EVENTRA
EVENTRA is a German SaaS platform for event workforce management, built for organizers, staffing agencies and volunteer-driven organizations: AI-assisted recruiting and shift planning, ZVÜ accreditation, mobile time tracking and payroll export. Workers and volunteers stay unlimited and free.
What is EVENTRA?
EVENTRA is a workforce management platform for events and large-scale gatherings, published by EVENTRA GmbH in Pullach, near München. Its stated positioning is AI-powered workforce management for large-scale events, rendered in German as KI-gestütztes Workforce Management für Großveranstaltungen. The product is split into seven modules: recruiting, employment contracts, shift scheduling, accreditation, time tracking, a live event-day view and payroll exports.
One commercial idea shapes the whole thing: workers and volunteers are unlimited and free, and billing attaches to HR seats and to shifts rather than to head count. Recruiting covers event job postings, a full application process with document upload, and AI screening of applications. Scheduling is drag-and-drop, weighs staff preferences through AI analysis, and exports to PDF or Excel. Accreditation issues digital site-access credentials, supports ZVÜ compliance (Zuverlässigkeitsüberprüfung), vets the staff of subcontractors and offers optional background checks. Time tracking is multi-channel, with five capture channels announced, from QR codes to Apple Wallet and Google Wallet passes, plus automatic adjustment rules and an offline mode for managers on site. On event day, a live view surfaces missing check-ins in real time and the capture rate per zone. Payroll produces statements with premiums and pushes them through DATEV and Stotax interfaces.
Around these modules sit a digital personnel file, a staff-to-HR chat channel, a Smart Wallet badge, and SSO or social login through Google, Apple or a company account. An employee mobile app for iOS and Android is documented, covering shifts, applications, the personal QR code, clock-ins, manager tools and offline use. Content entered by the customer, such as event names, descriptions and tasks, can be machine-translated by AI into the active languages, within a quota per billing period. Each customer runs on its own tenant subdomain.
Documentation is public and unusually complete for a product of this size, with a full docs tree covering onboarding, the employee guide, HR and admin, settings and help, alongside an editorial handbook of 33 practitioner articles. The publisher advertises Trusted by 30+ Events & 10,000+ Users, and the site itself is published in German, English, Spanish and Dutch.
What it does
- Publish an event job posting and collect applications
- Screen applications with AI and select the staff you need
- Build the shift plan by drag and drop, with AI optimization of worker preferences
- Accredit staff and vet subcontractors for ZVÜ compliance
- Clock staff in and out by QR code or an Apple Wallet / Google Wallet pass
- Follow the event live: missing check-ins and capture rate per zone
- Export hours and premiums to DATEV or Stotax
When to use EVENTRA / When not to
A quick filter to help you decide if EVENTRA is the right fit.
When to use EVENTRA
- Organizers of festivals, concerts, sporting events, trade fairs and congresses who staff large-scale events, including their catering and security crews
- Event staffing agencies and event service providers (Personalagenturen) that assign pooled crews across several clients
- Volunteer-driven organizations, which pay a reduced 2 EUR per volunteer shift and can claim the 20% non-profit discount
- Employers working under German labour law, who need ZVÜ reliability checks, minijobs, short-term employment and working-time documentation
- HR and payroll teams that export hours and premiums into DATEV or Stotax rather than rekeying them
When not to use EVENTRA
- Consumers and private individuals: EVENTRA GmbH states it sells its services exclusively to entrepreneurs within the meaning of § 14 BGB
- Teams looking for a permanently free tool: there is no free plan, and use becomes chargeable once the 30-day trial ends
- Developers who need to build on a documented API: the API is only a bullet point of the Enterprise plan and no public documentation exists
- Organizations outside Germany with no need for German-specific compliance, since ZVÜ, minijobs, DATEV and Stotax carry much of the product value
- Buyers whose procurement requires published terms of service and audited security certifications before signing, as neither is available on the site
How to use EVENTRA
A typical end-to-end flow, from setup to results.
- Fill in the get-started form on the website to request access
- Provide first and last name, company name, the subdomain you want, phone, business email, country and company size
- Get immediate access to your own test environment for 30 days, with no credit card required
- Take the call-back from a product expert, who gives an individual introduction to the platform
- Set your base configuration: employee master data, time rules, active languages and the payroll interface
- Sign in by password, one-time code (OTP), Google or Apple, and invite your HR users
- Work the HR back office: dashboard, event management, scheduling, employees, payroll and settings
- Let staff use the browser employee portal or the iOS and Android app with the same credentials
- Point staff to the app tabs they need: Home, Events, My QR Code and Activity for applications, shifts and hours
- Fall back on the support chat, the troubleshooting page and the glossary in the public documentation
Pros & Cons
Pros
- Unlimited workers and volunteers at no per-head cost, which is the publisher's central pricing argument
- Pricing is published and readable: 99 EUR per license per month, 5 EUR per shift, 1 EUR per accreditation, with a reduced 2 EUR rate for volunteer shifts
- German employment specifics that generalist tools rarely cover: ZVÜ, minijobs, short-term employment, DATEV and Stotax
- Data hosted in Germany with Hetzner Online GmbH, named in the privacy policy
- A 30-day trial with full access and no credit card, no minimum term on monthly plans, and a 14-day money-back guarantee on annual subscriptions
- A 20% discount on subscriptions for non-profit organizations, through the partnership with the Haus des Stiftens
- Detailed public documentation plus a 33-article professional handbook, and a documented iOS and Android employee app with offline scanning
Cons
- No terms and conditions are published anywhere on the site, even though the sign-up form asks you to consent to them
- No API documentation exists, although an API is sold as part of the Enterprise plan
- The publisher holds no security certification: no ISO 27001, SOC 2, TISAX or BSI C5 appears on the site
- The privacy policy covers the website only and is undated, so nothing is published on the ownership, retention or use of the customer data held in the platform
- No position is published on whether AI models are trained on customer data, and no opt-out is documented
- The real entry cost exceeds 99 EUR, since shifts are billed on top from the first one, while Enterprise pricing, background checks and payroll integration are all quote-only
- A young and small publisher with a heavily German-law focus, a press page still marked Coming Soon and a VAT number announced as not yet assigned
Pricing & Plans
EVENTRA does not offer a permanently free plan. A free trial of 30 days gives full access without a credit card, after which use is chargeable. Three offers are published. The Accreditation offer is billed purely on usage at 1 EUR per accreditation and is aimed at event organizers; staffing agencies and volunteer organizations are told they do not need it. The Core offer, which the publisher highlights, costs 99 EUR per license per month, or 999 EUR per license per year, plus 5 EUR per shift on usage, with volunteer shifts billed at 2 EUR per shift. The advertised 99 EUR entry point is therefore not the real minimum cost: shift charges apply from the very first shift, so any live event adds to the seat fee. The Enterprise offer is priced on quote, sized on volume, with a degressive per-shift rate. Background checks and payroll integration are paid options quoted on request. The monthly / annual toggle is advertised as two months free. Monthly subscriptions carry no minimum term and can be cancelled at any time, while annual subscriptions carry a discount and a 14-day money-back guarantee. Invoices are issued monthly and can be settled by bank transfer, credit card or SEPA direct debit. Non-profit organizations are offered 20% off all subscriptions through the partnership with the Haus des Stiftens. All amounts are stated in euro.
- 1 EUR per accreditation
- billed on usage. Digital site-access accreditation and vetting of subcontractors' staff
- aimed at event organizers.
- 99 EUR per license per month or 999 EUR per license per year
- plus 5 EUR per shift (2 EUR for a volunteer shift). Unlimited workers and volunteers
- scheduling
- time tracking
- live view
- applications
- digital personnel file
- employee chat
- pricing on quote. All modules
- a negotiated per-worker cap
- the full AI suite
- API and custom integrations
- SLA and a dedicated account manager.
Data, GDPR & hosting
A consolidated view of how EVENTRA handles your data.
GDPR overview
Every page carries a GDPR-compliant / Hosted in Europe claim in the footer, and part of the substance is documented. Hosting is external, with Hetzner Online GmbH in Gunzenhausen, Germany, and the publisher states it has concluded a data processing agreement with that host, which is a commitment towards its own provider rather than an offer of a DPA to customers. SSL/TLS encryption is claimed. The privacy policy sets out GDPR rights and legal bases, but covers the website only and carries no effective or last-updated date. No data protection officer is named and no dedicated privacy address is published. No article 27 representative is designated, and none is required, the publisher being established in the EU. EVENTRA holds no security certification of its own: no ISO 27001, SOC 2, TISAX or BSI C5. The one certification quoted on the site, the EU-US Data Privacy Framework, belongs to Google.
Who owns the data?
No document on the site settles ownership of customer data. EVENTRA publishes no terms and conditions, and its privacy policy covers the marketing website rather than the SaaS platform, so there is no clause on the ownership, licensing or reuse of the records a customer loads into the tool. The policy names the controller only as the website operator and points to the imprint for its details, that is EVENTRA GmbH in Pullach. It lists the usual GDPR rights: information, rectification, erasure, restriction, portability, objection under article 21, withdrawal of consent and complaint to a supervisory authority. The trial FAQ adds only that data imported into a test environment is handled to German data protection standards.
Reuse rights
The site describes the legal bases it relies on rather than what a customer may do with its data. Processing is grounded on article 6(1)(a) consent, (b) contract, (c) legal obligation and (f) legitimate interest, with § 25(1) TDDDG for cookies. What is actually described as collected is website data: the contact form, and server log files recording browser, operating system, referrer, host, time and IP address, which the publisher states are not merged with other sources. Google Maps is embedded through Google Ireland Limited in Dublin, with transfers to the United States based on standard contractual clauses. Inside the product, AI is applied to application screening, shift scheduling, matching, workflow automation, a chatbot and automatic translation of content entered by the customer. Across the eighteen pages collected, the site never states whether customer data is used to train models, and no opt-out is documented. Nothing published grants or restricts a customer's right to reuse or export its own records beyond the PDF, Excel and payroll exports the product itself offers.
Data retention & training
Hosting summary
EVENTRA hosts externally with Hetzner Online GmbH in Gunzenhausen, Germany, named directly in the privacy policy, and states that a data processing agreement is in place with that host. Every page of the site repeats a GDPR-compliant and hosted-in-Europe claim in the footer. An independent network check supports it: the domain resolves to a single German address, 188.245.155.22, attributed to AS24940 Hetzner Online GmbH in Nuremberg, with no anycast, so the site is served from German infrastructure rather than a global edge network. The jurisdiction is therefore Germany and, more broadly, the EU. One transfer outside the EU is documented: the embedded Google Maps component runs through Google Ireland Limited, with transfers to the United States based on standard contractual clauses; this concerns the public website, not the data held inside the platform. Beyond Hetzner and Google Ireland, no sub-processor list is published, and the privacy policy says nothing about where tenant data itself is stored, since it addresses the website only.
Things to keep in mind
Risks and trade-offs to weigh before adopting EVENTRA.
- No terms and conditions are published, yet the sign-up form asks you to consent to them: you would be contracting on terms you cannot read beforehand.
- The privacy policy covers the marketing website only and carries no date, so nothing is published about who owns, how long EVENTRA keeps, or what it does with the applicant, shift and time records you load into the platform.
- The site takes no published position on whether customer data is used to train AI models, and documents no opt-out, while AI screens applications and builds shift plans that decide who works and who does not.
- The advertised 99 EUR is not the floor of your bill: 5 EUR is charged per shift from the first one, and Enterprise pricing, background checks and payroll integration are quote-only, which makes budgets hard to model in advance.
- The dashboard figures shown in the homepage hero are mock-up values, not statistics about the publisher; the only editorial traction claim made on the site is 30+ events and 10,000+ users.
- The EU-US Data Privacy Framework certification quoted in the privacy policy belongs to Google, not to EVENTRA, and the publisher itself holds no published security certification.
- Small inconsistencies remain in the publisher's own identity data: the footer announces a base in München while the imprint gives Charlottenweg 2a in Pullach, and the VAT number is announced as not yet assigned.
Setup & Integrations
Technical difficulty
Setup is light. EVENTRA is multi-tenant SaaS with nothing to install: you pick your subdomain at sign-up and get immediate access to a 30-day test environment, without a credit card. The publisher announces an individual introduction by a product expert and premium support during the trial. Sign-in works by password, one-time code, Google or Apple. The real effort is configuration rather than technology: employee master data, time rules, active languages and the payroll interface all have to be set up. Payroll integration with DATEV or Stotax is a paid option, priced on request.
Deployment
Integrations
Supported languages
Behind EVENTRA
Social
Resources
All the official URLs gathered for verification and reference.
Frequently asked questions
Is there a free trial, and does it require a credit card?
Does EVENTRA charge per worker or per volunteer?
Which payment methods are accepted?
Are there discounts for non-profit organizations?
Is there a minimum contract term, and can I change license model?
Which payroll systems does EVENTRA export to?
Is there a mobile app for staff?
Where is the data hosted?
Does EVENTRA offer an API?
Should you pick EVENTRA?
EVENTRA is a deliberately vertical product: it manages event staff, not HR in general, and that focus is its main strength. The pricing model removes per-head cost, since workers and volunteers are unlimited and free while billing attaches to HR licenses and to shifts. That suits organizers whose crews swell for a weekend and disappear afterwards, and volunteer-driven organizations, which also get a reduced 2 EUR shift rate and a 20% non-profit discount. The second strength is coverage of German employment practice that generalist tools rarely touch: ZVÜ accreditation checks, minijobs, short-term employment, working-time documentation, and payroll exports to DATEV and Stotax. Hosting sits in Germany with Hetzner Online GmbH, named in the privacy policy.
The reservations are documentary rather than functional. No terms and conditions are published, even though the sign-up form asks you to accept them. No API documentation exists, even though an API is sold with the Enterprise plan. The privacy policy covers the marketing website only and carries no date, so nothing is published about who owns the data you load into the platform, how long EVENTRA keeps it, or whether it feeds AI model training. The publisher holds no security certification of its own, and the single certification quoted on the site belongs to Google.
Read the headline price correctly, too: 99 EUR per license per month is a floor for seats, not for the invoice, because 5 EUR is added per shift from the first one, and Enterprise, background checks and payroll integration are all quote-only. EVENTRA is a young company with a small team and a press page still marked Coming Soon; the platform went live in April 2024. For a German event operation, the 30-day trial costs nothing and answers the fit question quickly.
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