Koukki
The platform for planning temporary staff at events: as a full service by Koukki, or as a do-it-yourself subscription that lets you plan, budget and communicate with external suppliers yourself.
Impact
One platform for zones, positions, shifts, budget and materials per event
A do-it-yourself subscription that organisations buy directly in the platform
Invite external suppliers, send requests and export everything from within the platform
Koukki's founders have been planning the temporary staff of major Belgian festivals, concerts, parades and corporate events for years. That work was full of phone calls, e-mails, spreadsheets and last-minute changes. Together with them we built a platform that centralises the whole planning: from the first zone on the map to the budget per supplier and the export lists for on site. What started as an internal planning platform has since grown into a product with two formulas.
Koukki or do it yourself
Koukki: planning and staffing
Koukki takes on the full planning and supplies the event stewards. The client follows everything in the platform: positions, shifts, budget and documents.
The do-it-yourself subscription
Organisations buy the subscription directly in the platform: a licence per planner and "koukkis" as credit per position to plan. With it they plan their own people and communicate with external suppliers.
From map to export
Plan on the map, in a list or in the calendar
Draw zones on the map and place numbered positions in them. View the same planning as a list or in the calendar, and share it with one click.
Shifts per position
For each position you set the role type, orientation and task, and plan shifts with date, hours, number of people and the supplier who fills them.
Budget per supplier
The budget is calculated and tracked automatically per client, per external supplier and per position, with one-off costs, number of shifts and number of people.
Materials per post and zone
See in one table which materials you need at which post and in which zone: from hi-vis vests to megaphones.
Invite external parties and send requests
Invite external suppliers to an event and send your request from the platform. Share documents and instructions per target group.
Exports in your own branding
Export positions, shifts, budget and materials as PDF or Excel, with the organisation's logo, for on site or for accounting.
Challenges
- A planning that is spatial (zones and positions on the map), time-based (shifts and calendar) and financial (budget per supplier) at the same time, in one coherent model.
- Several parties on one event: the organiser, Koukki and external suppliers, each with their own rights and their own view of the planning.
- From internal planning platform to product: subscriptions, credits and purchases had to be possible in the platform itself, without manual follow-up.
Solutions
- A Flutter web platform on a Java backend in AWS, with the same backend serving the mobile app on site.
- One data model in which zones, positions, shifts, suppliers, budget and materials are linked, so every view (map, list, calendar, budget, materials) uses the same source.
- Roles for organisers, planners and external suppliers, with invitations and requests sent from the platform.
- A subscription module with licences per planner and koukkis as credit, bought and renewed in the platform.
- Exports to PDF and Excel in the organisation's branding.
Results
- A reliable planning tool that Koukki uses daily for its own events and that organisations now also subscribe to themselves.
- Less manual work, fewer misunderstandings with suppliers and a budget that always matches the planning.
- A platform that keeps growing: it has since been joined by <a href="/en/koukki-field-app/">a mobile app for planners and festival leaders on site</a>.
What this means for your project
- From internal tool to product: we build so that a platform can grow from a solution for one organisation into a subscription that other organisations take out.
- Subscriptions and purchases in the platform: your users handle licences, credits and renewals themselves, without manual invoicing.
- A long-term partnership: we have worked with Koukki for years and extend the platform step by step, with web and mobile on one backend.
About Koukki
The founders of Koukki have worked in the events sector for years, planning temporary staff for major Belgian festivals and concerts. That involves a lot of communication with suppliers and clients, many last-minute changes and a lot of manual work. To streamline the process and avoid mistakes and misunderstandings, they asked us to develop an easy-to-use platform that simplifies every aspect of the planning.
More about the formulas and a demo at koukki.com.
The platform has since had a follow-up: the Koukki app brings the planning out on site, for planners and festival leaders.
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