Staffing an event (Staff/Shifts tab)

Staffing an Event — Staff/Shifts Tab

The Staff/Shifts tab is where you build your event roster: define how many people you need per role, assign staff to shifts, and track who has confirmed. It's used by event managers and coordinators before and during an event.

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Set Up Your Staffing Requirements

Before assigning anyone, tell CaterCloud what roles you need and how many staff per role.

1. Open the event and select the Staff/Shifts tab.
2. In the Staffing Board, click Edit to enter editing mode.
3. Add a row for each role you need (e.g. Chef, Server, Bartender) and set the required count.
4. Optionally link the requirement to an operation and set a start time and end time for that role.
5. Click Save to persist your requirements.

The board shows a progress bar for each role — filled / needed — so gaps are visible at a glance.

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Assign Staff with Smart Fill

Once requirements are saved, you can fill gaps manually or let CaterCloud suggest candidates.

• Click the Sparkles icon next to a role to open the smart-fill panel.
• CaterCloud ranks available staff by skill match, cost estimate, and predicted overtime.
• Click a candidate's name to assign them. A shift is created automatically.

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Managing Individual Shifts

Each assigned shift displays the staff member's role, call time, and finish time. Shifts linked to an event location also show the venue address.

• Staff see their own Your shift panel when they view the event.
• They can tap Confirm I'll be there to confirm attendance, or Can't make it? to release the slot back to the roster.
• Released slots reappear as unfilled on your Staffing Board so you can re-assign.

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Labour Budget

You can set a labour budget directly on the Staffing Board. The board calculates running roster cost against your budget as shifts are filled, helping you spot overspend early.

• Click the budget figure to edit it, then Save to update the event.

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> Tip: Staffing requirements and assigned shifts feed into the staff schedule — check the Schedule view to see how this event sits alongside your team's other commitments.