Frequently Asked Questions
General
Urvent is a cloud-based staff scheduling system for events of all kinds. It helps organizers and institutions manage the entire staffing process efficiently and digitally – from posting open shifts and managing applications to scheduling and verification.
The system offers a wide range of features tailored specifically to the needs of events. These include a flexible role and permission system, an integrated check-in/out process, comprehensive resource management, and modules for catering and inventory planning. Urvent makes it possible to centrally control and monitor the entire process from planning to execution.
By automating many processes and providing transparent information, urvent reduces organizational workload, minimizes errors, and improves team collaboration. Whether a small city festival or a large music festival – urvent is the digital solution for successful staff management.
The system offers a wide range of features tailored specifically to the needs of events. These include a flexible role and permission system, an integrated check-in/out process, comprehensive resource management, and modules for catering and inventory planning. Urvent makes it possible to centrally control and monitor the entire process from planning to execution.
By automating many processes and providing transparent information, urvent reduces organizational workload, minimizes errors, and improves team collaboration. Whether a small city festival or a large music festival – urvent is the digital solution for successful staff management.
Compared to general workforce management tools, urvent is specifically designed for the requirements of events. While many systems cover a broad and general range of applications, urvent focuses on the unique challenges and needs that arise in planning and executing events.
Urvent offers a variety of functions developed specifically for the event industry, such as flexible shift planning, integrated check-in/out, verification, and catering and inventory management. These features are seamlessly connected, enabling holistic control of the entire staffing process – from publishing open shifts to post-event evaluation.
In addition, urvent places great emphasis on user-friendliness and intuitive operation. The system is designed so that both organizers and staff can use it easily – regardless of technical expertise. Its cloud-based architecture also enables remote access, which is especially beneficial for decentralized teams and mobile deployments.
Overall, urvent provides a specialized solution that covers the entire lifecycle of event staff planning, helping to reduce organizational effort, increase efficiency, and ensure smooth execution.
Urvent offers a variety of functions developed specifically for the event industry, such as flexible shift planning, integrated check-in/out, verification, and catering and inventory management. These features are seamlessly connected, enabling holistic control of the entire staffing process – from publishing open shifts to post-event evaluation.
In addition, urvent places great emphasis on user-friendliness and intuitive operation. The system is designed so that both organizers and staff can use it easily – regardless of technical expertise. Its cloud-based architecture also enables remote access, which is especially beneficial for decentralized teams and mobile deployments.
Overall, urvent provides a specialized solution that covers the entire lifecycle of event staff planning, helping to reduce organizational effort, increase efficiency, and ensure smooth execution.
With the Crew Portal, you can post open shifts, manage applications, create schedules, and digitize the check-in/out process. The system allows you to centrally control and monitor the entire workflow from planning to execution.
Additionally, the Crew Portal offers modules for verification, catering and inventory management, as well as comprehensive reporting and analytics features. These help determine staffing needs precisely, manage resources efficiently, and gain valuable insights into the event.
Additionally, the Crew Portal offers modules for verification, catering and inventory management, as well as comprehensive reporting and analytics features. These help determine staffing needs precisely, manage resources efficiently, and gain valuable insights into the event.
The software is scalable and can be used for both small events with a few dozen staff as well as large events with several hundred participants, such as Wacken Open Air or Airbeat One. Thanks to its flexible structure and customizable features, urvent can be optimally adapted to the specific requirements of any event.
Yes, we offer special conditions for non-profit organizations and associations. Our goal is to provide all organizers – regardless of size or budget – with an efficient and digital solution for staff management.
The software is fully cloud-based and requires no local installation or additional manual setup.
Access is via a modern web browser, making it usable on almost any internet-enabled device – regardless of the operating system. Updates, backups, and security measures are centrally managed and executed automatically, minimizing administrative effort.
The personnel scan for shift registration can be carried out flexibly: either via mobile devices such as Android smartphones and iPhones – using the built-in camera and a QR code scanner – or alternatively directly on a computer via a connected webcam. This ensures optimal support for different use cases and hardware requirements.
Optionally, the physical scan can be completely omitted. In this case, shift check-in and check-out take place automatically based on the assigned shift time in the system. This setting can be individually defined for each role or function – for example, certain team members can be automatically marked as present, while others still require an active scan confirmation.
Access is via a modern web browser, making it usable on almost any internet-enabled device – regardless of the operating system. Updates, backups, and security measures are centrally managed and executed automatically, minimizing administrative effort.
The personnel scan for shift registration can be carried out flexibly: either via mobile devices such as Android smartphones and iPhones – using the built-in camera and a QR code scanner – or alternatively directly on a computer via a connected webcam. This ensures optimal support for different use cases and hardware requirements.
Optionally, the physical scan can be completely omitted. In this case, shift check-in and check-out take place automatically based on the assigned shift time in the system. This setting can be individually defined for each role or function – for example, certain team members can be automatically marked as present, while others still require an active scan confirmation.
Features & Usage
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.
Yes, short-term changes such as sick leave or spontaneous shift swaps can be easily recorded and managed in the system. Administrators can quickly reassign shifts or assign new ones with just a few clicks to respond to unforeseen situations.
Participants can export their shifts to standard calendar formats (e.g. iCal, Google Calendar) to integrate them into their personal calendars.
Various export options for administrative data are also available, allowing data to be used in other systems (e.g. Excel).
Various export options for administrative data are also available, allowing data to be used in other systems (e.g. Excel).
Application & Onboarding Process
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.
For data protection reasons, crew members only have access to their own data and shifts by default. Only administrators have full access to all data and can manage it.
The core system already includes numerous customization options to tailor the application process. These include defining mandatory fields, selecting specific qualifications, and setting verification requirements for different roles.
For even more specific needs, we offer an add-on for custom input fields. This allows you to create tailor-made forms that perfectly match your event’s needs and the requirements of each role.
For even more specific needs, we offer an add-on for custom input fields. This allows you to create tailor-made forms that perfectly match your event’s needs and the requirements of each role.
Documentation
Further information can be found in our user manual