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Shift planning

A shift plan across every stage and day

Areas, tasks and shifts per event day in one grid. Rest-period conflicts and Minijob limits show while dragging, express shifts fill large areas in seconds, team leads see their crew in the app.

The AI suggests who takes the open shift. Rest periods and limits are checked beforehand.
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EVENTRA shift planning: the Bühnenfront unit on a festival day with tasks, filled shifts and the crew sidebar
Powerful features

Plan like a stage manager, check like a payroll office

The grid shows every area and every day, the checks run alongside. You see conflicts while planning, not in payroll.

EVENTRA shift planning: the Bühnenfront unit on a festival day with tasks, filled shifts and the crew sidebar

Areas, tasks, days in one grid

Every stage is an area, every area has tasks, every task has shifts per event day. Drag, copy, carry over days.

  • Shifts by drag-and-drop
  • Copy day to day
  • Team leads per area
Crew sidebar of the shift planner with qualifications and availability

Matching crew and one suggestion per shift

The staff list shows qualification tags, rating and availability. For every open shift the AI suggests a person, with a reason and a confidence level, as a suggestion in the grid until you take it over.

  • Filter by qualification
  • Suggestion with its reason on the shift
  • Team preferences from the application feed in
Minijob limit in EVENTRA: monthly earnings threshold per employee with utilisation

Conflicts before they happen

Rest period under eleven hours, double booking, Minijob limit in reach: the warning appears on the shift, not weeks later at the payroll office.

  • Rest-period warning on the shift
  • Double booking across areas
  • Minijob limit per month
Fill plan

One click, and the area is staffed

Ten open shifts, one click on “Fill plan”. The AI gathers the free applicants, filters by qualification, availability, rest period and limits, and places a suggestion with reason and confidence on every shift as a ghost card. You read, accept all at once or discard individual ones.

  • Whole areas and sub-units in seconds, not shift by shift
  • You weight criteria such as team wish, rating or distance yourself
  • Every card states its reason and its confidence
  • Nothing is booked until you accept
Learn more
Fill the shift plan with one click
In the grid

Drag, and the shift is set

Create a shift, drag it to the next day, assign crew. The app immediately shows the crew where and when they are scheduled, with area, task and contact.

  • Drag shifts between days and areas
  • Times, breaks and pay on the shift
  • Crew confirmations and cancellations flow back into the grid
Learn more
Fill a shift by drag and drop
Shift list in the EVENTRA crew app
Staffing suggestion

The open shift gets a suggestion, not a guess

The model only sees candidates that are filtered beforehand: qualification, availability, rest period, Minijob and 70-day limit. It suggests a person, states the reason and its confidence and places it as a ghost card on the shift. Team preferences from the application text feed in. You take the card over or discard it.

  • A suggestion on the shift, with reason and confidence
  • People who want to work together are suggested together
  • Nothing is booked until you take the card over
Learn more
Crew sidebar of the shift planner with qualifications and availability

From area to staffed shift

Four steps that repeat per event and get faster with every event.

Create areas and tasks

Stages, catering, entrance: every area gets tasks with qualification and pay.

Set shifts per day

Times and headcount per event day, with express shifts for whole areas at once.

Assign crew

Drag from the filtered list or take over the AI's suggestion. Conflicts appear on the shift immediately.

Publish and follow up

Crew confirm in the app, cancellations show as a gap in the grid, team leads see their area.

Project overview of the shift plan

What runs alongside the plan

Checks that run while planning, not at the payroll office.

Rest period
11 h
Minijob limit 2026
€603
Short-term employment
70 days
Double bookings
0

Common questions about shift planning

Answered briefly, so you know what you will see in the demo.

How are rest-period conflicts detected?

EVENTRA compares a person's shift end with their next shift start across all areas and events. If less than eleven hours lie between them, a warning appears directly on the shift while you assign it. The shift stays plannable, the decision is yours.

How does the staffing suggestion come about?

The candidates for an open shift are first filtered without a model: qualification, availability, rest period, Minijob and 70-day limit. Only that list reaches the model. It picks, gives its reason and states a confidence level. The suggestion sits in the grid; booking happens only through you.

Can I copy a day to the following days?

Yes. Shifts can be dragged to other event days or created as an express shift for a whole area. Times, headcount and pay are carried over, assignment happens per day.

Does the crew see changes immediately?

As soon as a shift is published, the assigned people see it in the crew app with area, task and times. Confirmations and cancellations flow back into the grid, a cancellation appears as an open gap.

How many areas and shifts can I create?

There is no upper limit on areas, tasks or shifts. Billing is per shift worked, at most once per person and day – not per user and not per shift in the plan.

Read next

Practitioner answers to the questions that come up next.

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See your shift plan in EVENTRA

30 minutes with the founder. Bring your areas and event days, we rebuild the plan live.

Book a demoTry 30 days free

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

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