Assigning staff to shifts

Assigning Staff to Event Shifts

The rostering tools in CaterCloud let you assign crew members to specific shifts on an event, fill coverage gaps, and approve swap or open-shift requests — all from within the event record. This guide is for managers who build and maintain event rosters.

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Manually Assigning Staff to Shifts

Open the event you want to staff and navigate to its roster or schedule section. From there you can add shifts and assign individual staff members to each one. For each shift you can set the:

• Role (e.g. Chef, Server, Driver)
• Date, Start Time, and End Time
• Staff member being assigned

Save each shift after filling in the details. Repeat for every crew position the event requires.

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Drafting a Roster with AI

If you want a starting point quickly, use the Draft with AI button on the event roster panel.

1. Click Draft with AI — CaterCloud analyses the event schedule and available staff, then generates a suggested roster.
2. Review the proposed shifts. Each entry shows the staff member's name, role, hours, and an estimated cost.
3. Deselect any shifts you don't want to accept by toggling them off.
4. Click Accept to save the selected shifts to the event. The roster refreshes automatically.

If anything looks wrong, you can re-run the draft or adjust shifts manually after accepting.

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Resolving Coverage Gaps and Crew Requests

When staff submit open-shift claims or request swaps, a Pending crew requests panel appears at the top of the roster view.

• A claim means a staff member has volunteered to fill an unfilled shift.
• A swap means a staff member wants to hand their shift to a colleague who has agreed to take it.

For each pending request, click Approve to confirm the change or the ✕ button to reject it. Approved actions update the roster immediately. Swap requests only show Approve / Reject controls once another staff member has accepted the swap — requests with no taker yet are shown as waiting.

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> Tip: If you need to check a staff member's availability before assigning them, review their calendar blocks in Staff & Rostering first to avoid conflicts.