Frequently Asked Questions
Yes, participants can take on multiple roles within the same event, even on different days.
For example, someone can work as a medical assistant on one day and help out at the bar on another. The scheduling is highly flexible and allows role assignments to be tailored to specific days and times.
The system automatically detects potential scheduling conflicts between shifts, roles, and assignments. This ensures that individuals are never double-booked and can only be assigned to one task at a time. Overlapping shifts or conflicting duties are flagged and prevented, allowing for more reliable and efficient staff planning.
For example, someone can work as a medical assistant on one day and help out at the bar on another. The scheduling is highly flexible and allows role assignments to be tailored to specific days and times.
The system automatically detects potential scheduling conflicts between shifts, roles, and assignments. This ensures that individuals are never double-booked and can only be assigned to one task at a time. Overlapping shifts or conflicting duties are flagged and prevented, allowing for more reliable and efficient staff planning.
No, while the core idea of the system is to allow individuals to request or apply for shifts independently, it is also fully possible for administrators to manually assign staff to shifts.
Team members can be scheduled directly by the organizing team, regardless of whether they submitted their own availability or preferences.
This feature is especially useful in situations requiring flexibility or last-minute staffing decisions, such as during the event itself, when quick action may be needed to fill roles or respond to changes. It also allows for the smooth integration of backup personnel or external helpers into the schedule.
Team members can be scheduled directly by the organizing team, regardless of whether they submitted their own availability or preferences.
This feature is especially useful in situations requiring flexibility or last-minute staffing decisions, such as during the event itself, when quick action may be needed to fill roles or respond to changes. It also allows for the smooth integration of backup personnel or external helpers into the schedule.
Each role can be configured with specific application requirements tailored to its responsibilities.
This may include items such as a recent profile photo, qualification documents, or other personal information. These criteria can be set individually for each role to ensure that only properly qualified individuals are eligible for certain assignments.
Missing information is clearly highlighted in the applicant’s personal dashboard. When someone applies for a role, the system automatically checks whether all required data has been provided. If anything is missing, this is clearly indicated along with specific instructions on what needs to be submitted. Applicants can then update their profile accordingly.
From the administrative side, the status of each application is fully transparent. Organizers can immediately see whether an application is complete, verified, or still awaiting information or approval. This streamlines the decision-making process and significantly reduces the need for manual follow-up.
This may include items such as a recent profile photo, qualification documents, or other personal information. These criteria can be set individually for each role to ensure that only properly qualified individuals are eligible for certain assignments.
Missing information is clearly highlighted in the applicant’s personal dashboard. When someone applies for a role, the system automatically checks whether all required data has been provided. If anything is missing, this is clearly indicated along with specific instructions on what needs to be submitted. Applicants can then update their profile accordingly.
From the administrative side, the status of each application is fully transparent. Organizers can immediately see whether an application is complete, verified, or still awaiting information or approval. This streamlines the decision-making process and significantly reduces the need for manual follow-up.
Applicants are automatically notified via email whenever their application status changes. These notifications include specific instructions, if applicable, on which information or documents are missing and how to submit them.
The same process applies to the management of certificates or qualifications: when a document is uploaded or approved, the system automatically sends an email with the next required action—such as review or confirmation by the administration.
In addition, the administration can publish general announcements to keep the entire team informed about important updates, organizational procedures, or last-minute changes. These announcements are visible to all users within the Crew Portal.
For individual communication, a direct messaging feature is available. This allows specific information—such as personal follow-ups, assignment details, or special instructions—to be sent directly to individual team members without notifying others.
The same process applies to the management of certificates or qualifications: when a document is uploaded or approved, the system automatically sends an email with the next required action—such as review or confirmation by the administration.
In addition, the administration can publish general announcements to keep the entire team informed about important updates, organizational procedures, or last-minute changes. These announcements are visible to all users within the Crew Portal.
For individual communication, a direct messaging feature is available. This allows specific information—such as personal follow-ups, assignment details, or special instructions—to be sent directly to individual team members without notifying others.
No, the crew scan can either be done via an Android device or iPhone or simply via webcam. It is also possible to completely forego the scan and automatically check in and out participants for shifts. This can be set individually for each role.
Documentation
Further information can be found in our user manual