Everything your event needs
From the first schedule to the settlement afterwards: one system for crew, participants, passes, scanning and catering.
Schedule with clarity and no double bookings
Teams, tasks and shifts, with a visual board and a draggable day agenda. A shift can have several slots, and you fill open slots with suggestions of available people.
- Visual board with activities as their own layer
- Staffing checks and maximum hours per person
- Open shifts with an “Available” column for quick suggestions
- Staff enter their own availability; scheduled time stays locked
Copy several shifts in one go
Tick shifts and copy them to a new date — or the same day. Keep the time or shift it by hours and minutes. Past midnight? You get a warning and choose yourself.
- Include scheduled staff or not
- Automatic check on availability, double bookings and maximum hours — whoever cannot, becomes an open slot
- Delete a selected group of shifts at once, with confirmation
Copy shifts · 6 selected
Staff included: 7 · open slots: 2
Everyone signs up themselves, you stay in control
Share a sign-up link with your volunteers, participating teams and external parties. They fill in their own details; you approve with one click. You can see per person when you last communicated.
- Roles: administrator, coordinator, team manager, staff
- Staff log in via a secure email link — no password to remember
- Email and WhatsApp templates, mail the schedule in bulk
- Import staff, participants and external parties via CSV
Staff sign-ups
| Name | Preferred team | Available | |
|---|---|---|---|
| Noor Hendriks | Horeca | Sat + Sun | Approve |
| Daan Smit | Techniek | Sun | Approve |
| Emma Visser | First aid | Sat | Approve |
Personal passes, the way you want them
Every crew member, participant or supplier gets a pass with QR, zone access and valid days. Choose a ready-made design or make your own pass on your own background.
- Zones per location or room, large on the pass
- Only valid on the right days
- Own design: upload a background and drag the fields
- Copy a design to participant or external passes
- Link an external ticket QR to a person
Design your pass yourself
A simple editor: choose an image as the background and indicate where the name, QR code, photo and zones go. You work on a draft and only save when it looks right.
- Drag, resize and set to the millimetre
- Preview with a real person from your list
- Print a test pass straight away
All scanning options together
One tab for entrance, distribution and catering. Scan with a phone or tablet camera, or with a hand scanner. Duplicate scans are recognised and re-entry is registered neatly.
- Entrance with zones, photo and attendance
- Distribution of clothing and equipment
- Catering with meal entitlement and instant view of diets and allergies
- Camera with automatic zoom for hard-to-read codes (where the device supports it)
Scan links for anyone — with a lock on them
Create a public link per type: access, breakfast, lunch and dinner. Anyone with the link can scan without logging in, but only at the right time.
- Access only works on the day itself
- Meals: from 30 minutes before to 30 minutes after serving time
- The scanner only sees name, team and result — no photo or diet details
- Renew or revoke a link whenever you like
Scan links
Catering without guesswork
Set per meal who is entitled and when it is served. See diets and allergies per person, bundled into a clean report — exactly what the caterer needs.
- Meal rules per day, with and/or conditions and serving times
- Diet and allergy per crew member, participant and external pass
- Consent for health data is recorded (GDPR)
- Caterer report (PDF) per meal
| Name | Origin | Vega | Halal | Gluten | Lactose | Note |
|---|---|---|---|---|---|---|
| Sanne de Vries | Horeca | ✓ | - | |||
| Youssef El Amrani | Facility | ✓ | - | |||
| Tom Bakker | Team North | ✓ | ✓ | No wheat | ||
| Emma Visser | First aid | ✓ | - |
Never search for the first-aid post again
Draw your site layout yourself or jump straight to a ready-made map of any location in the world. Share the map with coordinators, crew or via an external link — with the run sheet alongside.
- Draw yourself or use a map of anywhere in the world
- Share per role, person or external link
- Run sheet and other documents in the same place
All features at a glance
One system, from the first schedule to the settlement afterwards.
Scheduling & rosters
- Teams, tasks and shifts
- Shift with multiple slots
- Visual board and graphical day agenda
- Staffing check per day
- Open shifts with suggestions
- Copy and delete multiple shifts
- Activities, also multi-day
Crew & people
- Staff with photo and contact
- Availability, driving licence, clothing size
- Multiple coordinators per team
- Staff log in via email link
- Self sign-up and approval
- Last contact per person
Participants & externals
- Participating teams (players/staff)
- Shirt number and extra fields
- External parties with passes per person
- Sign-up link per team
- Approve sign-ups with one click
Accreditation & passes
- Pass with QR, photo and zones
- Three ready-made designs
- Own design with own background
- Copy designs between pass types
- Valid only on the right days
- Print wristbands (Zebra)
- Link external ticket QR
Scanning
- Entrance: access and attendance
- Re-entry per day
- Scan distribution
- Scan catering with meal entitlement
- Camera or hand scanner, time-stamped
- Public scan links with time windows
Catering & diets
- Meal rules per day
- Serving times per meal
- Diet and allergy per person
- GDPR consent for health data
- Caterer report (PDF)
Distribution & reporting
- Issue clothing, accreditation and equipment
- Numbered equipment (e.g. radios)
- Distribution history
- Dashboard with live figures
- Reports: staffing, distribution, diets
Map & documents
- Draw your own map
- Ready-made map worldwide
- Share per role, person or external link
- Share documents (run sheet, routes)
Communication & language
- Email and WhatsApp templates
- Variables (schedule, role, accreditation)
- Mail the schedule in bulk
- Multilingual: NL, EN, DE, FR, ES
Safe with your crew’s data
Own, separate environment
Every event runs in its own environment, with roles and permissions per user.
Locked administrator functions
Far-reaching actions such as deleting and restoring ask for your password again.
Backups and restore
Create backups and restore them; before restoring, CrewDeck automatically keeps a copy of the current state.
Retention & clean-up
Set a retention period and clean up personal data after the event (GDPR).
Data processing agreement
You accept the data processing agreement in the application; you can always print a copy again.
Online with multiple users
Multiple administrators and coordinators work at the same time; changes are visible immediately.
Want to see it live?
We will show it with your event in mind.