For customers of the software "Eventworx" (https://www.eventworx.biz), CrewBrain offers an automated interface through which order data can be automatically transferred to CrewBrain.
To activate the synchronization, an API token is first required. This can be generated in Eventworx under Program settings > API and then stored in CrewBrain under Administration > Interfaces > Eventworx. It is also necessary to specify the subdomain under which the Eventworx instance is accessible. Once both fields are filled, the retrieval can be tested via "Test API connection".
The synchronization offers various options for how offers and orders from Eventworx can be synchronized to CrewBrain. These can be created either as jobs or as projects in CrewBrain.
Both offers and orders can be transferred; additionally, it is possible to transfer only those offers and orders for which disposition is activated in Eventworx. This allows precise definition in Eventworx of which offers and orders should be transferred.
Regarding subjobs, it can be selected whether the Eventworx timetable should be created as subjobs. If this option is chosen, subjobs will be created even if no service positions are planned for these time periods. If the standard appointments (setup, dismantling, delivery, etc.) are used in Eventworx, it can also be defined here whether these should be synchronized even without service positions.
Regardless of these settings, subjobs are automatically created during synchronization based on the deployment times stored in the service positions of the order, and the service requirements are distributed accordingly. It is important that the mapping of services to the CrewBrain categories is complete (see section Mapping).
Check this box if you also want to transfer tasks. These will then be created in CrewBrain; however, feedback to Eventworx (e.g., for completed tasks) is not possible.
Personnel data (employees, freelancers & subcontractors) can also be directly transferred from Eventworx. Here, you can choose between "Only new personnel" or "Update values regularly". If the second option is selected, changes in CrewBrain will always be overwritten with the next synchronization run. In this case, Eventworx is the leading system for the personnel (base) data.
Eventworx has a status field for each offer and order. For each of these statuses, it can be defined in the settings whether offers or orders with this status should be synchronized. Additionally, in the back section of the table, it can be selected which status the resulting jobs or projects in CrewBrain should be assigned.
By clicking the button "Retrieve Eventworx categories", all categories stored in Eventworx can be retrieved. As with statuses, it can be defined for each category whether an offer or order with a specific category should be synchronized or not. It can also be specified which event type should be used in CrewBrain.
Note: CrewBrain can assign only one type per job or project, but multiple categories can be assigned in Eventworx. In this case, the sync process only considers the first category. Therefore, it makes sense to always use a maximum of one category in Eventworx.
Under "Categories", the mapping of Eventworx services to CrewBrain categories (e.g., sound technician, lighting technician, etc.) is performed. First, the services can be retrieved via the button "Retrieve Eventworx services". Then, for each service, it can be defined whether it should be synchronized and, if so, which CrewBrain category should be used.
The synchronization process runs automatically every 2-3 hours, keeping the data always up to date. Additionally, there is a synchronization icon at the top of the calendar views in CrewBrain, which can be used to start the process manually (for the entire data set). This is useful, for example, when a new order has just been created in the source system.
In addition to this option to start the sync process, the same icon is also available in all synchronized jobs. There, via a menu, the synchronization for this single job can be triggered, the offer or order can be opened directly in Eventworx, or the synchronization for this job or project can be paused.
If the synchronization is paused in a job or project via the context menu, no further changes from Eventworx will be imported. This is especially helpful if manual changes are made in CrewBrain that no longer match the originally transferred data from Eventworx.