Team View in an Event (Schedule, Shifts, Chat)
The consolidated team view of an event with all four team tabs — Participants, Shifts, Schedule, and Chat — so you can coordinate crew, timeline, and communication in one place.
An event in Univents brings everything related to your team together in four dedicated tabs: Participants, Shifts, Schedule, and Chat. You access them via the tab bar inside an event record.
Participants Tab — Groups and Crew
The Participants tab organises your crew into colour-coded group cards. Each card represents a participant group with its associated contacts.
Creating a new group
- Open the event and select the Participants tab.
- Click Neue Gruppe in the top right.
- Enter a name, an optional description, and a colour.
- Add contacts using the Mitwirkende verknüpfen search field.
- Click Gruppe speichern.
Insert from template
If you regularly use the same crew composition, click Aus Vorlage einfügen and select a saved group template. The group is materialised with all its participants.
Save group as template
Click Gruppe als Vorlage speichern on a group card to save the current composition for use in future events.
Sending mail
- Briefing-Mail (top right): Sends a personalised briefing email to all confirmed participants of the event.
- Mail an Gruppe on each card: Sends a free-form message only to the members of that group.
Contacts without a stored email address are automatically skipped during sending. Externally linked contacts are marked with the label extern on the card.
Shifts Tab — Shift Plan and Jobs
The Shifts tab displays the complete shift plan for the event. Shifts can be grouped into jobs — for example by function or location.
Creating a job and shift
- Switch to the Shifts tab.
- Click Job to create a work area (name, colour, address, required skills).
- Click Schicht within the job entry to add a first shift — start and end time, required number of staff, and an optional point of contact.
- Alternatively, click Schicht at the top level (without a job) to create a shift with no job grouping.
Shifts not assigned to a job appear in the Sonstige Schichten section.
Insert from template
Use the Aus Vorlage einfügen button to apply a previously saved job — including all its shifts — to the event.
Save job as template
Click the star button (★) in the job header to save the job along with all its shifts as a template. You can reuse it on a future event via Aus Vorlage einfügen.
Reminder for open shifts
Click Reminder to send a reminder email to selected crew groups, templates, tags, or skills. The dialog shows the number of still-unfilled shifts and composes the send based on your selection.
Gantt timeline and gap warnings
Once shifts exist, Univents displays an interactive Gantt view of all shifts. If shifts are not fully staffed, a colour-coded warning appears with the label LÜCKE and a detailed breakdown of the affected shifts (actual vs. target staffing).
Schedule Tab — Run-of-Show Plans and Programme Items
The Schedule tab manages structured run-of-show plans for the event. Multiple plans per event are supported — for example, one for the venue and one for the kitchen.
Creating a new plan
- Switch to the Schedule tab.
- Click Plan.
- Enter a name, an optional description, a colour, and an address.
- Click Plan anlegen.
After saving, the detail page of the new plan opens automatically so you can start adding programme items straight away.
Starting from a template
Click Vorlage to apply a saved plan to the event. Time entries are calculated relative to the event start. To save an existing plan as a template, click Als Vorlage on the plan card.
Sharing a schedule
Use the Teilen button on a plan card to add recipients (contacts or casual staff). They will automatically receive an email with a portal link and can view the plan in read-only mode. The card shows whether the plan has been shared and with how many people.
Chat Tab — Team Communication
The Chat tab is intended for direct team communication within the event and will be available shortly.
Frequently Asked Questions
Can I use a crew group across multiple events? Yes. Save the group via Gruppe als Vorlage speichern and add it to another event using Aus Vorlage einfügen.
What happens if a shift is not fully staffed? Univents marks the affected shift in red and displays a LÜCKE warning in the Shifts tab with the exact actual vs. target staffing. The Reminder button lets you send a targeted message to potential staff members.
Can I reuse the same job on multiple events? Yes. Save a job along with all its shifts as a template (star button ★ in the job header) and load it onto another event via Aus Vorlage einfügen in the Shifts tab.
Why do I see nothing in the Chat tab? The chat feature is not yet available. It will be added as the next step for team communication within an event.