# Time tracking for event crews > Time tracking for event crews: kiosk clock-in at the venue, shifts past midnight, hours per event, organiser approval by magic link, payroll exports. URL: https://timetracking.tech/for/events Language: en Last updated: 2026-10-26 Build-up on Thursday. The show on Saturday night. Breakdown until four in the morning. And half the crew is new. With TimeTracking every crew member clocks in at the venue in their own language. Night shifts stay in one piece. You get approved hours per event. Start free for up to 5 users. ## How event companies use TimeTracking 1. **Plan the event**: Add the event and the venue. Plan shifts for build-up, show and breakdown in the roster, then publish. The crew sees where and when you expect them. 2. **Clock in at the crew entrance**: Put a tablet kiosk at the venue. Crew members clock in and out with a personal 6-digit PIN. Crew with the app can start the timer on their own phone. 3. **Check hours per event**: Hours land on the event and on the right shift. Planned versus worked shows which shifts ran long. Overnight shifts count as one shift. 4. **Approve and export**: The organiser or venue approves the event's hours through a magic link. Approved hours go to payroll. The same export can feed your invoicing tool. ## Short gigs, many people, one evening An event crew comes together for a few days, then splits up again. Riggers, stagehands, bar staff, stewards and runners come from your own pool, from agencies and from freelancers. Many work for you only a few times a year. Paper sign-in lists at the crew entrance are normal. Someone in the office types them in again on Monday. TimeTracking replaces the list with a kiosk. Invite new crew by SMS. They log in with a one-time code and pick their own language. No account setup before the first shift. After the season, you deactivate people. You only pay for active users. - Invite new crew by SMS, no company email needed - Apps in 20 languages, each person picks their own - Deactivate after the event, history stays - Pay only for active users ## A kiosk at the venue During the show, phones are often in a locker. And many temporary crew members will not install an app for one weekend. A tablet at the crew entrance solves both. Everyone clocks in and out with a personal 6-digit PIN, in their own language. After 5 wrong PINs the tablet locks for 15 minutes. That stops people clocking in for a colleague, without photos or face recognition. You can tie the kiosk to one venue, so every clock-in lands on the right event. It needs internet. Place it where the venue Wi-Fi or mobile data is stable. That is often the production office, not the loading dock. ## Night work and shifts past midnight A breakdown from 23:00 to 04:30 is one shift, not two half days. TimeTracking records it as one shift with the right total. Breaks are recorded as separate entries. Give allowances for unsocial hours and overtime their own payroll codes in the export. The rule engine warns planners when a roster leaves too little rest between shifts. For example, a breakdown that ends at dawn, then the next build-up the same morning. The warning comes before the roster goes out, not after a complaint. ## Hours per event and per shift Every entry carries the event and the venue. Rostered hours stay linked to their shift. So you see how many hours went into build-up, show and breakdown. Planned versus worked per shift shows where the schedule drifted. That helps when you quote the same event next year. Travel time to the venue and mileage are recorded as separate types. Add expenses such as parking with a receipt photo. Everything is approved together with the hours. - Hours per event and venue - Planned versus worked per shift - Travel time and mileage to the venue - Expenses with receipt photo ## Approval by the organiser or venue Do you supply crew to an organiser or a venue? They want to see and agree with the hours before you invoice them. TimeTracking sends their production manager a secure magic link that expires. It shows the hours per crew member and day. They approve the event or reject a line with a comment, without an account. TimeTracking does not create invoices. You export the approved hours as CSV or XLSX in your own layout, or through the API. So your invoicing tool uses the same numbers as payroll. ## Payroll after a busy weekend Export approved periods to payroll in one step. Live today: an SD Worx-format export, CSV and XLSX exports in your own layout, and the REST API. Connectors for Loket, Nmbrs and AFAS are coming soon. All exports are included from €1, with no add-ons. Once a period is exported, it is locked. Did someone forget an hour? It becomes a correction in the next period. So payroll and your records keep matching. ## Frequently asked questions ### Can crew clock in without installing an app? Yes. At a tablet kiosk at the venue, crew members clock in and out with a personal 6-digit PIN. ### Does the kiosk work without internet? No. The kiosk needs a connection to clock in and out. An offline mode is planned but not available today. The mobile app keeps its timer running offline and sends hours later. ### How are shifts past midnight handled? A shift that crosses midnight is recorded as one shift with the right total. Breaks are recorded as separate entries. ### Can the organiser approve our crew hours? Yes. The organiser or venue approves through a secure magic link that expires, without an account. Name and time of approval are recorded. ### We work with many one-off crew members. What does that cost? You pay per active user per month: free for up to 5 users, then €1 on Core. Deactivate people after the event, and they no longer count. Their hours stay in the history. ### Can I see hours per event? Yes. Every entry is linked to an event and venue. Reports show hours per event, person and period, with planned versus worked per shift.