Event construction
Crew and event management software for event build companies
Built for a construction company that builds for global events, moving crews between client sites week after week.
In this business the plan is the product. If the right people are not in the right city with a bed booked and a van, the event does not get built — and if nobody attaches a purchase order to it, it gets built for free.
- Sector
- Event construction
- Stack
- Vue · Laravel
- Role
- Full stack developer
The problem
What crew planning usually costs you
The plan is a spreadsheet two people edit at once
The rota lives in a shared file. Somebody’s changes overwrite somebody else’s, and the version on the wall is already wrong.
Beds and vans are booked somewhere else
Hotels and vehicles are arranged in email threads, separately from the crew plan, so a crew change quietly leaves a booking behind.
Days worked and leave are counted at year end
Nobody can say how many days someone has actually worked, or how much holiday is left, without adding up the rota by hand.
Work gets built and never billed
An event is delivered, everyone moves on to the next one, and the purchase order was never chased or the invoice never raised.
"Which of our events are still unpaid?" takes a day
A client asks a reasonable question about their own account and answering it means cross-referencing the rota against the finance system.
The answer
How the portal handles it
One planner, week by week, assigning staff to each client’s events — and the hotels, vehicles and headcount the job needs are part of the same record rather than an attachment to it. A crew change and the booking it affects are in the same place.
Days worked, leave, holiday and hotel nights roll up per employee automatically, because they are a consequence of the plan rather than a second set of data entry.
Every event carries its own purchase order and invoice status, so nothing gets built without a commercial record attached, and the client record lists every event with its reference, location, purchase order and invoice status in one view.
Screens
What it looks like in use.
Features
What is in it
- Week-by-week crew planner across all client events
- Hotels, vehicles and headcount attached to the job, not to an email
- Per-employee totals for days worked, leave, holiday and hotel nights
- Client record listing every event with reference, location and location detail
- Purchase order and invoice status on every event
- Employee directory with roles and active status
Under it
How it is built
No integrations on this one. The planner had to be fast to read and fast to change on a Monday morning, so the effort went into the grid itself rather than into connecting other systems.
Questions
The things people ask first.
Is this only for event construction?
No. Anything that sends crews to client sites for a fixed window fits the same shape: exhibition and stand builders, touring and production crews, installation teams, scaffolding and marquee contractors.
Does it handle leave as well as work?
Yes. Leave and holiday sit in the same weekly grid as work, which is why the per-employee totals come out without anyone compiling them.
Can we see a single client’s whole history?
The client record lists every event with its reference, location, purchase order and invoice status, so the account can be reviewed in one place.
Does it do payroll?
No. It produces the days-worked figures that payroll needs, but paying people stays in your payroll system.
If your crew plan is a spreadsheet that everyone is slightly afraid of, replacing it is a smaller job than it looks. I am at cuneyt.irmak@outlook.com.
More work
Other systems I have built.
- TradeSorterBarcode stock control and purchase orders for hardware stores and builders’ merchants.
- Audit Tracking PortalSafety and quality audits, corrective actions and target tracking for field teams.
- Inventory, Costing & Margin PortalMaterials, estimates and real margin per build, across multiple factories.
- Scientific Instrument Project Management PortalLab job intake, quoting and approval for in-house machine shops.
- Schedule Planner PortalWeekly rotas across sites, typed by session, with activity counts for funders.