Staff Roles

A staff role is a job title you assign people to on an event: Server, Bartender, Event Coordinator. Roles are the vocabulary the rest of StaffSync uses — staffing templates are built from them, assignments are labeled with them, and labor reports group by them.

You already have six

Turning StaffSync on creates six roles for you, each with a sensible default rate: Server, Bartender, Event Captain, Setup Crew, Line Cook, and Kitchen Lead.

That means labor costing works from your first event without configuring anything. Adjust the rates to your market, rename what does not match how you talk about the job, and add whatever is missing.

Where roles live

Go to StaffSync → Settings. The first section on the page is Staff Roles.

A role has exactly two fields:

That is the whole record. There is no department, no certification requirement, and no separate overtime rate on a role — if you have seen those described elsewhere, they are not part of StaffSync.

How the default rate is used

When you assign someone to an event, StaffSync fills in an hourly rate in this order:

1. The person's own rate, if one is set (Settings → Staff Hourly Rates)
2. Otherwise, the role's Default Hourly Rate
3. Otherwise, no rate — and that assignment contributes nothing to labor cost

That last case is worth watching. An assignment with no rate does not warn you; it quietly reports as zero in StaffSync → Reports. If your labor totals look low, check for people or roles with no rate set.

Staff roles are not permissions

This trips people up, so it is worth stating plainly.

Staff roles (this page) are job titles. They control what someone is called on a roster and what they are paid. They do not grant or restrict access to anything.

CeremonySync roles (Owner, Manager, Event Staff, Staff Coordinator, and so on, set on the Users page) are permissions. They control what someone can see and do in the app.

A person can be a CeremonySync Event Staff user and be assigned the staff role Bartender on Saturday and Server on Sunday. The two are independent.

Naming roles well

Roles show up on rosters your team reads on their phones on event day, so keep them recognizable:

• Use the title your team already says out loud — Server, not FOH Attendant Level 1
• Split a role only when the pay or the work genuinely differs — Bartender and Barback, yes; Server A and Server B, no
• Keep the list short enough to scan in a dropdown

Changing a role later

Editing a role name changes it everywhere the role is referenced going forward. Existing assignments keep the label they were created with, so historical reports stay readable rather than being silently rewritten.

Changing a role's default rate does not re-price assignments that already exist. Rates are copied onto the assignment when it is created — that is deliberate, so a rate change in March does not rewrite what you paid someone in January.