Event Staff Scheduling Software:

Streamline Your Event Staffing from Start to Finish

Simplify every aspect of event staffing: scheduling, communication, and shift tracking, to ensure a stress-free event experience.

Try Armada, the most efficient way to manage all your event shift staff.

What's Inside Armada

Time & Attendance

Geo-tracked check-ins and overtime tracking via mobile. Compare scheduled hours with actual hours for accurate payroll & invoicing.

Supercharged Scheduling

AI worker-matching algorithms shortlist the best candidates. Post, share & fill new shifts in minutes. Send schedule updates via the mobile app with one click.

Live Worker Database

Build profiles with custom tags for skill, qualification, and certifications to quickly find the best workers for each shift, every time.

Send Invoices & Get Paid

Fast integration with Quickbooks and Stripe. Request deposits and add fees. Consolidate multiple invoices with payment and remittance information.

Challenges with Staff Scheduling

Managing event staff involves multiple tasks, from creating and maintaining employee schedules to handling time off requests and last-minute schedule changes.

Traditional methods, such as spreadsheets and phone calls, can be time-consuming and prone to errors. Event staff scheduling software addresses these challenges by automating and simplifying the entire event scheduling process.

Key Features for Event Staffing Software

Automated Scheduling:

Automate the entire scheduling process based on staff availability, skill sets, and event requirements. Automation reduces the time spent scheduling and minimizes human errors.

Real-Time Updates:

With real-time updates, event managers can quickly adjust schedules in response to changes, such as staff availability or last-minute event details. This ensures staffing levels are always optimal.

Mobile Accessibility:

Modern event staff scheduling software should be mobile-friendly. With Armada, your shift and staff members can access schedules, request time off, and receive updates while they're on the go.

Seamless Communication:

Features like text messaging and in-app notifications enable managers to send messages and updates directly to staff members, ensuring timely and clear communication.

Time Tracking:

Payroll and budgeting finally add up with hours worked. Your staff access built-in time-tracking features that allow managers to easily monitor hours worked and time off requests.

Analytics Tools:

Get valuable insights into staffing trends, labor costs, and other vital metrics. Your managers will make informed decisions to optimize staffing levels before there's a problem or shortage of workers.

Geo-Tracked Technology:

Managers can track staff members' locations in real time. This is useful for significant events with multiple venues or places, where every worker must be coordinated and prepared.

Client Portal

Give your business clients full access to a customizable, branded platform. This keeps clients engaged and confident in your events business and makes you 'stickier,' resulting in more partnerships in the future.

Reporting

Access real-time insights into shift coverage, employee performance, payroll accuracy, and compliance. Analyze attendance patterns, financial health, and client-specific metrics, all through customizable dashboards.

Transform Event Staff Scheduling with Armada!

Manage your workforce with Armada's comprehensive staffing platform. From AI-powered smart matching and real-time communication to seamless invoicing and mobile accessibility, Armada offers everything you need to streamline your staffing operations.

Benefits of Event Staff Scheduling Software

Efficiency and Time Savings

Automating the scheduling process with event staff scheduling software can save event businesses significant time and money. Tasks for employees that once took hours can now be completed in a few simple steps, freeing up time for other essential tasks, such as planning and coordinating the event.

The ability to easily schedule employees and manage staff shifts reduces the administrative burden and ensures that events are fully staffed.

Enhanced Communication

Effective team communication is essential for the smooth operation of any event. Event staff scheduling software enhances communication by providing a centralized platform for updates, and notifications.

Staff members can receive real-time text notifications and updates on their schedules, making coordinating and managing events easier. This seamless communication reduces the likelihood of misunderstandings and no-shows.

Improved Staff Management

Managing event staff involves more than scheduling shifts. Event staff scheduling software provides tools for tracking all staff member availability, managing time off requests, and monitoring attendance.

This holistic approach to staff and schedule management ensures that managers have all the information they need to make informed decisions and ensure that events run smoothly.

Cost Savings

Optimizing event staffing levels can lead to significant cost savings. By ensuring that events are adequately staffed, managers can reduce labor costs and help clients avoid unnecessary expenses.

The software’s analytics tools provide insights into staffing trends and labor costs, assisting managers in making data-driven decisions.

Enhanced Staff Satisfaction

Happy staff team members are likelier to perform well and contribute to an event’s success. Event staff scheduling software makes it easier for staff members to access their schedules, request time off, and communicate with managers.

This user-friendly approach can lead to higher staff satisfaction and lower turnover rates.

Scalability for Growing Businesses

Scalability is a crucial consideration for small businesses and growing companies. Event staff scheduling software is designed to accommodate the needs of companies and teams of all sizes, from small local events to large-scale national events.

The software’s flexible and customizable features make it easy to scale up as the event business grows, ensuring that the event staffing scheduling process remains efficient and effective.

One System for All Your Event Staffing Needs

After just 12 months of using Armada...

The one staffing agency reduced their scheduling time by 50%, cut essential platform costs by up to 96%, and saw a dramatic increase in productivity and revenue. With Armada, their team could focus more on growing the business and less on managing the chaos of event staff scheduling.

Real-World Applications

Hospitality Industry

In the hospitality industry, managing event staff is particularly challenging due to the high turnover rates and varying event staffing requirements. Event staffing software can help hospitality managers streamline scheduling, ensuring enough staff to handle peak times and special events. Real-time updates and intuitive mobile app accessibility for event scheduling are precious in this fast-paced industry, where last-minute changes are expected.

Security Industry

Managing event staff for concerts, corporate functions, and other events can be challenging in the event security industry. Event staffing software helps managers create schedules that align work shifts with security needs, event requirements, and safety protocols. The communication features enable managers to send updates and instructions to security personnel, ensuring everyone is well-prepared and informed.

Catering Industry

Catering events, such as weddings and corporate functions, require precise coordination of staff schedules and roles. Event staffing software can help managers ensure they have the right mix of staff with the necessary skills to host the perfect event. Time tracking and attendance features are also crucial in this industry, where accurate record-keeping is essential to manage staff effectively.

Event Management Companies

Event management companies handle various events, from corporate conferences to weddings. Software provides these companies the tools to manage staff schedules, have event staff apps track attendance, and communicate with staff members about other issues. The software's scalability and flexibility make it an ideal solution for event management companies.

Hear from Armada Clients

Armada simplifies staffing, maximizes efficiency, and boosts productivity in any industry.

“We adopted Armada as our back office system from the outset, enabling us to grow rapidly over the past two years. The mobile app is essential to communicate with our network of over 500 Event Managers and Support Staff who can apply for jobs according to their location.”

David, IT Manager (UK)

“I LOVE the dashboard and all the information it gives me all in one place. The app developers are always available when needed. When we have a suggestion to add a function, they are so open to implementing them.”

Amira, Director of Talent Management (US)

“Once we implemented the Armada app, it completely transformed our recruiting department and our team operations. We now have more time to interview and focus on the candidates rather than stress about the administrative side since the app houses all of this for us.”

Cat, Talent Manager (US)

Choosing the Right Event Staff Scheduling Software

When selecting event staff scheduling software, it's essential to consider the specific needs of managing events for your business.
Here are some key factors to consider:

1 - Ease of Use:

The software should be user-friendly and intuitive, with a simple interface that makes creating and managing schedules easy. Armada’s main features include a user-friendly design that simplifies the scheduling process.

2- Mobile Functionality:

Mobile apps are essential for enabling staff members to access their schedules and receive updates on the go. Armada’s mobile apps offer comprehensive functionality and intuitive design.

3 - Customization Options:

Look for software that allows you to customize schedules and settings to meet the unique needs of your business.

4 - Communication Features:

Effective communication is critical, so choose software that offers features like text messaging, in-app notifications, and email updates.

5 - Analytics Tools:

Advanced analytics tools provide valuable insights into staffing trends and labor costs, helping you make informed decisions.

6 - Integration with Other Tools:

The software should integrate seamlessly with other business tools, such as payroll and project management software. Armada’s payroll and invoicing integration ensures a smooth transition from scheduling to payroll.

7 - Customer Support:

Reliable customer support is essential for addressing issues and ensuring the software runs smoothly.

Transform Event Staff Scheduling with Armada!

Manage your workforce with Armada's comprehensive staffing platform. From AI-powered smart matching and real-time communication to seamless invoicing and mobile accessibility, Armada offers everything you need to streamline your staffing operations.

How Armada Works

Replace all manual and paper jobs with one modern system.

Step 1: Build Your Talent Pool

Efficiently reduce recruiting costs by creating and maintaining your own database of qualified event staff.

Step 2: Match Jobs with the Right Talent

Easily assign roles by filtering candidates based on skills, certifications, past performance, and customer feedback.

Step 3: Prep and Monitor Your Workforce

Equip staff for success with shift details, training resources, and real-time tracking of their progress.

Step 4: Streamline Payments and Invoicing

Simplify your financial processes with integrated invoicing, payment tracking, and tax compliance management.

Step 5: Analyze and Improve Performance

Get real-time insights on revenue, staff productivity, and overall business performance to optimize future operations.

Your next client job or project doesn’t need to involve…

❌ High stress and fatigue

❌ Hours of managing candidate paperwork

❌ Shift staff not showing up

❌ Communication gaps and confusion

❌ Disappointed clients who never return

❌ Struggling to reconcile hours for accurate payments and invoices

Try an Event Staff App

The Essential Event Staffing Tool!

Event staff scheduling software is a powerful tool that can revolutionize how you schedule and manage event staff.

You’ll automate the scheduling process, instantly communicate with all workers, and access valuable insights into staffing trends.

Armada helps you save time, reduce costs, create more, and ensure the success of your events.

Whether you are in the hospitality, healthcare, retail, or event management industry…

Armada’s event staff scheduling software offers a comprehensive solution for managing staff and ensuring that your events run smoothly.

Try it free, at no obligation, today!

Set up your free account in minutes, and start scheduling shifts like never before.