People and schedule
Roles, departments, shift requirements, assignments, and a published schedule live on the workforce record.
Workforce
Event workforce management for staff, volunteers and contractors
Workforce is the product for the people who deliver an event. Plan shift requirements, assign people, publish the schedule, approve time off and shift swaps, then record check-in, timesheets, and a payroll export.
- Keep people, availability, and time off on one team record
- Publish shifts, leave open shifts, and approve shift swaps
- Check in from the Staff App and review timesheets
- Export payroll data. This is not a payroll or HR system
Illustrative product view · Example data
Workforce
Operations overview
Events
12
This week
Tickets
18.6k
+18%
Staff
1,248
On shift
Access
5,731
Active
Connected workflows
People and teams
Availability and time off
Shift requirements and assignments
What is event workforce management?
Event workforce management is the system for who can work, which shifts exist, who is assigned, what changed, who checked in, and what time should be exported. It is the broad staffing product. It is not a volunteer-recruitment marketplace, a vendor-company onboarding product, a full HRIS, or the accreditation system.
Requests and swaps
Workers request time off or a shift swap. A manager approves or declines it before the assignment changes.
Day-of record
Check-in, timesheets, and payroll export follow the published shift. Accreditation stays in its own system.
Why event teams outgrow workforce spreadsheets
Spreadsheets lose availability, late shift changes, and the link between the published shift and the hours that were worked.
The published schedule is not the source of truth
Open shifts stay unfilled, and late changes never reach the people who are supposed to work them.
Availability and time off sit outside the plan
When time off is approved in a message thread, the schedule still shows someone who cannot work.
Swaps happen off the record
A shift change that is not a requested, manager-approved swap leaves supervisors looking at the wrong assignment.
Check-in and payroll are rebuilt later
Hours get copied into a second spreadsheet because timesheets were never tied to the shift that was worked.
What the platform supports
Core product capabilities for planning, delivery, and reporting.
People and teams
Keep the people who work an event on one team record, with roles and departments.
Availability and time off
Record when people can work, and approve or decline time-off requests.
Shift requirements and assignments
Build the shifts an event needs, assign people, and leave unfilled work as open shifts.
Schedule publishing
Publish the schedule so staff and managers are looking at the same plan.
Shift swaps
Workers request a shift swap. A manager approves or declines it before the assignment changes.
Staff App check-in
Staff check in from the Staff App. Managers review attendance against the published shift.
Timesheets and payroll export
Review timesheets and export payroll data. This is an export, not a payroll, GL, or HRIS.
Assets, inbox, and insights
Track issued assets, use the manager inbox, and review coverage, attendance, and time records in Insights.
Access-pass readiness
An event shift can show an access pass before check-in. Accreditation decisions stay in the accreditation system.
Key workflows
Practical steps teams take before, during, and after live delivery.
- 1
Plan demand
Create shift requirements for the event before people are assigned.
- 2
Assign and publish
Assign people or leave open shifts, then publish the schedule.
- 3
Handle requests
Approve time off and shift-swap requests from the manager workbench.
- 4
Record the day
Check attendance, review timesheets, and export payroll data from the shifts that were worked.
Why the workforce record matters
The useful outcome is one schedule that still matches availability, swaps, check-in, and the hours exported afterwards.
Fewer lost changes
A published schedule, open shifts, and approved swaps replace side-channel edits.
Staff and managers use the same plan
The Staff App covers Today, Schedule, Work, and Inbox. Managers use People, Schedule, Requests, Time and Pay, and Insights.
Payroll starts from the shift
Timesheets and the payroll export follow recorded time. They do not replace a payroll system.
Check-in, timesheets, and what stays outside workforce
Check-in records that a scheduled person arrived. It is not a geofenced attendance product, and it does not issue accreditation.
Staff App check-in
The person checks in against the published shift. Managers review attendance from the workbench.
Access pass on the shift
Where an event shift has an access pass, it can be visible before check-in. Issuing credentials stays in accreditation.
Insights after the schedule
Review coverage, unfilled shifts, attendance, and time records. This is not a logistics dispatch board.
A published workforce record vs a roster spreadsheet
Workforce covers the people you schedule. Vendor companies, accreditation, and ticketing stay in their own products.
The old way: fragmented workflows
Planning
Ticketing
Staffing
Accreditation
Availability, time off, and shift changes live in separate sheets and chats.
Vendors
Access Control
Reporting
The EventSuite way: one connected flow
Planning
Ticketing
Staffing
Accreditation
Vendors
Access Control
Reporting
- Keep people, availability, time off, requirements, assignments, and open shifts on one record.
- Publish the schedule, then approve a worker swap request before the assignment changes.
- Check in from the Staff App and review timesheets against that shift.
- Export payroll data. Leave vendor onboarding, credentials, and ticket sales in their own products.
Where standalone tools usually break down
- Availability, time off, and shift changes live in separate sheets and chats.
- An unfilled shift is a blank cell nobody owns.
- Check-in is a door list that does not match the published assignment.
- Payroll is rebuilt from messages after the event.
Why teams choose EventSuite
- Keep people, availability, time off, requirements, assignments, and open shifts on one record.
- Publish the schedule, then approve a worker swap request before the assignment changes.
- Check in from the Staff App and review timesheets against that shift.
- Export payroll data. Leave vendor onboarding, credentials, and ticket sales in their own products.
Who it's for
Built for teams running live events with connected sales, delivery, and reporting needs.
Festival staffing leads
Large temporary teams use shift requirements, a published schedule, open shifts, and manager-approved swaps.
Venue and front-of-house teams
Venue operators schedule the people who run spaces, doors, and event days from the same workforce record.
Promoters and event operators
Internal staff and contractors you schedule share availability, shifts, and attendance. Supplier companies stay in vendor management.
What workforce connects to next
Workforce schedules the people. Venue management holds the space. Ticketing sells admission. Accreditation issues credentials. Vendor companies stay in vendor management.
Venue management software
The parent for spaces and confirmed bookings. Workforce is the staffing step after that booking.
ExploreEvent accreditation system
Credentials and zone permissions stay here. Workforce can show an access pass on a shift.
ExploreWorkforce resources
Educational hub for staffing plans, shift rosters, and crew briefing.
ExploreEvent operations platform
See how staffing sits beside ticketing, vendors, and show-day delivery.
ExploreRelated EventSuite modules
Continue with the workflows most relevant to this product.
Venue management software
Spaces, confirmed bookings, and the handoff into workforce.
Venue booking software
The enquiry-to-confirmation workflow inside venue management.
Event accreditation system
Credentials and access decisions. Workforce does not own accreditation.
Workforce resources
Educational pages for staffing plans and shift rosters.
Event operations platform
How workforce sits in the wider operations model.
Related resources
Practical checklists and guides that support ticketing, ingress, and event-day operations.
Workforce resources
Educational hub for how event staffing plans and shift coverage should be organised.
Hub
Staffing plan and shift roster
A working roster for roles, shifts, and coverage. Reachable from the workforce hub.
Template
Crew briefing checklist
Roles, radio channels, safety notes, and escalation paths before doors open.
Checklist
Common questions
What is event workforce management software?+
It is the system for the people who deliver an event: who can work, which shifts exist, who is assigned, what changed, who checked in, and what time should be exported for payroll.
Can EventSuite manage volunteers and paid staff?+
People you schedule, including volunteers on the same team, share availability, shifts, time off, and swaps. Workforce is not a volunteer-recruitment product and it is not a full HR system.
How do shift swaps work?+
A worker requests a shift swap from the Staff App. A manager approves or declines it. The assignment changes only after that approval.
Does workforce run payroll?+
No. Managers review timesheets and export payroll data. EventSuite does not replace a payroll system, a general ledger, or an HRIS.
Does workforce own accreditation or vendor onboarding?+
No. Accreditation issues credentials. Vendor management covers supplier companies. An event shift can show an access pass, and logistics in workforce is a view of work, not a dispatch product.
Schedule the people who deliver the event
See people, published shifts, approved swaps, check-in, timesheets, and payroll export. Venue management remains the parent for the space.
- Keep people, availability, and time off on one team record
- Publish shifts, leave open shifts, and approve shift swaps
- Check in from the Staff App and review timesheets