Everything your helper team needs.
EVANU Helfer brings planning, assignments, communication and live operations together for every stage of your helper team.
Helper planning for simple and complex events.
Whether you have a small helper team or a large event, sectors, areas, tasks, teams and parallel shifts stay clearly structured.
Event setup
From a simple shift to a multi-level large-event structure.
Simple & large-event mode
Simplify the interface for small events or expand it for complex large-scale events.
Sectors & areas
Structure venues, halls or organizational zones logically and assign responsibilities to them.
Tasks & teams
Manage functions such as entrance, bar, guest services or logistics as clear tasks and teams.
Shifts
Define start, end, required staff, location and requirements directly on each shift.
Series generator
Create recurring or similar shifts efficiently as a series.
Duplicate shifts
Use existing assignments as templates to create and adjust new shifts quickly.
Plan shifts visually.
The visual schedule shows at a glance when each team is working, where gaps appear and which areas need staff at the same time.
The right person in the right shift.
Availability, qualifications and rules help place the right helpers in the right shifts.
Multiple ways to fill shifts
Depending on the event, managers decide how helpers are assigned and how last-minute absences are covered.
Manual assignment
Operations managers assign helpers directly to a specific shift.
Automatic allocation
The system can also allocate suitable helpers to assignments based on availability and defined rules.
Self-selection
Helpers can choose their preferred shift from the assignments still available.
Helper & relief pool
Deploy available helpers and reserves flexibly at short notice.
Waitlist & replacement offers
Open spots can be offered directly to suitable helpers on the waitlist.
Shift swaps
Shift swaps stay fully within the planning system.
Automatic checks
The system catches common planning errors during assignment.
Capacity check
No shift can be overfilled beyond the defined helper capacity.
Overlap check
The system also detects overlapping assignments for the same helper.
Minimum age
Set a minimum age for individual tasks and let the software verify it.
Qualifications
Tasks can require specific skills or prerequisites.
Verified qualifications
The software distinguishes between qualifications declared by helpers and those verified by the organization.
Assignment & hour limits
You can also define the maximum number of assignments or working hours per helper.
Simple for the people who help.
A personal direct link gives helpers instant access to assignments, briefings, a calendar file and QR code. Everything works on mobile without a complicated login.
Everything personal in one place.
The mobile view brings together personal assignments, calendar file, QR code, profile picture and direct contact with managers in one place.
Saturday · 17:00–21:00
North entrance · black clothing
Open directly or download
Information where it is needed.
Messages stay linked directly to the event, helper and assignment instead of getting lost in chats and email threads.
Multiple channels
Email, SMS and WhatsApp work together with templates, briefings, checklists and specifically shared documents.
Send confirmations, information and organizational messages automatically by email.
SMS
For short, time-critical notices, you can also use SMS through the provided Twilio integration.
WhatsApp communication can also be integrated via the Meta Cloud API.
Templates & briefings
Templates combine messages, meeting point, clothing, schedule and work information.
Automation & checklists
Workflows trigger the right messages while tasks can be checked off directly.
Questions & documents
Helper questions and specifically shared plans and files stay with the event.
On event day, what matters is what is happening now.
The live operations dashboard continuously shows staffing, open issues and status updates.
Live operations dashboard
Auto-RefreshQR-Check-in
Shift managers check helpers in and out by camera or, alternatively, by manual code entry.
On-site operations
Key operational functions stay directly linked to the event.
Check-in & Check-out
Record attendance directly on the assignment.
No-show
Mark helpers who do not appear as no-shows.
Incidents
Document operational issues directly and continue working on them afterwards.
Escalations
Escalate critical issues directly to the responsible level.
Internal to-dos
Track open management tasks directly within the event as well.
Activity Feed
This keeps important operational changes traceable.
Not just people. Materials & logistics too.
Clothing, catering, badges and radios can be organized directly alongside helper assignments.
Issue & return
Manage materials, clothing, catering and plans directly for each helper.
Materials & site plans
Record and provide radios, tools, venue plans and site plans.
Clothing & dietary information
Sizes and relevant dietary information feed directly into planning.
Badges & keys
Track badges, keys and other handover items as well.
Return
Materials are not only issued but also tracked when returned.
Catering
Meals and catering requirements can be planned directly within the organization.
Interactive hotspots
Hotspots make important points and locations visible on site plans.
Manage paid assignments just as clearly.
Volunteer and paid assignments, compensation models and actual hours can all be managed within the same event.
Different models
Wages, flat rates, target hours or points: every model remains transparent and easy to evaluate.
Unpaid & points system
Volunteer assignments can run without compensation or optionally with points.
Hourly pay & target hours
Actual working time and expected target hours remain directly comparable.
Daily pay
For full assignment days, use a defined daily amount instead.
Flat rate
Alternatively, set a fixed amount per assignment or task.
Actual hours & fulfillment
The software records hours worked and compares them with each person’s target values.
Check-in/out & corrections
Attendance times provide the basis but can be adjusted transparently when needed.
Import data. Export overviews.
Import existing helper lists and then export schedules or event data as PDF, CSV and XLSX.
CSV import
Import existing helper data into the system using structured CSV files.
Konzertmeister
For existing organizations, the provided Konzertmeister integration can also import member data.
PDF, CSV & XLSX
Export schedules and event data for operational use, archiving or further processing.
For one manager. Or an entire organization team.
Roles and responsibilities distribute planning and delivery across the entire organization team.
Collaboration
Teams work with clear responsibilities while multiple events, master data and documents remain centrally managed.
Organization team
Add additional people directly to the event organization.
Sector managers
Limit responsibilities to specific event areas.
Comments
Record internal information directly on the relevant processes.
Activity Feed
This keeps important changes in event operations traceable for management.
Event overview & master data
Manage events and organization data centrally in the customer profile.
Invoices & PDF downloads
Invoices and available event documents can also be viewed and downloaded directly.
Access only where it is needed.
Role-based access makes operational data available without unnecessarily exposing personal information.
Roles & permissions
Limit access based on role and organizational responsibility.
Helper data privacy
Helpers see their own information, but not automatically the personal data of other helpers.
Secure customer login
In addition to a password, the customer area can be secured with a time-limited email link.
Ready for your next helper team?
Start your helper planning: create your event, try the demo or continue working in your existing account.