Getting Your Team Into StaffSync
Invite your team, give them the right access level, and set their pay rate so labor costs are accurate from the first event.
Getting someone into StaffSync takes three steps: invite them to the venue, give them an access level, and set their hourly rate. Do all three and they can be scheduled, they can see their own shifts, and their hours cost out correctly.
Step 1: Invite them to the venue
StaffSync does not have its own invitation. Staff are venue users, so they are invited the same way anyone else is.
From StaffSync → Directory, click Invite staff in the top right. That takes you to the Users page, where you send the invitation by email address.
They will get an email with a link to set a password and join your venue.
Step 2: Choose their access level
The access level you pick on the Users page decides what they can see. For staff, there are two purpose-built options:
| Access level | What it is for |
|---|---|
| Event Staff | The people working your events. They see their own schedule, clock in and out, and browse open shifts. They cannot see other people's pay, the full roster, or reports. |
| Staff Coordinator | Someone who schedules on your behalf. They can build rosters, broadcast open shifts, and use Day-of Command. |
Both roles are part of StaffSync, so they are only selectable while your venue subscribes to the module.
Managers and Owners already have full StaffSync access — you do not need to change their role to schedule them on an event.
Step 3: Set their hourly rate
Go to StaffSync → Settings and find the Staff Hourly Rates section. Set a rate for each person.
This step is easy to skip and expensive to skip. An assignment with no rate does not warn anybody — it simply contributes nothing to labor cost, and your reports quietly understate what an event cost you.
If a person has no rate of their own, StaffSync falls back to the Default Hourly Rate on the staff role they are assigned to. Six roles come pre-created with default rates, so most people are costed reasonably even before you set an individual rate — but those defaults are generic, and adjusting them to your market is five minutes well spent.
Pay rates are visible only to Owners and Managers.
What your staff see once they are in
An Event Staff user who signs in lands on My Schedule. From there they can:
- See their upcoming shifts, with the event, date, role, and arrival time
- Clock In and Clock Out on the day
- Start and end a break
- Browse open shifts and offer their availability
- Mark dates they are unavailable
They do not see the venue's other staff, anyone's pay but their own, or any part of the app outside StaffSync.
A sensible first-week order
- Invite your three or four most-scheduled people first, not the whole roster
- Open Settings → Staff Roles and adjust the six starter rates to your market
- Set individual rates for anyone who is paid differently from the role default
- Roster one real event end to end, and have one person actually clock in and out
- Check that event in StaffSync → Reports and confirm the labor cost looks right
Getting one event completely right teaches you more than half-configuring twenty.
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