Staff every event. Track every detail.
One place to run event medical coverage: requests, staffing, dispatch, time tracking, and billing. A calm dashboard shows exactly what needs attention next.
Works on desktop, tablet, phone, and the comm center TV.
From the first request to the final invoice
EventTrack follows an event through every stage, so nothing falls between spreadsheets, texts, and email.
Plan
Hosts request coverage or you create the event. Set units, times, venue, and on-scene contact, then approve.
Staff
Shifts build themselves from the requirements. Assign qualified crew, blast open shifts, and watch the gaps close.
Run
Dispatch sees every staffed unit on the board. Crews clock in with GPS, and the roster tracks positions and breaks.
Bill
Invoices generate from your contract rates. Email them, take card or ACH, and track every payment.
Designed for how your team actually works
A fresh, easy-to-read look across the whole platform, with the urgent things surfaced first.
See what needs staff, in order, at a glance
Short-staffed events line up by date with a days-away badge and a fill bar, so your coordinator always knows where to start.
- Critical and Soon tabs with a running total of open seats
- Pending host requests glow until someone reviews them
- "All caught up" when every event is covered
A Dispatch Board made for the wall
Put today's staffed events on the comm center TV: big on-scene and end times, every unit, vehicle, station, crew time, and crew name.
- Only fully staffed events appear, so dispatch never sees open shifts
- TV Grid view, a list view, and a phone layout
- Internal Notes for Dispatch that hosts never see
- A view-only dispatch login that stays up all shift
Every event, every unit, every open seat
Event cards show status, billing, and exactly which seats each unit still needs. Change a unit's type on the fly and billing follows.
- Billed and Not Billed at a glance
- Search by event, venue, city, host, or date
- Qualification-matched assignments and self pickup
Easy on the eyes, day or night
Switch between light and dark mode with one click, or follow your computer. Colors keep the same meaning either way.
- Your company time zone on every screen, bill, and invoice
- A simple sidebar grouped into Operations, Finance, and Partners
- Automatic sign-out after an hour of inactivity
Know who has been out of the rotation
Last Worked by Employee shows when each person last worked, their recent shifts, and their next one, so you can re-engage staff before you lose them.
- 13 built-in reports with sortable columns
- Excel exports with real, sortable dates
- Revenue projection, invoice aging, and staffing coverage
Know what's paid and what's still out
Every invoice in one place with revenue, outstanding balance, and overdue counts at the top. Search by invoice, organization, or PO number.
- Card payments through Stripe, plus ACH and check tracking
- Batch several invoices into one ACH payment group
- Returned checks reverse cleanly and trigger a card payment link
Answers built right in
Step-by-step guides for every role, full-text search, and a What's New list, so new team members get up to speed on their own.
From event to invoice in three steps
EventTrack turns on-scene times and contract rates into a professional invoice.
Confirm billing times
Actual on-scene times and contract rates for every unit, locked once they are right.
Send the invoice
PO number, totals, and a secure Pay Now link, with any card surcharge shown up front.
A clean PDF invoice
Emailed to the host's billing contacts, with every unit, time, and rate itemized.
Everything you need to run event medical coverage
Every plan includes every core feature.
Calm, prioritized dashboardNew
Needs Staff by days away, pending approvals front and center, and cards that only turn red when it matters.
Dispatch BoardNew
A read-only board of fully staffed events with big times, units, stations, and crew. TV Grid and phone views.
Event management
Resource requirements, venues, on-scene contacts, overnight and multi-day events, and host approval workflows.
Smart staffing
Shifts built from requirements, qualification-matched assignments, crew times vs. on-scene times, and change a unit on the fly.
Host portal
Hosts request events, track approvals, view crew schedules, download invoices, and pay online.
Invoicing and payments
Invoices from contract rates, Stripe card payments, ACH batches, check tracking, and returned-check handling.
TimeClock and payroll
GPS-verified clock in and out, manager overrides with an audit trail, time review, and payroll export.
ReportsNew
13 built-in reports, including revenue projection, invoice aging, staffing coverage, and Last Worked by Employee.
IDPH and Incident Action Plans
Illinois special event applications split by EMS system, plus IAPs that fill from the event.
Day-of Roster Board
Drag-and-drop crew positioning with live break tracking for field operations.
Notifications
Email and SMS with templates, open shift blasts, and automatic alerts for dispatch and cancellations.
Light and dark modeNew
Easy on the eyes at the desk or in a dim comm center, with your company time zone everywhere.
Secure by defaultNew
Role-based access for every team member and automatic sign-out after an hour of inactivity.
Company groups
Combined dashboards, finance, and reports across sister companies.
Provider Network
Connect with other EMS providers, send referrals, and send branded service orders.
Simple, transparent pricing
Choose the plan that fits your operation. All plans include every core feature.
Starter
- Event scheduling and management
- Employee management and assignments
- Host portal with event requests
- Invoicing and PDF generation
- Stripe payment collection
- 13 built-in reports
- Email notifications
- Dispatch Board, roster board, and documents
Professional
- Everything in Starter
- Expanded event capacity
- Ideal for 3 to 4 events per week
- Priority support
Enterprise
- Everything in Professional
- Unlimited event capacity
- For high-volume operations
- Dedicated support
Optional add-ons
Text alerts to staff for shift assignments, schedule changes, and open shift blasts.
Illinois special event applications for each event, split by EMS system and ready for signatures.
GPS-verified punch in and out, live clock board, overtime tracking, and payroll-ready exports.
Connect with other EMS providers to send and receive event coverage referrals.
Send branded PDF service orders to providers outside of EventTrack.
Ready to take the stress out of event staffing?
Join EMS companies that run their event medical coverage on EventTrack, from the first request to the final invoice.