What is the best way to schedule event staff?
Tools and methods
Scheduling software like When I Work, Sling, or Homebase lets staff set availability, request time off, and swap shifts. These tools reduce back-and-forth texts and emails, and they keep a record of who worked when.
For smaller venues, a shared Google Calendar or spreadsheet can work, but it's more prone to errors. As you grow, invest in dedicated software. Many tools integrate with payroll and time tracking.
Always confirm shifts with staff 24–48 hours before the event. Last-minute cancellations happen, so have a list of on-call staff you can call.
- Use scheduling software for availability and shift swaps.
- Publish schedules 1–2 weeks ahead for major events.
- Send reminders 24–48 hours before each shift.
- Keep an on-call list for emergencies.
- Track hours for payroll and to avoid overtime.
Best practices for shift planning
Start with the event timeline: when do you need setup, service, and cleanup? Schedule staff accordingly, with overlap during peak times. For example, setup crew might arrive 3 hours before, servers 1 hour before, and cleanup crew stay 1 hour after.
Assign roles clearly: who is the captain, who tends bar, who serves which tables. Staff should know exactly what's expected before they arrive.
Avoid scheduling the same staff for back-to-back events without adequate rest. Tired staff make mistakes. If you have multiple events in a day, use different teams or give long breaks.
Common mistakes
- Scheduling too far in advance without confirming availability, leading to no-shows.
- Not scheduling enough overlap between setup and service, causing rushed transitions.
- Using only text messages to schedule, which leads to missed messages and confusion.
