Crew scheduling for events: who works where, when

Every shift belongs to a position such as bar, security, entrance, cloakroom or awareness, with a location, start, end, planned break and the number of people you need. Positions have a colour, a default hourly rate and the qualifications they require.

The shift plan shows the event as a calendar with a column per position. You move shifts by dragging, and Evnty re-checks the assignments as you go. At the top you see shifts, coverage, open seats and the planned labour cost, which the event budget compares with the plan.

When you fill a shift, Evnty ranks the candidates: people with the required qualifications, available that day and without conflicts come first. Hours someone has already been planned for this month count too, so the work gets shared out.

For each person you see employment type, hourly rate and hours this month. Certificates such as first aid have an expiry date. Evnty warns 30 days ahead and flags assignments where a certificate runs out before the shift ends.

Every assignment goes through checks that run again in time tracking with the actual hours. They follow German law:

• 01Errors block an assignment: an overlap with another shift and an hourly rate below the minimum wage
• 02Warnings you confirm deliberately: less than 11 hours of rest, more than 10 hours a day and missing breaks under § 4 ArbZG, because collective agreements allow exceptions
• 03Minors: the rules of the Youth Employment Protection Act (JArbSchG) count as errors, night work included
• 04Mini-jobs and short-term employment: a forecast of the monthly earnings limit and the 70-day limit

The minimum wage and the mini-job limit usually change at the turn of the year. Evnty stores these values with the date they apply from. If you plan January's shifts in December, Evnty uses January's values.

When the plan is ready, you publish it. Everyone newly assigned gets an email and sees the shift in the staff portal, where they accept or decline. No group chat, no phone calls to chase answers.

The portal runs in the browser and installs like an app on a phone. Crew also clock in there later.

The form builder creates public application forms for the organisation or a specific event, with an open window, offered positions, selectable days and your own questions. Spam protection, email double opt-in and automatic deletion after a retention period are built in.

You review applications in a list with filters, ratings and notes. When you accept someone, Evnty creates the employee, copies their availability, assigns them to shifts if you like and invites them to the portal.

Sensitive details such as address, tax ID, social security number and IBAN are stored encrypted and can only be read with a separate permission. Every access is logged. People who leave are archived instead of deleted.