Your crew is scattered
across 12 rooms.
Are they all there?
Breakout Connect Crew Management replaces the group texts, printed call sheets, and "has anyone seen Mike?" walkie calls with a real system. GPS clock-in, shift scheduling, room assignments, per-day overtime tracking, mobile crew portal, and team chat — all connected to your event schedule.
Sound familiar?
The call sheet is a spreadsheet
Shift times live in a Google Sheet that half the crew hasn't opened. Room assignments change on site and nobody updates the doc. The PM is texting room leads individually asking who showed up.
You don't know who's on site
Someone was supposed to be in Breakout C at 8 AM. It's 8:15 and the room is dark. Are they late? Are they in the wrong room? Are they even at the venue? Nobody knows until someone walks down there.
Timesheets are fiction
Crew fills out timesheets at the end of the week from memory. "I think I was there 10 hours on Tuesday." You're paying overtime on numbers nobody can verify. The client disputes the invoice.
Communication is a group text
Important updates get buried in a 47-person WhatsApp thread between memes and lunch orders. The lighting tech in Breakout D never sees the message that their room moved to the second floor.
Overtime is a guessing game
Who hit 10 hours today? Who's approaching double-time? You won't know until the timesheets come in next week — and by then you've already blown the labor budget.
Crew and schedule are separate systems
The event schedule is in one tool. Crew assignments are in a spreadsheet. Room setups are in someone's head. When a session moves rooms, nobody tells the crew already setting up the old one.
Crew management that's connected
to the event it's managing.
When a session moves rooms, the crew assigned to that room sees it immediately. When someone clocks in with GPS, you know they're actually at the venue. When overtime hits, you see it in real time — not on next week's invoice.
Know who's on site.
Know when they got there.
Crew clock in and out from their phone through the mobile crew portal. GPS captures their location automatically. If you've set a venue geo-fence, the system validates that they're actually at the venue — not clocking in from the hotel lobby. Non-blocking, so it works even if GPS is unavailable, but when it's there, you have proof.
- One-tap clock-in/out from the mobile crew portal
- GPS location captured automatically on every clock-in
- Venue geo-fence with configurable radius
- Address autocomplete for venue coordinates
- Clock status visible on admin dashboard in real time
- Non-blocking GPS — captures when available, never prevents clock-in
Schedule shifts by room,
by day, by person.
Build crew schedules visually. Assign shifts to rooms with start and end times, roles, and notes. See the full event on a timeline — who's where, when, and for how long. When the event runs multi-day, each day is tracked independently for overtime calculation. Shifts auto-adjust when event dates change.
- Visual timeline scheduler — see all crew across all rooms
- Assign shift type: breakouts, general session, load-in, strike
- Room-to-crew assignment linked to the event schedule
- Multi-day support with independent daily OT tracking
- Shifts auto-adjust when event dates move
- Designate a room lead per room with visible badge
A1
Video
LD ⚠ 9.5h
Stagehand
See overtime happening.
Not after the fact.
Per-day overtime calculation in real time. Each day is evaluated independently: 0–10 hours regular, 10–12 hours at 1.5×, 12+ hours at 2×. The segmented bar shows exactly where each crew member stands. Know when someone is approaching overtime before they hit it — not when the invoice arrives.
- Per-day OT tiers: regular (0–10h), 1.5× (10–12h), 2× (12+h)
- Segmented progress bar per crew member
- "Overall Event" and "By Day" tabs
- Search and filter by name
- Real-time calculation from shift data — no manual entry
Every crew member gets their own portal.
No app to install. Crew get an SMS or email with a link to their personal portal. They see their schedule, room assignments, room flip status, and can clock in/out — all from their phone's browser.
Home
Clock in/out button, shift stats (hours today, total event hours, shifts completed), and assigned room summary with current session.
My Rooms
Every room they're assigned to with current session status, equipment list, and room flip timeline.
Schedule
Full event schedule filtered to their rooms. See what's happening now, what's next, and what changed.
Room Flips
Room flip status for assigned rooms. See what needs to happen between sessions and what's already done.
Profile
Contact info, role, skills, and shift history. Crew can update their own phone and emergency contact.
Team Chat
Team-wide messages and direct messages. Updates reach the right people without getting buried in a group text.
Build your roster once. Assign to every event.
Persistent Crew Database
Crew members stored across events. Add someone once — assign them to any future event without re-entering info.
SMS & Email Invites
Assign crew and they get an SMS or email with their portal link. One tap, they're in. Resend if they lose it.
Bulk Assignment
Assign multiple crew to an event at once. Select from the database, pick roles and rooms, send all invites.
Skills & Tags
Tag crew with skills: audio, lighting, rigging, stage management. Filter by capability when staffing events.
Timesheet Export
CSV export with name, date, clock-in, clock-out, total hours, and notes. Hand it to payroll or attach to the client invoice.
Room Sheet PDF
Branded PDF per room: crew names, phone numbers, roles, shift times, and session schedule. Print for the room door.
Everything your PM needs. Nothing they don't.
Everything you need to know.
What is crew management software for live events?
Crew management software for live events handles scheduling, communication, time tracking, and room assignments for production crew across a venue. It replaces spreadsheet call sheets, group text threads, and paper timesheets with a connected system where crew see their schedule on their phone, clock in with GPS verification, and receive real-time updates when rooms or sessions change.
How does GPS clock-in work for event crew?
When a crew member taps Clock In on their mobile crew portal, the system captures their GPS coordinates automatically. If the event has a venue geo-fence configured, the system validates that the crew member is physically at the venue before recording the clock-in. GPS capture is non-blocking — if location services are unavailable, the clock-in still records but without location verification.
How does per-day overtime tracking work?
Each day of the event is evaluated independently for overtime. Hours 0 through 10 are regular time. Hours 10 through 12 are calculated at 1.5 times the regular rate. Hours beyond 12 are at 2 times the regular rate. A segmented progress bar for each crew member shows green for regular, amber for 1.5x, and red for 2x overtime in real time.
Do crew members need to install an app?
No. The crew portal runs in any mobile browser. Crew receive an SMS or email with a link to their personal portal. They tap the link and they are in — no app store, no login credentials, no IT setup. The portal shows their schedule, room assignments, clock-in/out, room flip status, and team chat.
Can I use the same crew database across multiple events?
Yes. Crew members are stored in a persistent database across all events. Add a crew member once with their name, phone, email, skills, and role. When staffing a new event, assign crew from the existing database. Skills tags let you filter by capability.
How does crew scheduling work for multi-room events?
Create shifts with start times, end times, assigned rooms, and shift types. The visual timeline shows all crew across all rooms so you can spot gaps and overlaps. Each crew member sees only their shifts on their mobile portal. When event dates change, shifts auto-adjust.
Can I export timesheets for payroll?
Yes. Clock-in and clock-out records export to CSV with crew name, phone, date, clock-in time, clock-out time, total hours, and notes. Hand this to payroll or attach to client invoices. Overtime calculation is included so disputed hours have verifiable records.
How does crew communication work during an event?
The crew portal includes team-wide messaging and direct messages tied to the event. Updates reach the right people without getting buried in group texts. The admin dashboard shows unread counts so the production manager can monitor communication flow.
What is a room sheet PDF?
A branded PDF per room showing crew names, phone numbers, roles, shift times, and session schedule. Print for the room door, email to the room lead, or keep as reference. Includes event logo and room details like location and floor.
How does crew management connect to the event schedule?
Crew assignments are linked to rooms, and rooms are linked to sessions. When a session moves rooms, assigned crew see the change immediately. Room flip status is visible to assigned crew. Clock-in status appears on the admin ops dashboard so the PM can see who is on site.
How do SMS crew invites work?
When you assign crew to an event, the system sends an SMS with a personalized portal link containing a secure access token. No username or password needed. If they lose the link, resend with one click. Email invites are also available.
Can I designate a room lead for each room?
Yes. Any assigned crew member can be designated as room lead with a visible badge on the admin dashboard and crew portal. The room sheet PDF lists the lead first. This identifies the primary point of contact in each room during the event.
See it in action.
Schedule a demo and we'll walk you through Crew Management from setup to show day.