Questions and answers

The price depends on the number of crew members and guests, which parts of the system you use (for example guest lists and products), and how much help you want with the setup. SMS is billed per message sent. You get a concrete quote after a demo, once we have seen your structure.

We do not publish list prices, because two events with the same number of crew members rarely have the same needs. What does the price up or down is simple enough to explain:

Number of crew members and guests. The more people in the system, the higher the licence. Team leads and administrators cost nothing extra.

Optional parts. Guest lists, products with scanner and hand-out, and the integration to RFID wristbands are optional. If you only use crew registration, teams and schedules, that is all you pay for.

Setup and support. Basic setup is included. If you want us to build the whole structure together with you, or a named contact during the event, that is agreed as part of the quote.

SMS. Billed per message sent, so you only pay for what you use.

A quote covers one season at a time, and we hold an evaluation meeting after the event before the next season is agreed.

If you need one registration form, a handful of teams and a schedule, a simpler solution can be sufficient. Crewstack makes sense when the teams are many, the team leads need to be able to work independently, accreditation and catering follow the shifts, and guest lists have to be handled in the same system as the crew.

A shift system solves the shifts. Crewstack solves the connection between them: the registration decides the user type, the user type decides form, teams and rules, the team decides schedule and products, and the shifts decide accreditation, catering and reminders. That connection is what otherwise ends up as manual work between several tools.

It can, but that is not where it makes the biggest difference. If you have few teams and no special arrangements for accreditation and catering, a simpler tool will probably cover the need at a lower price. We say so honestly on a demo.

We go through your current setup together with you: teams, user types, registration fields and rules for shifts and access. Then we build the event in Crewstack together with you, before you invite the crew. If you have email addresses for last year's crew, the teams can send invitations straight to them.

It depends on how complex your structure is. An event with a few teams and a standard form can be ready in a few days. A large event with many team groups, its own rules for accreditation and catering and several user types takes longer, because the setup has to fit your reality.

Guides and video walkthroughs for teams, schedules, accreditation, guest lists, products and the portal are on support.crewstack.io. Email support is answered within one working day as a rule. By agreement you get a named contact who follows your event from planning to execution. Read more about support.

Yes. Schedules can be copied from earlier events, teams can invite last year's crew again, and registration can be opened for them before everyone else. Forms, email templates and ticket templates carry over into next year's event.

Yes. A team lead sees only their own team and their own team group. You decide in the settings whether team leads may remove members, export data, send SMS and see internal notes. Roles can only be changed by your administrators.

Yes, if you turn it on. Per schedule you choose between crew members picking shifts directly, only being able to request shifts, or the team lead assigning them. Rules for the number of shifts, hours, requirements and breaks between shifts apply automatically, and crew members can swap shifts between them if you allow it.

When the waiting list is turned on, people can register even when no teams have room. They stay on the waiting list until an administrator or team lead adds them to a team, and they are notified automatically when that happens.

Yes. The registration form can contain a field where the crew member uploads a document, which is then approved by an administrator or team lead. The document is deleted automatically after approval or after a date you choose.

No. The crew portal is built for the phone and opens in the browser. There the crew members see their shifts, their pass with a QR code, their team, news and messages, and they can subscribe to their shifts in their own calendar.

Yes. Accreditation and guest lists can be used without schedules, and a guest list manager can get access to exactly that part without seeing the rest of the event. Read more about accreditation and guest lists.

Yes, through an integration. Products such as access and meal tickets can be synced to the wristband, which is updated when the schedule or the assignment changes. EventPos and Corego are integrated today, and if you have another supplier we connect it by agreement.

Data is stored with Amazon in Frankfurt and never leaves the EU. Crewstack is developed in Denmark, and we sign a data processing agreement with you as the data controller. Access to personal data is controlled per role, fields can be hidden from team leads, export can be limited to administrators, and uploaded documents are deleted automatically after approval. Read more under data security and in our privacy policy.

The crew portal comes in Danish, English, German and Faroese. Teams, shifts, forms and email templates can be translated, so an international crew member sees their own language.

Yes. Crewstack was previously called Heap360 and changed its name in 2025. The system, the team and the customers are the same. Read about the road from Heap360 to Crewstack.