Fill shifts, keep every licence and certificate in view, and know at month end who stood which post for how long. CrewBrain runs static guarding and event security from one crew pool – with expiry monitoring, premium calculation and proof of service per client.
A security company runs two businesses under one roof: static guarding on fixed shifts over months, and event security with eighty people for a single weekend. One needs shift patterns, the other needs event scheduling. Both draw on the same crew pool, in which every person needs a valid licence.
CrewBrain holds both worlds in one system: the rolling shift at a site and the large-scale event booked at short notice. Anyone assigned holds a valid qualification – otherwise they never appear as available.
Four questions come back in every roster. Each has a specific function behind it.
Qualification tests, instruction certificates, guard-register entries – keep those in a spreadsheet and you notice the expiry date too late.
Premiums, rest periods and weekly working time are not edge cases here, they are the calculation – month after month, for every person.
With eighty people across five gates, the gate has to be able to see who is on the roster – and who is not.
Who stood which post for how long is not taken on trust, it is documented – per site and per assignment.
Certificates are held with a validity date and an expiry warning. Without a valid record a person is not available for scheduling. More on personnel management
Shift patterns, rest-period checks and night premiums – calculated from the recorded time, for permanent sites as much as for one-off events. More on shift planning
A pass with photo, role and assignment details, scannable at the gate – so at a large event it is visible who is on the roster. More on the employee app
Recorded hours per site and assignment can be analysed and exported as proof of service – for your own invoicing and for the client. More on statistics and payroll statements
Certificates are held with an expiry date, and CrewBrain warns you before one of them lapses: the qualification test, the instruction certificate, the guard-register ID, first aid, fire marshal, evacuation assistant. If a valid record is missing, the person cannot be assigned.
Which records you have to keep is decided by your business and the rules that apply in your country – CrewBrain monitors the validity and keeps them to hand for the assignment. More on risk assessments
The tasks differ sharply, and so do the requirements for filling them. A patrol needs different qualifications from a gatehouse, admission control at a festival gate different ones again from a door supervisor outside a club. CrewBrain holds these roles as separate crew categories: you are not scheduling „a guard“ but the specific role with the matching licence, the required height or the language you need.
At large events accreditation comes on top. Who has access to which area – stage, backstage, box office – is on the pass and in the roster. If the situation changes, you move crew between gates and posts without losing the overview.
When someone calls in sick an hour before a night shift, speed is what counts. CrewBrain shows you immediately who from the on-call list can step in without breaching the rest period or the weekly maximum, and notifies them directly. Refilling the post takes minutes instead of a chain of phone calls.
Over the month the reporting that scheduling and management need builds up on its own: utilisation per employee, accumulated overtime, planned against actual per site, and costs per cost centre. You see early where a site is running away from you on staffing – not when the invoice arrives.
Yes. Permanent site shifts and short-notice large events run from the same crew pool. You schedule fixed shift patterns just as you schedule a one-off event deployment with a large number of people.
Records are held with a validity date. If a record expires or is missing, the person does not appear as available for that assignment, and the system warns you in advance.
Yes. From the recorded hours CrewBrain calculates night, Sunday and public-holiday premiums according to the model you have set up – including shifts that run through midnight.
Yes. CrewBrain records supply arrangements with framework and assignment contracts, maximum assignment duration and equal-pay details, and documents who was supplied to which organiser and when.
Through the app on their own phone or a mobile terminal. The recorded hours attach directly to the site and the assignment and are ready for proof of service and invoicing.
Yes. Hours, premiums and costs come together per site and cost centre. That lets you compare planned against actual hours and spot unprofitable contracts early.
When someone drops out, CrewBrain suggests available crew from the on-call list who breach neither the rest period nor the weekly maximum, and notifies them directly. The change is documented and visible in the roster immediately.
Yes. Locations, regional management and individual sites can be managed separately and still reported on together. Permissions control who sees and schedules which sites.
Yes. Recurring weekend work in clubs and discos is scheduled as a fixed series with the matching roles and qualifications – including premiums for night and public-holiday duty.
If your business is largely about supplying crew to organisers, the functions are bundled on the page for personnel leasing. Security is one of several industries for which CrewBrain bundles the relevant functions – the software for the live event industry gives you the overview, and software for catering covers the hospitality side of the same events.
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
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
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
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
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
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 ManagerEssential, Standard, Enterprise and various extensions.
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