Frequently Asked Questions
Answers to common questions from promoters, vendors, staff and gate staff.
Understanding Crewbase
What is Crewbase?
Crewbase connects event organisers, food-truck vendors, vendor staff and selected gate staff to manage events, rosters, staff access, attendance and related operations.
Who is a promoter?
The promoter is the event organiser. They create the event, approve vendors, manage event runners and assign gate-scanning access.
Who is a vendor?
A vendor is a food-truck business owner attending the event to trade and managing its own staff.
Who is staff?
Staff are people rostered to work for a vendor, normally at that vendor's food truck.
Who are gate staff?
Selected promoter team members authorised to scan staff QR work passes at the event entrance.
Does every attendee get a Crewbase pass?
No. The pass is a staff work pass, not a public attendee ticket.
Accounts, Access and Verification
Can I share my Crewbase account?
No. Accounts, identity verification, work passes and attendance records are personal.
Why is identity verification required?
It helps vendors and promoters know that the staff profile belongs to the person presenting it.
Can vendors and promoters use the web portal?
Yes. Account creation and web access are available at app.trycrewbase.com.
What if I forget my password?
Use the password-reset function on the sign-in screen. Contact support if it remains unresolved.
Events and Vendors
Who decides how many food trucks attend?
The promoter decides based on event size, site capacity, expected demand and vendor mix.
Can a promoter invite a vendor directly?
Yes. The vendor must still review and accept the event.
Does applying guarantee vendor acceptance?
No. The promoter reviews and confirms participation.
What payment modes can a promoter choose?
Square Terminal supports automated splits at payment time. Square Register reads vendors' existing Square transactions and uses manual settlement.
Rosters and Shifts
Who creates the food-truck staff roster?
The vendor manages the workers assigned to its food truck.
Does applying for a shift mean I am hired?
No. The vendor must confirm or accept you for the shift.
What is Exclusivity Lock?
When a promoter invites a team member with this enabled, the worker sees jobs only from that promoter team during the lock period.
QR Work Passes and Entry
What does the QR pass do?
It lets authorised gate staff verify that a staff member has a valid work pass for the event.
Does a QR scan clock staff in?
No. Entry verification and working-time recording are separate actions.
What if my QR code will not scan?
Reopen/refresh the current pass, increase screen brightness and let gate staff escalate to the promoter contact.
NFC Clock-In and Timesheets
Where is the NFC tag?
It is fixed to the vendor's food truck at the designated clocking location.
When should staff tap it?
Tap when starting work and again when finishing.
What if the NFC tap fails?
Check NFC is enabled, use the correct tag, hold the phone close to the tag, then notify the vendor immediately.
What if I forget to clock out?
Tell the vendor immediately so the authorised correction process can be followed.
Payments and Square
Who pays vendor staff?
The vendor/employer is responsible unless the worker is explicitly engaged by the promoter for the promoter team.
What does Square integration do?
It supports configured sales, transaction history and promoter/vendor revenue splits.
What can vendors export for payroll?
The vendor Payroll area supports period filters and CSV download. The promoter Payroll Export supports CSV and PDF for approved shifts.
Documents, Jobs and Communications
Who can broadcast event updates?
The promoter can send event broadcasts to Everyone, Staff Only or All Vendors.
What are event documents for?
Promoters can add documents that staff must read and acknowledge. Vendors can manage My Forms, Business Docs and Event Requests.
Can a vendor post jobs only to its own team?
Yes. The verified vendor job form offers My Team Only or Public – All Staff audiences.
Support and Problems
Who should staff contact first?
For roster, shift, pass or clock issues, contact the vendor supervisor first.
What information helps support?
Role, event, vendor/shift, time, expected result, actual result and a safe screenshot.
Where can I get help?
Visit trycrewbase.com or email hello@trycrewbase.com.
Support
Still need help?
Our team usually replies within one business day.
hello@trycrewbase.com