whoever needs to know something on the day of the job finds it on the job – not in an email thread and not with the colleague who happens to be unavailable.
Project numbers are assigned consecutively, based on the year or manually; job numbers by year, by project-main-sub-job or manually. The scheme is configurable – so the pattern you are used to from accounting can be carried over.
Every job carries a coloured status; nine colours are available. In the calendar the current state is therefore recognisable without a single click.
The number is what brings billing, a customer query and post-calculation together. If it follows the familiar scheme, nobody has to rethink.
Jobs are copied once, several times or as a series – repeated daily, weekly, monthly or yearly. And an individual job can be converted into a project afterwards.
Because orders grow: one setup day turns into three, a solo job turns into a project with sub-jobs. Without conversion that means creating everything anew and retyping – with it, it does not.
Project overview, project documentation, project statistics and a project dashboard are available as separate views; in addition, hour quotas can be managed per project. From there the path leads directly into the statistics, the payroll & statements and the time recording.
The structure says what is to be done – on which day, at which stage, for which customer. Who does it is decided by personnel planning: requirements per qualification, request, booking and conflict checking. Both work on the same jobs – which is why time recording and billing arise from the same structure without double entry. Recurring to-dos per job are covered by task management.
No. For a small order a solo job is enough – a job that stands on its own and manages without a project. You only create a project once several jobs belong together. Conversely, a project may well contain a solo job – the site visit beforehand, for example.
A project bundles main jobs, and every main job can be split into as many sub-jobs as you like. One level thus maps the job and the level below it the parallel working locations of the same day.
Yes. Project and job numbers are configurable – consecutive, year-based or manual – so the pattern you are used to from accounting can be adopted.
Yes. A solo job turns into a project with main and sub-jobs when required – without creating the existing data anew.
Yes. Documents, comments and images are filed directly on the respective job, so that on the day they are to be found where they are needed.
Via the day type: CrewBrain distinguishes the types you have set up – working day, travel day and day off – and assigns them per day. This keeps it recognisable in the evaluation which day was of which type.
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