People · Crew · Roles

Crew, gate passes and roles, without a staff account for everyone

Keep one pool of the casuals, volunteers and contractors who work your events, check their ID, put them on shifts, give them a pass to scan, and prepare the payout list. Your own team gets roles that match their jobs.

Create a workspace Sign in

From the pool to the payout list

Add

People fill in their own details from an invitation link, or a supervisor types them in.

Verify

A supervisor ticks four checks, including that the ID matches the photo.

Assign

Put a verified person on an event, in a role, at a place, with shifts in the event's own time.

Pass

A gate pass is a link that opens the scanner on their phone, for scanning and nothing else.

Pay

Pay is worked out from attendance and scans, approved, and exported as a payment list.

The crew pool

Know who is at your gates

Gate officers, ushers, drivers, marshals, cleaners and cashiers are often not employees. The pool keeps what you need to know about each of them in one place, so they are not typed in again for every event.

01An ID check you can point toID type and number, a photo and pictures of the ID. A person is verified only when all four checks are ticked, and it records who verified and when.ID CHECK

02ID numbers kept sealedStored encrypted and shown with all but the last three characters hidden. Revealing a whole number needs a permission and is recorded every time.SEALED

03Only verified people go on shiftsA blocked, archived or unverified person cannot be assigned. If a verified person's name or ID is changed, they go back to be verified again and their pass stops working until they are.VERIFIED

04No double bookingA person cannot hold two overlapping shifts, in any role or place of your organisation.SHIFTS

05Gate passesA pass link opens the scanner for a set number of days on a limited number of phones. You can revoke it at any time.PASS

06Pay rulesBy the shift, the hour, the badges admitted or a flat amount, with bonus tiers, a minimum and a cap. The rule is copied onto the assignment when it is confirmed, so editing it later does not change work already agreed.PAY RULES

07Payout listsA batch covers an event and a period, goes through approval within each approver's limit, and gives a payment list as a spreadsheet.PAYOUT

No money is sent from the app

Koiva Events works out what each person is owed from the shifts a supervisor marked attended and the badges scanned at the gate, which are counted from the scan log and never typed in. It sends the batch through approval and produces the list. Your finance team pays from M-Pesa, then records each M-Pesa transaction code against the line. A code can be recorded against one line only, and a recorded payment cannot be undone.

No date of birth is collected. A person confirms that they are 18 or older, and who recorded it and when is kept.

Venues, exhibitors, suppliers and your own team

Venues & hotels

Sign up as a venue to get the labels and roles that fit, and run your own events. Answering a request for a quote needs no account.

Exhibitors

Record each exhibitor and link a booth. The exhibitors list shows how many different people were scanned in there. Attendee details are not shared.

Suppliers

Answer from the link in the email, revise until the deadline, or ask not to be written to again.

Your team

Roles for managers, registration desks, gates, finance and marketing, or build your own. Every change goes to an activity log that cannot be edited.

Roles

Everyone gets the access their job needs.

Invite your team and give each person a role: ready-made ones for managers, registration desks, gates, finance and marketing, or build your own. Give someone extra access for a week while they cover for a colleague. Every change is written to an activity log that cannot be edited.

ORGANISER ADMIN
Everything, including roles and staffALLOWNER

EVENT MANAGER
Events, tickets, attendees, programme, sourcingRUNMANAGER

REGISTRATION DESK
Register, sell at the desk, reprint badgesDESKFRONT OF HOUSE

GATE STAFF
Scan badges at the door, nothing elseSCANDOOR

Roles, as your team sees them.

The Roles and permissions screen: a list of ready-made roles and a custom role called Sponsor Liaison, with its name, description and the permissions ticked for agenda and attendees. — Ready-made roles, or your own
A role is a list of ticked permissions. Start from a ready-made role for managers, registration desks, gates, finance or marketing, or build your own and tick exactly what it may do.

People

Questions about crew and roles

Do casual workers need an account?

No. A person opens the link in their invitation to fill in their details. A gate pass is also a link, not an account.

Does Koiva Events pay my crew?

No. It works out what each person is owed, takes the batch through approval and produces a payment list. You pay from M-Pesa and record each transaction code against the line.

Who can see ID numbers?

Nobody sees a whole number by default. It is shown with all but the last three characters hidden. A person with the right permission can reveal it, and each reveal is recorded.

Can someone approve their own payout?

No. Whoever prepared or put a payout forward does not decide it, and each approver has a limit. The one exception is an organisation that allows a sole approver, when nobody else could approve. The record then says it was self-approved.

Know who is on your shifts.

Create a workspace and set up your crew pool and your team's roles straight away. We review new workspaces before they can publish or take payments, usually within one working day.