Promoter Guide

The promoter is the event organiser. You create and run the event, decide which food-truck vendors may attend, manage your own event team and control staff entry through selected gate scanners.

Vendor staff work for their food-truck vendor. Promoter event runners work for the event organiser. Keep these workforces separate.

Main areas:

• Dashboard — Create events and view total, active, upcoming and past events.
• Team — Manage staff, schedules, timesheets, applications, jobs, analytics and payroll exports.
• Leaderboard — Compare Staff or Employers for All-Time or This Month.
• Profile — Maintain account details, ABN verification and promoter pay rates.

1. 1

   Select New Event from Dashboard.

2. 2

   Enter Event Name, Location, optional Description, Timezone, Start Date and End Date.

3. 3

   Choose the payment mode

   Square Terminal for automated splits or Square Register for manual settlement.

4. 4

   Review the details, then select Create Event.

5. 5

   Open the event workspace: Vendors, Staff, Check-ins, Gate Staff, Docs, Broadcast, Revenue and Splits.

• Vendors — Invite vendors, request documents, assign categories/staff limits and view confirmation, trucks and verification.
• Staff — View staff brought to the event by vendors.
• Check-ins — View staff entries recorded through QR scanning.
• Gate Staff — Add promoter team members authorised to scan staff passes.
• Docs — Add documents staff must read and acknowledge before the event.
• Broadcast — Message Everyone, Staff Only or All Vendors.
• Revenue — Review the event total, vendor totals and Square connection status.
• Splits — Connect Square, pair a terminal, review transactions/cash settlement and download revenue reports.

From Vendors, select Site Map. Search the location, draw the site boundary, then add zones such as Vendor Zone, Stage, Dining Areas and Parking. Add markers such as First Aid, Toilets, Entry/Exit, Bins and Emergency Access. Use Generate Site Plan when ready.

• My Staff — Invite Staff Member by username/email. Exclusivity Lock limits the worker to jobs from your team during the lock period.
• Schedule — Week or Month view; Add Shift with staff, date, start/end, role, optional truck/location/pay rate/notes.
• Timesheets — Review Pending, Approved, Paid and No Shows.
• Applications / Post Job — Review applicant and filled counts.
• Analytics — Filter by event and period; review total spent, hours, shifts and average staff rating.
• Payroll Export — Choose This Week, This Month or Custom; export approved shift data as CSV or PDF.

Gate staff are selected members of the promoter team who scan Crewbase staff work passes at the event entrance.

1. 1

   Sign in with the account and role authorised by the promoter.

2. 2

   Select the correct event.

3. 3

   Ask staff to open their current QR work pass.

4. 4

   Scan and read the result.

5. 5

   Allow entry only when the pass is accepted and event requirements are met.