Event without Shifts

Events without Shifts are suitable for short Events with only a few Helpers.

When should you use Events without Shifts?

Events without Shifts are suitable for small, shorter and straightforward Events. One example would be setting up for a barbecue. This might take 2–3 hours, require around 9 Helpers for the setup and one person responsible for the Shift, with all Tasks lasting the same amount of time and taking place at the same time. As soon as the Event becomes more complex, lasts for a longer period or requires Tasks to be carried out at different times, an Event with Shifts is more suitable.

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. For a smaller Event, select "Event (without Shifts)". Click it to proceed to the next step.

Here you enter the name of the Event and its start date. You then define the start and end times. An Event can run past midnight by setting the end time earlier than the start time (for example, 18:00–01:00). The system will then automatically set the end date to the following day.

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

Finally, you can add comments. These are Event comments and 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: If you have enabled Sections, you must also assign the Event to a Section.

Adding Tasks

Once you have entered and saved the key details of the Event, 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 Event! Once you save, the Event has been created. Depending on your settings under "Organisation" – "Events & Tasks", the Event will either be immediately online in the Helper section or remain offline.

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 working with 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!