Event Staff
Organizer Guide
3 min read
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On this page
Event Staff is where you build the day-of team for a single event — invite people, review applications, schedule shifts, and check people in when they arrive. It is separate from Team Management, which controls organizer-wide roles and permissions; this screen only affects staffing for the event you have open.
What you can do here
- Invite staff by email — send a named invitation with an optional role label and notes; the invite link expires after 7 days.
- Review applications — approve or reject people who applied to work this event, optionally setting an hourly rate on approval.
- Suspend or remove — take someone off this event's roster.
- Create and edit shifts — title, date, start/end time, capacity, and location.
- Assign staff to shifts — pick an approved staff member from the dropdown on each shift.
- Check staff in — mark someone as arrived once their shift starts.
- Message staff — send a subject and body message to one staff member, with a threaded reply inbox.
How to schedule a shift and staff it
- Under Manage Shifts, fill in a title, date, start/end time, capacity, and optional location, then create the shift.
- Under Pending Applications, approve the people you want on the team — add an hourly rate here if you plan to pay them (leave it blank for volunteers).
- On the shift card, pick an approved staff member from the staff dropdown and assign them — repeat until the shift is full.
- On the event day, use Check In next to each person as they arrive.
Settings explained
- Capacity — the number of staff the shift can hold; assigning stops once it is full.
- Hourly rate (on approval) — leave blank to mark the person a volunteer. Volunteers are skipped entirely when payroll is generated unless you later give them a rate.
- Role (on invite) — a free-text label such as "Box office", not a permission — it does not grant any access by itself.
- Location — free text shown on the shift card, useful when one event has multiple check-in points.
Good to know
- Suspending a staff member here also marks their platform staff profile as suspended — this follows them to every other event they work, not just this one.
- Check-in is done here by you; check-out is done by the staff member themselves from their own Staff dashboard. Payroll can only pay for a shift once both timestamps exist and hours are recorded.
- A staff invite that goes unaccepted for 7 days simply expires — cancel it and send a new one rather than waiting.
- Once a task is marked Completed it cannot be moved back to Pending or In Progress.
Troubleshooting
- A staff member isn't in the assignment dropdown — only staff whose application you have approved appear there; check Pending Applications.
- Someone's hours never show up in payroll — they were never checked out, or the assignment has no recorded hours; ask them to check out from their own dashboard.
- Reinstating a suspended staff member doesn't work as expected — suspension is a platform-wide status change, not just a removal from this event; you may need to re-approve or re-invite them here.