Event setup app: assign jobs to your team and see progress as they work

Assign setup jobs to staff on site and watch them check off work as they go, venue by venue.

Who it's for

You run events in your city. A wedding at a banquet hall, a corporate conference at a hotel, an exhibition stall for a client. You have two or three supervisors, a regular crew for lights, sound and decor, and extra helpers you call for the big dates. On a Saturday you have three venues going at once. You are in the car between them and your phone does not stop ringing. Everybody wants to know who is doing what, and whether it is done.

The problem today

Right now the whole plan is in my head and in a notebook. On the morning of the event I call each supervisor and read out the jobs. Is the stage done? Have the lights gone up? Then I call again after an hour to check the same thing. Half the instructions go on WhatsApp and get buried under client groups. The helper who was told to shift the extra chairs to the second venue forgets, and nobody notices till the guests are seated. When I am standing at one venue, the other two are running blind. At the end of the month I cannot say for sure which helper worked which day, so settling wages turns into an argument.

What the app does, screen by screen

1. New event (owner) — This is where the owner enters the client, the venue address, the date and the reporting time, so the whole day has one place it belongs to.
2. Assign jobs (owner or manager) — This is where the setup is broken into jobs like stage, lights, sound, decor and seating, and each job is handed to a named supervisor or helper with a time by which it should be finished.
3. My jobs (staff) — Each person on the crew opens this and sees only the jobs given to them for that day, with the venue address and the reporting time, so nobody has to ring up and ask.
4. Job checklist (staff) — This is where the person doing the work ticks off each step as it is finished and adds a photo where one is asked for, instead of sending a message about it.
5. Approvals (supervisor and owner) — This is where a finished job is approved or sent back with a remark, so work is not called done until somebody responsible has looked at it.
6. Day board (owner and manager) — One screen showing every venue running today and what is still pending at each, so the owner can decide where to go next without making a round of calls.

Who uses it and what it keeps track of

• Events — Client name, venue and full address, date, reporting time, the client's phone number and any notes from the site visit. The owner and managers see every event. A crew member sees only the events they have been put on.
• Jobs — What has to be done, which event and venue it belongs to, who it is given to, the time it should be finished by, and whether it is pending, done, approved or sent back. The person sees their own jobs. The owner, manager and that venue's supervisor see all of them.
• Crew — Name, phone number, the trade they work in such as lights, sound, decor or general help, whether they are regular or called for the day, and whether they sign in as a supervisor or a helper. Only the owner and managers see this list.
• Checklist and photos — The steps inside each job, who ticked each one and at what time, the photos added on site, and the remark when a job is sent back. The crew member adds their own. The owner, manager and supervisor can see them all.
• Day record — Who reported at which venue, when they started, and which jobs they closed that day. Only the owner and managers see it, and it is what wages are worked out from later.

What it changes for the business

The morning round of phone calls stops. Every person on site knows their own jobs without being told twice, and the owner can see what is pending at all three venues from the car. Work that used to be forgotten in a WhatsApp group now sits against somebody's name until it is ticked. Nothing is called done until a supervisor has approved it, so the client does not find a half-finished stage. And because the day record keeps who worked where, wages get settled from the app instead of from memory.

The one decision that matters

The one decision is whether a finished job needs a photo or whether a tick is enough. Ask for a photo on everything and the crew starts skipping the app altogether, especially the helpers who are new that day. Allow only ticks and you are back to taking the supervisor's word for it, with nothing to show the client who says the decor was not as promised. Go in between. Make the photo compulsory on the few jobs that get argued over, usually stage, lighting, decor and the seating count, and let the rest close with a plain tick. The crew keeps using it, and you still have proof of the work people actually look at.

What to build first, and what can wait

Build the spine first. Creating an event, breaking it into jobs, assigning each job to a person, the crew seeing their own jobs and ticking them off, the supervisor approving, and your day board. That alone removes the calling. Wage calculation, the inventory of chairs, lights and trusses going out and coming back, a view for the client, and quotations can all wait. The pain today is not knowing who is doing what right now, so fix that and nothing else.

How BooDoo builds it

You describe it in plain words, in your own language. Your trades, your job list, who approves what. BooDoo builds the real thing behind it too, a database and sign-in where the owner, the managers and the crew each open their own screens. The same request gives you an Android app the crew installs, which you can publish on Google Play under your own account, and a website on its own live address for the office, with your own domain connected if you want. Venue addresses open in maps, and a WhatsApp button opens a chat with a supervisor. Later you describe the change and it changes. If you would rather not build it yourself, BooDoo Launch builds it for you.

How you'll know it works

You reach the second venue without having called anybody. You had already opened the day board in the car, seen that the stage there was still pending while the other two venues were clear, and come straight to the one that needed you.

Build it

Paste this in and it gets built.

I run an event company and I need an app for my own team, not for clients. I want to create an event with the client name, venue address, date and reporting time, then break the setup into jobs like stage, lights, sound, decor and seating, and give each job to a supervisor or helper with a time by which it should be done. Each person signs in and sees only their own jobs for that day, with the venue address opening in maps, ticks off the steps inside a job as they finish, and adds a photo for stage, lights and decor. My supervisor approves a finished job or sends it back with a remark. I want one screen for myself showing every venue running today and what is still pending, and a WhatsApp button to message a supervisor. Also keep a record of who reported where and which jobs they closed, so I can sort out wages later.