When it comes to planning and producing a well-run event, there are a thousand details to worry about - and having proper staffing levels shouldn’t be one. From finding qualified candidates to managing schedules and coordinating communication, the process can be time-consuming and stressful, whether you're managing a small food catering event or a large stadium event for a touring musician.
Luckily, there’s been an explosion of apps and software tools in recent years that can help to relieve some of the operations burden - lightening the load on everything from finding staff, to managing schedules, to on-site communication and task management.
Here, we’ll cover the top ways that event planners and managers can utilize event staffing technology to improve their attendee and staff experience.
Event staffing is no easy task, but these apps can help
The pressure to deliver a seamless event experience for your clients and attendees is high, and the success of an event often hinges on the performance of your staff. Last-minute cancellations and other unforeseen obstacles can throw off the flow of an event and have a negative impact on your attendees’ experience - while creating endless headaches for both you and your other staff members.
Event staffing apps and software make it easier to manage the operational challenges associated with staffing events. These tools can offer a centralized hub for managing all aspects of event staffing - from posting job listings and reviewing applications, to scheduling interviews and tracking employee performance. These help save time, reduce errors, and ensure that you have the best possible team in place to help run your event.
Which Aspects of Event Staffing Can You Improve with Apps & Software?
The landscape of event staffing technology has evolved to cover almost all aspects of event managers’ task list. From hiring temporary workers to on-site management, event staffing apps and software can help to make each part of the process more efficient and reduce a lot of the manual and administrative overhead.
Key benefits you should be looking out for with an event staffing app include:
- Automated job postings: Automatically post job listings out to multiple platforms, reaching a wider pool of qualified event workers and save time on manual job posting.
- Candidate screening and vetting: Quickly filter through event staff applicants, ensuring that only the top candidates are considered for your needs.
- Scheduling and shift management: Easily create and manage staff schedules, accommodating last-minute changes and ensuring optimal coverage for your event. Automated notifications can be sent to staff members to confirm their shifts and remind them of upcoming events.
- Time tracking and payroll integration: Track staff hours, breaks, and overtime, streamlining the payroll process and reducing the risk of errors.
- Real-time communication and alerts: Stay connected with your team through in-app messaging and notifications, allowing for quick resolution of any issues that may arise during an event.
- Performance tracking and evaluations: Monitor staff performance through built-in evaluation tools, helping you identify top performers and areas for improvement. This can also assist in making informed decisions for future staffing needs.
- Onboarding and training: Automate the onboarding process, providing new hires with necessary information and training materials and ensuring they're prepared for their first event.
- Compliance and documentation management: Manage important documents, such as certifications and licenses, ensuring that your staff meets all necessary requirements for your event.
- Customizable reporting and analytics: Generate detailed reports on various aspects of your event staffing, such as hours worked, staff performance, and overall event success.
- Integration with other event management tools: Many event staffing apps and software can integrate with other event management platforms, providing a seamless experience and allowing you to manage all aspects of your event from one central location.
What are the best event staffing apps and software?
Instawork is the leading flexible staffing platform in the event and hospitality industry, with a network of 4M+ workers across 40+ markets in the US and Canada. With our user-friendly interface and powerful features, Instawork allows event managers to focus on delivering exceptional experiences for clients and attendees, instead of sourcing staff.
Instawork’s key benefits include:
- Over 90% shift fill rate: Worry less about staffing your event. Our large number of workers helps ensure industry-leading fill rates and an only 2% no-show rate, while the industry average sits at 65% fill rate.
- Vetted, qualified event workers: Count on the right professionals working your event. Every Instawork worker goes through a vetting process to help screen for event experience, saving you time and minimizing the risk of bringing on a worker who may not be a good fit for your needs.
- Filling shifts in hours, not days: Ensure your event is a success, even in emergency situations. Shifts can be filled with just a few hours notice, compared to the industry average of 4 days.
- Managing shifts on the go with the Instawork mobile app: Tasks like clocking in and out, rating workers and worker location tracking are a breeze with our mobile app built for businesses.
- Flexible pricing: Only pay for the hours you use. Instawork’s flexible, all-inclusive pricing includes the Instawork Professional’s hourly rate, Occupational Accident Insurance coverage, and applicable taxes and fees. While there is no upfront cost to getting started on our platform, pricing is clearly stated before you submit your first booking request on our platform. In addition, we also have custom pricing for those with recurring or large volume needs.
- We do the rest: Focus on ensuring your event goes smoothly as possible. Instawork handles all paperwork, billing and worker payments, and insurance.
Clockify is a powerful and user-friendly time tracking tool that can be seamlessly integrated into the workflow of event staffing teams, providing an efficient solution for measuring and tracking the time spent on the job by employees. With its robust features and intuitive interface, Clockify is a great tool for event teams looking to optimize their team’s time management and improve overall efficiency.
Clockify’s key benefits include:
- Real-time data on employee hours, breaks, and overtime: Ensuring transparency and accuracy in time tracking. This information can be easily accessed by both managers and employees.
- Analyze data and identify trends: Reporting features allow event managers to make informed decisions about staffing levels and resource allocation.
- Scheduling and payroll processes: Managers can create and manage staff schedules within the platform, deal with last-minute changes, and ensure optimal coverage for events.
- Integrate with popular payroll systems: Simplify the payroll process and reduce the risk of errors with data entry.
Liveforce is a comprehensive event staffing management platform designed to streamline the entire process of managing, scheduling, and paying event staffing employees. With its robust features and user-friendly interface, Liveforce offers a centralized solution for event companies to efficiently handle all aspects of their staff management.
Liveforce’s key benefits include:
- Powerful scheduling and workforce management capabilities: The platform allows event staffing managers to create and manage schedules with ease to ensure optimal coverage for events.
- Real-time communication and notifications: Enable managers to stay connected with their team and quickly address any issues that may arise during an event.
- Performance tracking tools: Event managers can monitor staff performance and make informed decisions about future staffing needs.
- Simplify the payroll process: Automatically track employee hours, breaks, and overtime to keep accurate payroll calculations and reduce the risk of errors.
4. Event Staff App
Event Staff App is a mobile-based app designed to simplify the process of scheduling and managing event staff, providing event companies with a centralized platform to handle key aspects of their workforce management.
Event Staff App’s key benefits include:
- Scheduling capabilities: The platform allows event staffing managers to easily create and manage staff schedules, accommodating last-minute changes and ensuring optimal coverage for events.
- Drag-and-drop interface: Event Staff App makes it simple to assign staff to specific events and roles. Its calendar and availability features enable event workers to easily update their availability, allowing managers to make informed scheduling decisions based on real-time information.
- Real-time communication and notifications: Enable managers to stay connected with their team and quickly address any issues that may arise during the event.
- Performance tracking tools: Help event staff managers monitor worker performance and make informed decisions about future staffing needs.
Rosterfy is a versatile and user-friendly platform designed to streamline the process of scheduling and communicating with volunteers for events. With its comprehensive features and intuitive interface, Rosterfy allows event planners to efficiently manage their volunteer workforce.
Rosterfy’s key benefits include:
- Built-in calendar and availability features: Assign volunteers to specific events, roles, and shifts, and easily update their statuses. This level of flexibility and control is invaluable in making sure that volunteers are engaged and satisfied with their roles.
- Real-time messaging and notifications: Stay connected with volunteer teams, provide important updates, and quickly address any issues that may arise during an event.
- Customizable registration forms and automated onboarding processes: Streamline the volunteer recruitment process and ensure that volunteers are well-prepared for their roles.
Event staffing app FAQs
Why are more events companies turning to event staffing software to solve their needs?
Events companies are turning to event staffing software because these tools help streamline the hiring process, save time, reduce errors, and provide access to a larger pool of qualified event workers. These platforms offer a centralized hub for managing all aspects of event staffing, from posting job listings and reviewing applications to scheduling interviews and tracking employee performance.
Besides event staffing apps and software, what other technology solutions should employers use to improve event operations?
Employers can also benefit from using time tracking tools, communication apps, project management software, and payroll systems to improve event operations. Time tracking tools help ensure accurate payroll processing, communication apps facilitate real-time collaboration, project management software aids in organizing tasks and deadlines, and payroll systems streamline the payment process. Integrating these technologies can lead to increased efficiency and better overall event outcomes.
In conclusion, event staffing companies are increasingly turning to event staffing software and other technology solutions to streamline their operations and deliver exceptional experiences for their clients and attendees. Platforms like Instawork, Clockify, Liveforce, Event Staff App, and Rosterfy offer a range of features that simplify the hiring process, improve scheduling and communication, and ensure access to a larger pool of qualified candidates.
By integrating these technologies with time tracking tools, communication apps, project management software, and payroll systems, event companies can increase efficiency, reduce errors, and better manage their workforce. As the events industry continues to evolve, embracing these innovative solutions will be crucial for companies looking to stay competitive and deliver successful events.