The organization of large events – whether festivals, concerts or corporate events – presents organizers with challenges when it comes to time recording. Especially when dozens to hundreds of employees are on duty for long days, a reliable, digital system for transparency, billing and legal certainty is required.
Analog paper lists and Excel are no longer sufficient. Electronic, complete and reliable documentation of start and end times is mandatory and is demanded by legislators at EU level as well as by many clients.
CrewBrain was specially developed for projects and events and scores points with job-based planning for events with flexibly plannable personnel, time recording via employee app, with time clock, offline mode and GPS support, automatic flexitime accounts, bonus calculation, travel and billing reports. This means that time recording can be seamlessly secured even with poor network coverage (e.g. at festivals) – thanks to the offline function in the mobile app.Why tools like CrewBrain help
A comparison of three time recording models
Depending on the application scenario, there are different variants of time recording:
1. time clock via the employee’s smartphone
Employees log in with the CrewBrain app and clock in, out and out. The times are recorded directly, including location data (optional) – ideal for individual tracking on site.
Advantages of this variant: direct access, simple documentation, GPS verification.
2. time clock by the project manager (crew chief)
The project manager – often the “crew chief” on the job – can clock the entire group in or out via their smartphone or tablet. Selective clocking in and out is possible for individual employees or all employees at the same time.
Advantages of this variant: fast group process, high level of control, no individual devices required.
3. Subsequent time recording by the project manager
If times have not been recorded locally, the project manager can enter them manually in the system at a later date. This is a particularly good option for small teams of staff or trust teams.
Advantages of this variant: Flexibility in the event of delayed or centralized documentation, for example if smartphone access is limited.
Further options: RFID terminals on site
There are also solutions that allow employees to sign in and out at central terminals using RFID chips. If these terminals are based on commercially available tablets, they can also be easily used at festivals or open-air events.
RFID chips are combined with tablets that act as terminals – simple installation and a robust structure.
CrewBrain also has a solution as a central time clock that can be run on Android tablets and can clock employees in and out directly via RFID chips. Further information on this solution can be found in our wiki.Central time clock in CrewBrain
Practical time recording – even offline
Systems that offer a native app for iOS and Android with offline time recording are ideal. Employees can then “clock in” even without a network and the data is synchronized later as soon as reception is restored. This ensures that time data is correct, complete and legally compliant, even in dead spots such as outdoor festivals.
Conclusion: How digital time recording works at major events
| Requirement | Our recommendation |
|---|---|
| Many employees | Group clocking by project management |
| Mobile operations | Employee app with GPS & offline mode |
| Full control & payroll preparation | Digital reports, flexitime accounts, surcharge calculation |
| No network on site | Offline clocking, automatic synchronization |
| RFID terminals on site | Tablets with chips instead of mobile apps |
CrewBrain enables clear, legally compliant and paperless documentation – particularly relevant for night work and overtime pay, as required by tax law.Legally compliant storage
Our recommendation
If you are looking for a reliable tool for time recording at large events, that:
- works with different time recording models (app, group clocking, manual),
- can also be used offline,
- provides automated payroll preparation & reports,
then CrewBrain is a modern and tried-and-tested solution. Ideal for festivals, concerts and events of all sizes. And best of all: you can test CrewBrain now for 45 days without obligation:
- Sign up for the free test phase on our website.
- Get instant access to CrewBrain and set up accesses for your team.
- Use the 45 days to try out all the functions and optimize your processes.
Offer valid until revoked. Not valid for existing accounts. Please make sure that you only register your demo version via this link. If the longer trial period is not automatically assigned to your account within 3 days, simply contact us by e-mail or telephone.
