Event with Shifts

Shifts allow you to structure your Events.

When should you use Events with Shifts?

Events with Shifts are suitable for all Events that last longer than just a few hours and involve work at different Locations and/or at different times. Shifts allow you to structure the Event by Task Location, Task time or both. This gives you and your Helpers a clearer overview.

Creating an Event

Before you can create a new Event, Jobs must already have been created. Once this is the case, you can click the "New Event" button in the Events overview. If the button is greyed out even though you have Jobs in the system, you have probably reached your quota (only possible with Free and Light subscriptions). You will then need to delete Past Events or other Events before you can create new ones.

Creation process

When you create a new Event, the first step is to select the Event type. Select "Event with Shifts". Click it to proceed to the next step.

Now define the name of the Event and, if required, add Event comments. These comments are shown to all Helpers who take on Tasks in this Event, both in the Helper section and in the confirmation and reminder emails.

Expert subscriptions with Sections enabled must also assign the Event to a Section here.

Next, you can start creating the first Shift. Important: Shifts ≠ Tasks! Shifts are time slots in which several Tasks take place.
Enter the name of the first Shift, the start date and the start and end times. Shifts can run past midnight by setting the end time earlier than the start time. The system will then automatically set the end date to the day following the start date.

The Location is optional and can be selected if you have created Locations.

Finally, you can add comments. These are Shift comments and are shown to all Helpers who take on Tasks in this Shift, both in the Helper section and in the confirmation and reminder emails.

Adding Tasks

Once you have entered and saved the key details of the Event and Shift, you are taken to the Task form. Here you can see all the Jobs you have created in the system. For the Jobs you need for this Event, enter the number of people required. Jobs you do not need can be left at 0. The duration of the Tasks always corresponds to the duration of the Shift! Once you save, the Event has been created with its first Shift. Depending on your settings under "Organisation" – "Events & Tasks", the Event will either be immediately online in the Helper section or remain offline. You can now create additional Shifts or copy the Shift you have already created.

Expert subscriptions with active Sections: The Task form shows all Jobs that are either not assigned to a Section or are assigned to the Section selected for the Event. Jobs assigned to other Sections are not shown here, helping to keep the Task form more manageable.

Custom times

You can define custom times for individual Tasks. This is useful, for example, if people in key roles need to arrive slightly earlier to prepare certain things. In general, we recommend using custom times only when they are genuinely necessary. If you have many Tasks taking place at different times, we recommend dividing them into different Shifts.

IMPORTANT: Custom times are always defined relative to the Event time. This means that if you change the Event time, the times of Tasks with custom times will change accordingly!