Time tracking
Time tracking for events: clock in at the gate, ready for a customs audit
Crew clock in through their own staff portal or on a kiosk tablet at the event, even without a connection. Evnty checks working-time rules, keeps every correction traceable and exports the records an inspection asks for.
- 01ArbZG §§ 3–6Maximum hours, breaks and rest periods are checked on every punch
- 02MiLoG § 17Start, end and duration recorded on the day of work, not at month end
- 03Offline kioskTablets keep clocking when the site network drops and sync afterwards
- 04Month closeLocked months stay unchanged; corrections need a reason
- 05Customs auditExport of working-time records for the Financial Control of Undeclared Work (FKS)
Germany has no official certification for time-tracking software. Evnty follows CJEU C‑55/18 and BAG 1 ABR 22/21. Have your processes reviewed by an employment lawyer anyway.
At a glance
- 01Clock in, breaks and clock out in the staff portal on each person's own phone
- 02Kiosk tablet at the event with PIN or QR badge, works offline (Team plan and up)
- 03Start, end and duration recorded on the day of work, as § 17 MiLoG requires
- 04Flags for rest periods, maximum hours, breaks and work at night, on Sundays and holidays
- 05Corrections only with a reason, in a chained history that shows every change
- 06Month close with a PDF archive, CSV export and an export for customs inspections
01Clock in where the crew is
In the staff portal everyone has their own time clock: swipe to clock in, start and end a break, swipe to clock out. The portal runs in the browser and installs like an app on a phone. Under “My times” each person sees their recorded hours per month.
At the entrance or backstage you set up a kiosk tablet, available from the Team plan. It lists everyone with a shift around the current time. People clock in with a four-digit PIN or a QR badge. You set up devices with a QR code and revoke them instantly if one goes missing.
02Works without a signal on site
Festival sites and club basements often have no stable network. Portal and kiosk therefore store punches on the device first and send them once the connection is back. Each punch counts exactly once, even if it is sent several times. Evnty keeps device and server time and flags punches that arrive late.
03Rules checked on every entry
Every entry runs through the checks from crew scheduling again, this time with the hours actually worked. The checks follow German law:
- 01Maximum hours, breaks and rest periods under §§ 3–5 of the German Working Hours Act (ArbZG)
- 02Minimum wage, mini-job limit and the 70-day limit for short-term employment
- 03Youth employment protection for minors, night work included
- 04Minutes at night, on Sundays and on nationwide German public holidays, as the basis for premiums
- 05Entries recorded more than seven days after the work day (§ 17 MiLoG)
- 06Entries left open for more than 14 hours
04Approval, corrections and an audit chain
In the office you see every entry of the month with status, totals and flags, and approve them one by one or in bulk. Entries with errors can only be approved if you include them explicitly. If a punch is missing, you add the time with a reason.
Every change, from punch to correction to approval, writes a new revision with the before and after state, who made it and why. Revisions are chained with SHA-256 checksums and cannot be changed or deleted. Evnty shows whether the chain is intact.
05Month close and the customs export
Once a month is over and every entry is approved or rejected, you close it. Evnty archives the timesheets as a PDF and locks the month. Corrections after that belong in the next payroll run.
For payroll you export the timesheets as CSV. For an inspection by Germany's customs unit for undeclared work (Finanzkontrolle Schwarzarbeit, FKS) there is a separate export with start, end and duration per day, as § 17 MiLoG requires. Approved hours flow into the event budget as labour cost.
06What Evnty does not replace
Germany has no official certification for time-tracking systems. Evnty follows the CJEU ruling C‑55/18 and the Federal Labour Court decision 1 ABR 22/21 on recording working time systematically. The checks follow German law; Austria, Switzerland and other countries have their own rules. Have your processes reviewed by an employment lawyer.
Guides on this topic
Guide · Crew
Crew scheduling
Positions, headcount, shift lengths, availability and the rules that apply.
Time tracking questions
More features
Artist booking and line-up
Artist booking
Proposals and team votes, a booking board from hold to contract, a timetable per stage.
Event budget and controlling
Event budget
Categories, plan vs actual, forecast and break-even per event, with alerts and a PDF report.
Crew scheduling
Crew scheduling
Shifts per position, suggestions by qualification and availability, warnings for rest periods and mini-job limits.
Invoices and SevDesk
Invoices and SevDesk
Documents from SevDesk, uploads or manual entry, with matching suggestions and receipt recognition.
Next event already in the calendar?
Put it in Evnty: line-up, budget and the first shift. The team fills in the rest when it's time.