Managing event staff—from concerts and conferences to festivals and sports games—requires specialized scheduling tools that handle last-minute changes, shift swapping, and real-time communication. Here are the top event staff scheduling solutions for 2024.
✅ Key Features:
Drag-and-drop scheduling for hundreds of staff
Shift swapping & availability tracking
Real-time attendance tracking (check-in/out)
Payroll export (integrates with ADP, QuickBooks)
💰 Pricing: Free for up to 75 staff; paid plans from $2.50/user/month
📌 Used By: Coachella, Lollapalooza, Live Nation
✅ Key Features:
Auto-scheduling based on demand
Geofenced clock-in/out (prevents buddy punching)
Break compliance alerts
Mass messaging for last-minute changes
💰 Pricing: Starts at $2.50/user/month (free trial available)
📌 Clients: NFL Super Bowl events, SXSW
✅ Key Features:
AI-powered shift filling (auto-offers shifts to available staff)
Compliance with UK/AUS labor laws
Payroll-ready timesheets
Mobile app for staff self-service
💰 Pricing: Starts at £2.50/user/month (free trial)
📌 Used By: Glastonbury Festival, Wembley Stadium
✅ Key Features:
Unlimited staff scheduling (free plan)
Shift reminders via SMS/email
Labor cost forecasting
Team messaging
💰 Pricing: Free (paid plans from $2/user/month)
📌 Best for: Local conferences, weddings, small festivals
✅ Key Features:
Dedicated volunteer & staff portals
Customizable check-in kiosks
Badge printing integration
Real-time attendance dashboards
💰 Pricing: Starts at $19/month (free plan available)
📌 Used By: Comic-Con, TEDx events
Last-Mute Shift Changes
Quickly replace no-shows or adjust for emergencies
Mass Notifications
Alert all staff about weather delays or schedule updates
Geofenced Time Tracking
Ensures staff are on-site when clocking in
Role-Based Permissions
Different access for managers, staff, and volunteers
Payroll Integration
Automatically export hours to payroll systems
Team Size – Small teams can use Sling (free), while large events need When I Work
Volunteer vs. Paid Staff – Eventeny is best for mixed workforces
Compliance Needs – Deputy handles break and labor law rules
Budget – Free options exist, but paid plans offer more automation
✔ Pre-load staff availability before creating schedules
✔ Use QR code check-ins for fast event-day tracking
✔ Train team leads on real-time adjustments
Best for festivals: When I Work
Best for corporate events: Deputy
Best free option: Sling
Best for volunteers: Eventeny
🚀 Pro Tip: Most platforms offer free trials—test before committing!