Events — Veranstaltungen Guide

What it does

Events are self-contained work containers for multi-day engagements — festivals, conferences, training sessions, or any project with a clear start and end date. Each event bundles together its own teams, linked locations, shift patterns, a member roster, and an optional public recruitment flow using invite links and applications.

If your business runs shift-based work around a single event rather than a fixed location, you'll usually build the entire schedule inside the event rather than on a location grid.

How to set up

Events are created through a step-by-step wizard. Progress is saved automatically, so you can return to a half-finished event.

1. Go to Events > New to open the wizard. Enter the event name, description, and start and end dates.
2. Choose your structural options: whether to organise by teams, whether the event spans multiple locations, and whether shifts should be published immediately when saved.
3. Add teams — these are event-specific teams (separate from your organisation's standing teams). Assign team leaders here.
4. Link locations — attach existing locations or create new ones for this event.
5. Add shift patterns — reuse patterns from your global library or define patterns specific to this event.
6. Optionally, link a client to make the event billable.
7. Optionally, create invite links under Event > Invite Links > New. Each link has a unique URL, optional password, optional expiry date, and a label for tracking which channel candidates came from.
8. Save the wizard. The event starts as a draft — set it to Active via Update Status when you're ready.

Daily use

Building the roster

1. Managers can add members directly from the event's Members tab to enroll employees.
2. Alternatively, share an invite link with external candidates. They visit the public URL, complete the application form, and submit.
3. Managers review incoming applications under Event > Applications > Pending and approve or reject with notes. Bulk approve and reject is available for high-volume recruitment.
4. Approved applicants become event members automatically.

Building the schedule

1. Open Event > Schedule to see the shift grid, bounded by the event's dates.
2. Build, assign, and publish shifts exactly as in Shift Planning. Employees see their assignments in My Shifts once the schedule is published.

Wrapping up

When the event is over, set the status to Archived. The event remains in the system as a historical record but no longer appears in active views.

Works together with

• Shift Planning — events share the same scheduling grid, conflict checks, and publishing mechanics as location schedules.
• Locations — multiple venues can be linked to a single event.
• Shift Patterns — use global patterns or define event-specific ones.
• Clients — linking a client makes the event billable downstream.

Tips

• Always use the wizard to create events. There is no direct create form — the wizard is how event setup works.
• Event teams and organisation-wide teams are separate. An "Operations" team inside an event is not connected to your standing "Operations" team.
• Invite link tokens are secret. Anyone with the link can submit an application. Treat invite links like passwords — don't share them publicly unless you want open applications.
• If you link the event to a different client, all linked locations update automatically. Be deliberate when re-assigning clients on an event.
• If "auto-publish" is turned on, every shift you create is immediately visible to assigned members. Useful for fast-moving events, but be careful if you are still drafting the schedule.
• Pending applications are visible only to managers until they are approved.
• Use bulk approve/reject when processing a large backlog of applications — it is much faster than reviewing one by one.