Staffing Templates
Save a staffing recipe once, then apply it to any event to set its role targets in a single click.
A staffing template records what a certain size of event needs: four servers, two bartenders, one coordinator. Apply it to an event and those role targets are created in one action, which is what makes coverage tracking possible without typing the same numbers every week.
Creating a template
Go to StaffSync → Settings and find Staffing Templates.
A template has:
| Field | What it is for |
|---|---|
| Template Name | Something recognizable, for example Small Wedding or Large Gala |
| Description | Optional note about when to use it |
| Min Guests and Max Guests | The guest-count range this template suits |
| Roles | Each role you need, with a headcount |
The guest range is documentation for whoever picks a template later — it does not auto-apply. Someone staffing a 180-guest wedding can see at a glance that the 150 to 250 template is the right one.
Applying a template to an event
From an event's staffing page, apply a template. Its roles become that event's role targets — the numbers coverage is measured against.
Applying a template does not assign anybody. It states what the event needs. You then fill those targets by assigning people directly or by broadcasting open shifts.
Why targets matter more than they look
An event with no role targets cannot be measured. It shows a dash for coverage and never appears in your Understaffed count, no matter how few people are on it.
That is the failure mode worth avoiding: an event that looks fine on the dashboard because nobody ever said what it needed. Applying a template to every event as you book it is the cheapest way to keep the dashboard honest.
Editing a template
Editing a template replaces its role list with what you save. Templates you have already applied to events are not affected — the event keeps the targets it was given, so changing your Large Gala template in June does not silently rewrite what a May event was measured against.
If a save fails, the template is left exactly as it was rather than partly updated.
Building a useful set
Most venues need three or four templates, not twenty:
- One per genuine size band, matched to how your venue actually staffs
- One for a distinctly different event shape, for example a ceremony-only booking or a corporate lunch
- Name them the way your team talks about events, not by an internal code
Start by writing down what you staffed your last three events with. If two of them were the same, that is your first template.
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