Grow Your Business with Event Staff Scheduling Software
Intro
As more and more companies move towards digital transformation, scheduling software will be one of the cornerstones of any organisation managing employees, temporary workforce or volunteers to save time and monitor labor costs.
Employee scheduling software is becoming increasingly popular, and there is a multitude of providers, each with different focuses and features. As the market continues to grow, not every solution will satisfy the needs for staffing events, as most have focused on hourly workers without the additional features needed for event planning.
Choose the Right Event Scheduling Software
Whether you are scheduling event staff at a football stadium, theatre, or festival or working with event planners at a staffing agency and providing services for all of the above, scheduling a workforce for events requires a different approach from scheduling regular hours.
Event staffing apps and software solutions come in numerous forms, making it essential to consider what features will benefit your business the most. A good event scheduling solution will be user-friendly for event management and staff and reduce time spent scheduling.
The main features to consider when choosing event staff scheduling software:
Staff database with contact information and qualifications
Event-based schedules and shifts
Location-based time tracking
An event staffing app
The right pricing model
Build a Staff Database
Event management requires organising large amounts of staff data and contact information, especially when dealing with stadia or festivals that require temporary contractors or volunteers. When choosing event staff scheduling software, having the ability to manage everything from one place is crucial.
Contact Information
When your staff scheduling software lets you add and manage all of your event staff contact information, you will not need separate systems built around other databases or spreadsheets. PARiM Staff Data Management lets you create employee profiles for storing and managing staff data with various inputs while offering no per-user pricing to grow your employee database without additional costs or risks.
Employee phone number, email and emergency contact cover the most essential needs for contacting. Adding employee addresses to overview your staff's proximity to an event can help event managers to choose the personnel in the vicinity, especially when dealing with multiple events in separate places. Additionally, inputting bank information will streamline the payroll process.
Staff Positions
Most events require different positions to be filled and staff members may be qualified for specific work. With PARiM, each employee profile includes the possibility to add customisable positions, such as
Steward
First-aid provider
Security operative
Cleaner
Driver
You can create as many custom positions as needed for scheduling on-demand staff to the right roles. These will act as filters when sending out notifications about open shifts.
Employee Qualifications
Some positions and jobs may require specific qualifications and certificates. These can include SIA badges, other certificates or vaccinations with expiration dates to ensure the safety of the event. Just like positions, with PARiM qualifications are also customisable and usable as filters when scheduling staff. Additionally, you can add training, language skills and previous experiences.
Schedule Efficiently
Staffing an event requires the creation of complex schedules. PARiM Events Module will provide you with a calendar view to manage events and different shifts for each event. Recurring events usually need the same personnel and jobs, which can make for these tedious processes. Events Module lets you copy a detailed schedule created for a previous event and paste it for the next event.
Automate Communication
Phone calls, text messages and emails have previously been inevitable in every staffing process. With the right employee scheduling software and event staff app, this time-consuming back-and-forth communication can be eliminated.
You can send out automated notifications when open shifts are created and invite staff members to apply. Depending on the requirements of a shift, only staff members with relevant positions and qualifications will be notified.
Fill Open Shifts Quickly
A database of thousands of temporary or permanent staff members allows you to create open shifts and invite your employees or temp workers with matching qualifications to apply.
When managing a large staff pool for events such as football matches requiring stewards or concerts and festivals, you can get more applicants than needed and select event staff from these based on preferred parameters such as location.
This will turn the legacy processes on its head. While previously staff members needed to be found, scouted and selected, with PARiM scheduling software you can have your staff come to you.
Work Calendar for Your Staff
With an event staff app, your workforce can accept shift requests and confirm their attendance from their mobile devices. PARiM offers the option for staff members to custom-tailor their availability and preferred locations. This way, they will only get notifications for open shifts when they are actually able to work. At the same time, it will make it easier for employees to manage their work-life balance.
Manage Pay & Charge Rates
Even if a system for scheduling is in place, it can be a headache to manage salaries from a separate platform. PARiM lets event companies set up automatic pay rules while being able to set custom rates for each shift depending on the position and time of the day. When event staff agencies schedule workforce for clients, they can also add charge rules for each shift to have an overview of profit margins.
Track Time and Attendance
A good time-tracking solution will provide staff members with an easy-to-use mobile time clock while streamlining management's work on timesheets and compliance with labour regulations.
Location-Based Time Clock
When the event has started, and all personnel should be in their positions, it can be difficult to verify if that is actually the case. A good event staff app is built around location-based clock-ins for tracking hours in the right place. This will make sure that all your employees are at their positions and will provide an overview of your staff's productivity. For staffing agencies, it resolves disputes with clients about a no-show from staff members.
Approve Timesheets in Bulk
Managing timesheets manually can take up the majority of the manager's time. In some cases, there are whole positions created for this process. With PARiM, unproblematic timesheets can be exported in bulk and sent to payroll services with a click of a button. Managers will also avoid any human errors that could affect the paid salaries.
Comply with Labour Regulations
Labour regulations are constantly evolving, and staff management software can be beneficial to help ensure compliance, such as avoiding over-scheduling or under-scheduling staff while having the correct minimum wages set.
Win Government Tenders
Implementing the right event staff scheduling software solution can be immensely beneficial when submitting government tenders. While it's essential to research the market thoroughly, understand the competition and identify gaps in the market, providing a solid bid based on your staffing agency's merit will be the most critical aspect for the right outcome.
It is crucial to highlight the staffing agency's strengths, experience, and any unique selling points that set you apart from the competition. Equally important is demonstrating compliance with regulations, policies, and procedures, data protection, health and safety, and equal opportunities. This can be effortlessly managed with PARiM Staff Database.
Government agencies are looking for the best value for their money. A solid bid should demonstrate how an agency can deliver high-quality staffing services competitively. PARiM Pay & Charge Manager will make it simple to offer competitive pricing for top-of-the-range service.
Invest Freed Up Resources
When you have implemented staff scheduling software at your organisation, overhead costs should be significantly reduced, which can then be invested in the workforce or assets. Your managers and schedulers should also have a significant amount of time freed up, which can offer excellent opportunities to invest in professional growth and training while providing them with the opportunity for a lateral or vertical movement within your organisation.
Scale Your Business
Most staff management solutions offer per-user pricing, and growing databases can quickly ramp up costs. This can lead to a situation where a staffing agency cannot accept new offers as its limited database is fully booked. Increasing the database and thus costs can lead to another problem – low season provides fewer offers, but database costs remain high.
PARiM offers a pricing model based on actual scheduled hours. You will only pay a small base fee for a database of thousands of staff members. Staffing agencies can continually grow their database and accept more offers as they come. Pricing will increase only on scheduled hours and will follow your business revenue.
Learn from Others
The best way for development and growth is constantly studying the industry and other businesses that have been successful. Premier League football club Chelsea and Chester Racecourse are great examples of well-led stadia management that have built their staffing processes around the right scheduling software.
