Event management should be fun and never a hassle. The goal is to make your event run as smoothly as possible while delighting guests and providing them with amazing memories. The key to success lies in careful planning and coordination – and having the right tools on hand to help you manage every aspect of the event, from start to finish.

One of the main challenges in event management is the staffing process. The catering process is heavily dependent on the timely availability of the relevant staff. Before event staffing software, the scheduling work was done on an Excel spreadsheet which prevented efficient communication with staff and scheduling events in advance.

An event staff software solution can make your event planning process much easier and more streamlined. With event staffing software, you can manage your events more effectively and efficiently. The software enables you to post job openings, communicate with staff, and schedule events in advance, allowing you to focus on other aspects of event management, such as marketing and logistics.

5 Best Event Staff Software Solutions in 2022

There are a lot of different options available for event staffing software so it can be a difficult decision to know which one is the best fit for your needs. To help you out, we’ve compiled a list of the 5 best event staff software solutions for 2022:

1. Agendrix

Agendrix realizes that it is a time-consuming task to manage part-time employees with irregular work schedules and availability of employees who are working in different locations. The application is designed in such a way that makes availability management a simple task.

It allows reaching out to your staff in an instant. With Agendrix event staff software you can communicate with everyone using the in-app communication tools and instant notifications. Managers do not need to reach out to everyone. Instead, using the application they only need to create open shifts and the team can volunteer their timings accordingly.

Features:

• Create event schedules from centralized availability and constraints. With the help of this feature, you can also add or remove employees to the schedule and make changes on the fly.
• Manage and assign job sites and resources. This helps in ensuring that your team is prepared for the event.
• Approve timesheets that capture clocked hours. This feature helps in ensuring that employees are paid for the actual hours worked.
• Send in-app messages which helps you stay connected with your team and avoid miscommunications.
• Manage irregular hours and other premiums. This feature ensures that your team is fairly compensated for their work.

With these features, managers can make sure that meeting staffing requirements is never a problem. Agendrix has designed the application keeping managers in mind.

Setup: The setup of Agendrix can be done within minutes. Any mobile device with Agendrix can be used to clock time. You do not need an event employee punch clock.

Pricing: Agendrix has two packages:

Essential: This package is $2.75 per user / per month. It allows employee scheduling, leave and availability management, news feed and internal messaging

Pro: This package charges $4 per user / per month. In addition to the features of Essential, it allows payroll integrations, automated timesheet entries and time clock

The application facilitates employee onboarding and allows you to optimize your labor costs. In short, the application allows centralized staff availability and employee management tasks including the option to view job locations and open shifts at all times.

 2. When I Work

When I Work has the features of overtime alerts and labor reporting that allow you to streamline payroll and reduce overtime. The application markets itself as one that allows one-click scheduling.

In addition, When I Work has the option of onboarding new employees, reviewing whenever there is a shift trade, time-off requests approval and the convenience of filling shifts in seconds.

Features:

• Schedule faster with the employee scheduling software. After creating the schedule can be shared with the team.
• Integrate schedule with time clock to easily track time.
• Communicate with anyone across any shift or department.

Setup: The setup process is easy and takes a few minutes.

Pricing: When I Work has three packages:

Essentials: This package is $4 per user. It includes Standard Scheduling, Time & Attendance, On-Demand Pay and Shift OS. The number of users in this package can be up to 200.

Advanced: This package charges $6 per user. The number of users are unlimited. Advanced includes Standard Scheduling, Advanced Scheduling and Shift OS. It has a more power scheduling option and the option to share labor across multiple locations.

Complete: This package charges $8 per user. Similar to Advanced, the number of users are unlimited. Complete includes Standard Scheduling, Advanced Scheduling, Time & Attendance, On-Demand Pay and Shift OS. The package gives the options of engaging staff with flexible scheduling and time tracking and creating custom integrations through its API access.

3. Quickstaff

Quickstaff is an application designed for caterers and event staff agencies to help communicate with the temporary or on-demand staff. The application allows you to create the features of overtime alerts and labor reporting that allow you to streamline payroll and reduce overtime. The application markets itself as one that allows one-click scheduling.

 Features:

• Allows managers to see a list of events and their staffing levels and keep a track of who has committed to work at a particular event.
• Event calendar is available for greater visibility.
• Staff gets directions, reminders and event notes from managers.
• Staff can blockout the dates for which they are unavailable.

Setup: The setup process is simple and Quickstaff provides Assisted onboarding support.

Pricing: Quickstaff offers unlimited events to schedule, customer support and onboarding support in all three of its packages.

Boutique: This package is $49 per month. The number of staff in this package can be up to 59.

Growing: This package charges $99 per month. The number of users can be a maximum of 150.

No Limit: This package is $249 per month. The number of users are unlimited.

4. Event Staff App

Event Staff App allows you to figure out who is free to work, be able to reach staff easily, integrate with payroll services and track time with clock-ins. The mobile application allows time to be saved on communication which was previously done on emails and phone calls.

Features:

• Cloud Hosting – All the data for the events is stored on the cloud so information can be accessed anytime
• Text Messaging – Staff members can be reached easily via text messages
• Detailed Event pages allow detail of each event to be properly communicated to everyone involved in it.

Pricing: Event Staff App offers four packages:

Basic: This package is $29 per month. The number of users in this package can be up to 30.

Plus: This package charges $59 per user. The number of users in Plus can be up to 60. Advanced includes Standard Scheduling, Advanced Scheduling and Shift OS. It has a more power scheduling option and the option to share labor across multiple locations.

Premium: This package charges $99 per user. The number of users can be up to 100.

Custom: This package charges $1 per user and is to be used when the number of staff exceeds 100. The custom plan offers priority support to its customers.

5. Liveforce

Liveforce allows streamlining of staffing management and workforce scheduling. The application also allows recruitment and integration with existing payroll systems. Similar to other applications, Liveforce allows communicating with the workforce at all stages of the event staffing process.

Features:

• Recruitment: Liveforce helps you nurture the best talent through sharable job links, tracking applicant status and the option for candidates to apply within the application. In addition, the application also allows database migration of existing employees.
• Staff scheduling: Liveforce allows organizing jobs in groups, bulk editing and copy pasting events that allow quick job replication. With multiple fee types, fee management is also made simple.
• Timesheets & Payments: Auto timesheet approvals allow timesheets to be sent to admins for approval and to be sent to payroll. With bulk adjustment, multiple timesheets can be adjusted at the same time. The software is also payroll friendly and includes the feature of expense claims.

Pricing:

Liveforce has a single pricing plan that can be topped up according to the needs. Its pricing starts at $175/month and is part of an annual contract. The package includes 1 admin user and 500 crew contacts.

For every additional admin user, the charges will be $60/month.

For $70/month, extra crew contacts are sold in increments of 1000.

The package allows the option to import crew data for free, 3*1hr online training sessions and live chat support. You can also send unlimited chats and emails. For SMS, they charge an additional 7¢ per user.

Final Verdict:

In conclusion, it is crucial to have a good staff management software solution in place to avoid any stressful surprises on the day of the event. Before choosing an event staff software, the following things need to be taken into consideration: it is better to have a pricing per user so that you can scale up according to your needs. In addition, the application should also allow the options of approving timesheets, easy set up and managing irregular hours and other premiums.