The crew plan changes right up to doors opening
Cancellations, new freelancers and changing call times can make a static sheet outdated before the first guest arrives.
Events
Employee scheduling for events, crew and changing venues
Gather event crew, roles, meeting times, changes and actual hours in one schedule that follows the team from build to tear down.
When the crew list changes four hours before opening
Doors open in four hours. A runner cancels, technical crew need to start earlier and the bar team has moved to another entrance. VagtPilot updates the schedule and sends the message to the affected roles.
The event day cannot tolerate an outdated crew list
Roles and access points must be clear
Technical crew, runners, check-in, cloakroom and bar staff meet in different places and at different times.
Long event days cause deviations
Set-up, the event itself and breakdown do not always finish as planned, so actual hours need to be approved afterwards.
This is how the plan follows the phases of the event
Build the plan according to roles and phases
Combine set-up, show, serving and take-down in one plan with clear roles and meeting places.
Send changes to the affected crew
Move a meeting time or entrance without sending another message to everyone not affected.
Follow the hours after the last guest
Collect actual end times and variances so the event's hours are ready for approval and payroll.
Three situations an event manager knows
Cancellation on the day of the event
Open the vacant role for relevant employees, approve the replacement and update the plan in one place.
New venue or meeting place
Send updated practical information directly to the crew reporting for work.
Hours after takedown
Record the actual end times and collect allowances and variances before the payroll report.
Explore more for events and event teams
Continue with the features and industry examples that are closest to your working day.
Relevant features
Frequently asked questions
Can we schedule changing venues?
Yes. Shifts can be organized by event, venue, time and role.
Can crew request open shifts?
Yes. Relevant employees can view and request open shifts that a manager approves.
Can we set requirements for role and meeting time?
Yes. The shift can show the role, meeting time and practical information so that the staffing is clear.
How are hours recorded after takedown?
The employee records the actual end time and the manager approves the deviation before the payroll report.
Can event agencies manage several simultaneous events?
Yes. Events and venues can be kept separate with relevant roles and manager access.
