Club software: booking, staff and fixed costs for every night

Each club night gets its own line-up, shift plan and budget. When you duplicate last week's night, stages, budget structure and the shift skeleton come along, bookings and invoices don't. For regular formats you save a night as an event series. Nights past midnight stay one show day, because you set when your day starts.

The booking team proposes acts, votes and moves each request across the board from hold to contract. A booking carries the deal type (flat fee, guarantee or door split), travel, hotel and notes. Confirmed fees appear in the night's budget straight away.

The artist database keeps every act's history: when they played for you, which fees were actually paid, contacts at their agency or management, riders. Before you book someone again, you see what the last night cost.

Every shift belongs to a position with times, a planned break and a headcount. When you fill a shift, Evnty ranks people by qualification, availability and the hours already planned this month, so the late shifts get shared out. You publish the plan, and crew accept or decline in the staff portal instead of a group chat.

Many club crews are mini-jobbers and working students. Evnty forecasts the monthly mini-job earnings limit from the planned shifts and warns before it would be exceeded. It warns when fewer than 11 hours of rest lie between two shifts, flags missing breaks and blocks hourly rates below the minimum wage for employees.

Time tracking records the minutes worked at night, on Sundays and on nationwide German public holidays separately, as the basis for premiums in your payroll. More under crew scheduling.

Crew clock in on a kiosk tablet with a PIN or QR badge, or in the staff portal on their own phone. A basement without a signal is no problem: punches are stored on the device and sent later.

For mini-jobs, and in sectors such as hospitality and security, § 17 MiLoG requires start, end and duration to be recorded within seven days. Evnty flags late entries and exports the records for a customs inspection (FKS). Details under time tracking.

Between nights the club still costs money. Recurring documents such as rent, insurance or software are detected and suggested as contracts. The contract register calculates notice deadlines and reminds you 60, 30, 14 and 7 days ahead. The fixed-cost dashboard compares what is due each month with the documents that arrived and flags missing payments and price increases.

Invoices come in by upload or from SevDesk and land on the right night through tags or cost centres. See invoice matching.

Every night shows planned and actual costs, ticket and bar income, the expected result and the break-even. After the weekend you see which nights paid for themselves and where the costs went.