Managing Event Staffing

Event staffing is the core workflow in StaffSync. For each upcoming wedding or event, you define how many people you need in each role, assign specific staff members to fill those roles, and track the percentage of your event that's covered as assignments are confirmed.

Weddings and events, the same way

Staffing works identically for a wedding and for an EventSync event. Open the wedding's Staffing tab or the event's Staff tab and you get the same surface: role targets, assignments, warnings, confirmations, clock-in, Day-of Command, and labor cost in the same reports.

There is one thing to know if you used EventSync before this: its Staff tab used to keep a separate roster that StaffSync could not see, so people rostered there could not clock in and never reached the labor reports. That is fixed, and existing rosters are carried across — but it is worth opening an older event once to check everyone is on it.

Headcount targets

Before assigning individuals, set your headcount targets — how many staff you need in each role for a given event.

Setting targets for an event

Open the event's staffing page and find Role Targets. Two ways to fill it:

• Apply Template sets every target in one action from a saved staffing template. This is the fast path and the one to use by default.
• Add Role Target adds them one at a time, picking a role and a headcount.

Existing targets can be edited in place or removed.

Headcount targets determine the denominator in your coverage percentage. An event with 10 staff needed but only 7 assigned is at 70% coverage.

Assigning staff to events

Once targets are set, assign specific team members to each role.

Assign Staff appears on every event card on the Dashboard, and again on the event's own staffing page under Assignments. Either opens the same sheet: pick the person, pick the role, set a scheduled arrival if you have one.

Bulk Assign Staff puts several people on at once, which is worth knowing about the first time you staff a large event from scratch.

Assignment fields

Assignment statuses

Every assignment progresses through a series of statuses:

Assignments with Declined status don't count toward your coverage percentage. If someone declines, you'll need to find a replacement to maintain your target coverage.

Confirming assignments

Three ways, and the difference between them is recorded:

1. The staff member answers their assignment email, which carries Confirm and Decline links. This is the normal path and the only one that captures the person's own answer.
2. You record it for them with Confirm for Them on the assignment — for when you have already spoken to them. It notes that you confirmed rather than they did, and tells them it happened, so a roster always shows which kind of confirmation you are reading. Resend Email sits beside it for the commoner case of a message nobody opened.
3. Through open shifts: accepting someone's offer creates their assignment already confirmed.

There is no confirm control inside My Schedule — see My Schedule.

Understanding coverage percentage

Coverage percentage is the central metric in StaffSync:

Coverage % = Total Assigned (non-declined) ÷ Total Needed × 100

An event shows as:

• Green (80%+) — Fully or nearly fully staffed
• Amber (50–79%) — Partially staffed; needs attention
• Red (below 50%) — Significantly understaffed; urgent

The Understaffed KPI card on the Dashboard counts events below 80% coverage. The Understaffed alert panel surfaces events within 14 days that are below 80% — giving you enough time to take action before the event.

Viewing staffing across all events

The StaffSync Dashboard grid shows all upcoming events (next 30 days) with their current coverage percentage. You can see at a glance:

• Which events are fully covered (green bar)
• Which need attention (amber or red bars)
• How many confirmed vs. pending vs. declined assignments each event has

Click any event card to open the detail view for that event's full staffing breakdown — which roles have been filled, who's assigned, and what each person's status is.

Editing and removing assignments

Assignments are edited and removed from the menu on each row of the event's Assignments list. Removing one lowers that event's coverage, since coverage counts every assignment that has not been declined.

Staff directory

The Staff Directory (accessible from StaffSync → Directory) lists all team members with their contact information and role assignments. Use it to:

• Quickly look up a staff member's phone number when you need to call them
• See which events a team member has been assigned to
• Review a staff member's assignment history

Frequently asked questions

Can I assign a staff member to multiple roles at the same event? Yes. A staff member can have multiple assignments for the same event — for example, if someone is acting as both Setup Crew and Server for a smaller event.

Does declining an assignment notify the manager? Yes. When a staff member declines an assignment, the manager receives a notification so they can arrange a replacement promptly.

How do I handle a last-minute staff dropout on the day of an event? Use the Day-of Command view to see who hasn't arrived. Remove the declined assignment and use Open Shifts to broadcast the urgency — or call available staff directly from the Directory.

Can I see a specific staff member's full schedule across all events? Yes. Open the staff member from the Directory to see all their upcoming and past assignments. Staff members can also see their own schedule in their personal My Schedule view.