Getting Started with StaffSync

StaffSync is CeremonySync's staffing and scheduling module. It helps venue managers assign the right people to each event, track coverage across your upcoming schedule, broadcast open shifts to staff who can fill them, and run a live command view on the day of each event.

What StaffSync does

StaffSync brings structure to a process that's typically managed through group texts, spreadsheets, and word of mouth:

• Event staffing — Assign staff members to specific roles for each upcoming wedding or event, with headcount targets per role
• Coverage tracking — See at a glance which events are fully staffed and which have gaps that need filling
• Open shifts — Broadcast available roles to all staff, collect availability responses, and confirm assignments with one click
• Day-of command — A live view of staff arrivals on the event day, with late alerts for anyone who hasn't shown up
• Staff directory — A searchable list of all team members with contact information and role assignments
• My Schedule — A personal calendar view for individual staff members showing their upcoming assignments
• Scheduling calendar — A calendar view showing all upcoming events and their staffing status
• Reports — Staffing analytics, hours worked, and event coverage trends

Who uses StaffSync

StaffSync serves two distinct audiences with very different experiences:

Managers (Owner, Manager role)

Managers see the full Dashboard with event coverage overviews, understaffed alerts, staffing charts, and access to all scheduling tools. They can assign staff, create open shift requests, manage the staff directory, and use the Day-of Command view.

Staff members (Staff role)

Staff members are automatically redirected to their personal My Schedule view when they open StaffSync. My Schedule shows their upcoming assignments in a clean personal calendar — they don't see the full staffing data for other team members or the management dashboard.

The StaffSync Dashboard

The Dashboard is the manager's home base. It shows the upcoming 30 days of events and their staffing status.

KPI stat cards

The Understaffed card turns red when any events are below 80% staffed — a visual cue to take action.

Charts

Two charts give a visual overview of your staffing situation:

• Staffing Coverage by Event — Bar chart showing each upcoming event's coverage percentage. Green = 80%+, amber = 50–79%, red = below 50%
• Assignment Status Breakdown — Bar chart showing how many total assignments are Confirmed, Pending, or Declined

Understaffed alert

If any events within 14 days are below 80% staffed, a prominent red alert appears below the charts listing the specific events, their dates, and their current staffing percentages. This alert is designed to be impossible to miss.

Upcoming Events grid

The main content of the Dashboard is a grid of upcoming event cards. Each card shows:

• Event name and type (Wedding or Event)
• Event date
• Number of staff assigned vs. number needed
• Staffing percentage with a color-coded progress bar
• Confirmation status summary (how many confirmed, pending, declined)
• An Assign Staff button

Staff roles

StaffSync uses configurable Staff Roles to define the positions that need to be filled at each event — not to be confused with system roles (Owner, Manager, Staff) which control permissions.

Staff roles are the job types at your events: Server, Bartender, Event Captain, Setup Crew, Line Cook, Kitchen Lead, and so on.

Six of these are created for you when StaffSync is switched on, each with a sensible default rate, so labor costing works from your first event without configuring anything. Adjust them to your market and add whatever is missing.

Creating a staff role

1. Navigate to StaffSync → Settings
2. Click Add Role
3. Enter a Role Name
4. Set a Default Hourly Rate — it pre-fills the rate whenever someone is assigned to this role
5. Save

A role has those two fields and no others. Headcount is not one of them: how many of a role you need is a property of the event, not the role, and it is set either by applying a staffing template or by entering role targets on the event itself.

Staff roles are used when:

• Setting headcount targets for an event (e.g., "2 Bartenders, 8 Servers, 1 Coordinator")
• Creating open shift requests (broadcast a specific role to staff)
• Assigning staff members to events (assign a person to a specific role)

First-time setup checklist

• Review the six starter roles and their rates in StaffSync Settings
• Verify all team members have been added to CeremonySync as users
• Set headcount targets for an upcoming event
• Assign staff to that event
• Have a team member check their My Schedule view to confirm it's working

Next steps

• Managing Event Staffing — How to assign staff, set headcount targets, and track coverage
• Open Shifts and Availability — Broadcasting available roles and collecting staff responses
• Day-of Command — Running a live arrival tracking view on event day