Quickstaff: Event Staff Scheduling Software

United States

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Quickstaff: Event Staff Scheduling Software

Figuring out who’s available to staff your events is time-consuming and stressful. When you schedule your team with Quickstaff, you can easily see who’s available, and quickly schedule them to work – giving you more time in your day.

Quickstaff was started by two friends Luis & Batsirai. We were sitting in a parking lot when Luis’ phone buzzed repeatedly with email notifications. He worked for a Catering-Event Staff company, and his manager had emailed 80 staff to see who could work an event. The problem was that some of the staff hit “reply all” with a variety of responses… “yes, I can”, “sorry, I can’t”, “maybe so”, “I’ll let you know… ” Over and over again. Luis turned to me and said “There has to be a better way”

When we started, we thought caterers would be the natural users of our scheduling app. Our website had a guy in a chef’s hat and the whole nine, but we soon realized that a variety of different industries faced the same problem: how to quickly schedule temporary or freelance staff who can say “no”. There are so many staff scheduling softwares out there but the vast majority of them assume the staff is an employee – fulltime or parttime. In those scenarios, you are simply telling Staffer Joe that he is working from 3 – 8pm next week Monday. With event based scheduling, where the staff are not employees, you are basically asking and hoping they are available. Quickstaff is built with those “event based freelance staff” scenarios in mind. We focus on helping you schedule your team quickly.

Quickstaff has been the better way for a number of customers around the world from the US to New Zealand, with customers of every event type industry. Caterers, Event Staff Agencies, Photography agencies, Medical Transport, Adventure Trips, Corporate Casino Staff, Event audio & video production and even Christmas Carole Singers! Some of our customers have been with us for over 7 years!

We serve event staffing managers who are responsible for the recruiting, training, management, and scheduling of service staff. The Event Staffing Manager thoroughly understands the client’s needs and organizes and prepares work schedules for Service Staff to ensure the appropriate execution of each event. The Event Staffing Manager plays a support role in helping to exceed organizational standards, client expectations and event execution.

In fact, our blog is called “The Staffing Manager”, and we love working with them and helping them do their job faster. One of the best compliments and/or testimonials was from a lady who said she “got pregnant because of Quickstaff”! Quickstaff restored a work-life balance that allowed her to start a family with all the efficiency that our scheduling software brought to her life. “I could go home in the evenings, and focus on my home life, because I had all my events scheduled” While we can’t promise fertility, we do believe that this is a much better way to schedule your event staff while saving time and reducing stress.

Have you ever had a client call and ask you if you can provide enough staff for an event at short notice? Normally, you may have to guess, say yes, and hope for the best. Now with our Availability tool, you can quickly see how many of your staff are available to be scheduled for a given date range. You can even filter that list by role, so you will know if you have enough Waiters in 3 weeks.

Sometimes a client hasn’t finalized an event, but you want to make sure you have enough staff for them when they do finalize. You also don’t want to schedule the staff unless you know the event is confirmed. With Quickstaff you can create an event and place staff “On-Hold”, effectively reserving them internally so no other event takes them off the table. Of course if you really need them you can still use them for other events, but this is a nice feature that keeps you in control.

Another cool feature is our Waitlist. Let’s say you need 10 Parking Attendants, but you want to invite 15 so you can get all the positions filled. Quickstaff will accept the first 10 confirmations, and then tell the rest who try to accept the job that they are on a waiting list. Now you don’t need to cancel your staff anymore because you overbooked them. (Staff don’t like that)

Do you staff events at the recurring locations? In Quickstaff you can build a directory of locations & clients that speed up the creation of events by prepopulating locations, instructions, maps, etc

You can also schedule your staff by shifts. If you want your Kitchen Prep team to arrive 2 hrs before the event and the Wait staff to be there 30 mins before, you can easily organize them in shifts, with call times that differ from the event start time. This makes organizing your staff schedules so much easier.

What about your staff? They get their own portal where they can login to view their schedule and calendar. They can also block out the dates that they are unavailable. These blockout dates also inform staff availability on the manager side. When you try to schedule staff for a particular date, you will clearly see who is available, who is scheduled for other events and who has those dates blocked out.

All these product features and more, were built in response to customer requests and feedback. We pride ourselves on our “easy to use” product, our warm & human customer service and a community of managers & event staff that shape our product.

Most event staff managers spend stressful hours each week trying to schedule their staff. We created an incredibly easy software that eliminates confusion and enables them to schedule event staff in just minutes a week.

If you know someone who is still using email & spreadsheets to do their event staff scheduling, tell them about Quickstaff – the easy event staff scheduling software. Start a free trial at www.quickstaffpro.com

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