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For festivals, open-airs, sports events and staffing agencies

Plan the crew, capture the hours, run a clean payroll.

One system from the crew call to the payroll export file. Unlimited crew, check-in even without a signal.

One click and the AI fills the shift plan. Nothing is booked until you approve.
Book a demoTry 30 days free

Your own test environment in minutes. No credit card, ends automatically.

Fill the shift plan with one click

Already successfully deployed at numerous events

„Software is a matter of trust, and EVENTRA has exceeded our expectations. The professionalism and efficiency of the team as well as the quality of the products impressed us.“
Bastian SchleichManaging Partner, Permanent Entertainment GmbH

Who is EVENTRA for?

One system, three ways in. Pick yours.

I run events

Festival, open-air, sports event

Plan hundreds of crew and volunteers across stages and days, check them in at the gate, run a clean payroll. The AI warns while you drag and reviews the closure.

Solution for organisers →
EVENTRA shift planning: the Bühnenfront unit on a festival day with tasks, filled shifts and the crew sidebar
Shift list in the EVENTRA crew app
I supply crew

Staffing agency

Fill orders, prove hours to the customer, keep the 70 days in view across all deployments. The AI proposes who takes the order.

Solution for staffing agencies →
Employee overview in EVENTRA: master-data completeness, tags and the staff list
Team-lead live board in the crew app
I coordinate volunteers

Volunteers & non-profits

Sign volunteers up, assign and check them in; shifts count themselves towards badges and thank-yous.

Solution for volunteer programmes →
Plan. Capture. Pay.

One system for the whole season

From the first application in February to the last payroll run in October, with no Excel in between and AI at every step.

Recruiting

Configure the application form freely, AI checks the data

Every event gets its own form: you define fields, sections, conditions and uploads yourself. The crew applies in the app, AI checks every application for missing and implausible data and asks the person for it; HR only confirms.

  • 100% configurable form per event
  • AI checks completeness, plausibility and duplicates
Learn more →
Planning

A shift plan across every stage and day

Areas, tasks and shifts per event day in one grid. For every open shift the AI proposes who takes it, with a reason. Rest-period conflicts and Minijob limits show up while planning, not at the payroll office.

  • An AI suggestion for every open shift, with its reason
  • Warnings for the 11-hour rest period and Minijob limit
Learn more →
Access

Accreditation with ZVÜ

Companies and crew request access online, passes land in Apple and Google Wallet. Rules assign passes by area and day, and incomplete background-check data shows up before the export to the authority.

  • Optional: ZVÜ data collection and export per event
  • One person, one pass: AI spots duplicates across all contractors before the ZVÜ export
Learn more →
Time tracking

Gate check-in, even without a signal

Crew check in and out by QR code, supervisors scan offline and sync later. Every time entry is matched to its planned shift automatically, deviations from the plan are flagged.

  • Offline check-in with later sync
  • Every time entry lands on its shift, deviations from the plan are flagged
Learn more →
Event day

A live board on event day

Who is here, who is missing, where a check-out is overdue. The board reports missing check-ins per area before the shift starts, in real time, on the team lead's phone too.

  • Signals from plan and check-ins: missing check-ins per area
  • Team leads see their crew in the app
Learn more →
Payroll

DATEV and StoTax without rework

Monthly closure, wage types and surcharges via rules, export for DATEV LODAS, Lohn und Gehalt or StoTax. The AI reads the closure before export and names the evidence for every finding.

  • AI review of the monthly closure: findings with evidence instead of a thousand rows
  • 70-day and Minijob checks across all events before export
Learn more →
Artificial intelligence

The AI sits where the work would otherwise be manual

No chat box bolted on top. The models sit in the steps you take anyway — application, plan, closure — and at every step a person still makes the final call.

  • Suggestions for the shift plan

    Filtered, scored candidates and one recommendation with its reason, as a suggestion in the plan. Nothing is booked until you accept it.

  • The same person, three spellings

    Ambiguous matches are clustered across the whole list. Merging happens only once you approve it.

  • A review of the month-end close

    Instead of a hundred single warnings, the few patterns your payroll office needs to know.

EVENTRA shift planning: the Bühnenfront unit on a festival day with tasks, filled shifts and the crew sidebar
How EVENTRA uses AI
Crew app

Your crew has everything in the app

Everyone who works for you sees their shifts, gets changes straight away and checks in at the gate. The app costs them nothing.

  • Shifts and changes by push instead of WhatsApp
  • Check-in by QR code, even without a signal
  • Pass in Apple and Google Wallet
Download on the App StoreAndroid version coming soon
More about the crew app
EVENTRA crew-app home with upcoming shifts
Personal QR code in the crew app

Before / after

What changes during the season

Without EVENTRA

Excel, WhatsApp, paper

  • Applications via Google Forms: Data incomplete, IDs missing, everything copied into Excel by hand and chased by phone.

  • Shift plan in Excel: Rest periods and Minijob limits are noticed by the payroll office, when it is too late.

  • Check-in on paper: Hours are estimates, payroll takes weeks and gets disputed.

  • ZVÜ list in the inbox: The authority receives a spreadsheet nobody can trace anymore.

With EVENTRA

One system

  • Your own application form: You define fields and uploads, AI checks every application for completeness and requests what is missing, HR only confirms.

  • Conflicts while planning: Rest period and Minijob limit warn in the grid, the AI proposes who fills the gap.

  • Check-in by QR: Minute-accurate hours, offline too, straight into the monthly closure.

  • Export for the payroll office: DATEV or StoTax, with the 70-day check and AI findings on the closure, in one click.

Pricing

One base fee. The rest is usage.

Unlimited crew and admins, no per-head price. Non-profit organisations pay no platform fee.

Platform fee
per month and company, AI included
€99
Shift
one person on one day, cheaper with volume
€3 to €5
Volunteer shift
flat rate, however many sign up
€2
Work out the cost for your event

EU hosting

Servers in Germany

GDPR and DPA

processing under Art. 28

Based in Munich

EVENTRA GmbH, built in Germany

DATEVStoTax

Export to your payroll office

DATEV LODAS, Lohn und Gehalt, StoTax

Security and data protection in detail
Book a demo

See your event in EVENTRA

30 minutes with the founder. We rebuild your event live, from the application form to the export file for your payroll office.

Book a demoTry 30 days free

Your own test environment in minutes. No credit card, ends automatically.

See pricing