Making shifts for each event

Scheduling staff for events.

Updated over a week ago

Stager has two ways to schedule staff:

  • Per event, via Event - Personnel (Cool & Awesome package).

  • With the planning roster, in a large day/week/month overview, via Planning - Personnel (Awesome package). Here, you can also schedule shifts that are not event related. Read more about that here.

Schedule staff per event

In Settings, staff roles are created via Settings - Planning - Personnel;

Shifts can be added to each event with the yellow + New shift button at the top right. If you tick one or more shifts, a yellow bar appears below the shifts with these actions for the selected shifts:

  • Delete shifts

  • Duplicate

  • Mail shift info

  • Send email

Letโ€™s assume the manager makes the rosters, selects the functions and specifies working hours. The Start Production and End Time entered at Events - Main are used as the default start and end time in the schedule. You can also set default times for certain functions in Settings - Planning - Personnel.

  • Direct: For shifts where the manager thinks employees can schedule themselves immediately, they select Direct in the right side of the window for those shifts in the Plan mode drop-down.

  • Availability: If you do not want employees to schedule themselves immediately, but want them to indicate their availability, then choose Availability. Click on Save and the shifts will be offered to employees via the web.

  • None: Employees are scheduled for shifts directly by the manager, without prior consultation.

Shifts are only visible to staff if the event is Confirmed or To be confirmed under Event - Main. This means you can request the availability of employees for events that will definitely, or are likely to take place.

In Settings - Planning - Event templates you can easily compile standard schedules, useful for recurring types of events. Prefill the entire schedule once, in advance, and everything is ready for production.

Assign shifts

The employees allowed to perform a certain function will appear in the drop-down menu for that function in the planner; meaning they can easily be selected. Their telephone numbers will also appear if you hover over the icon of the telephone with the mouse.

When employees have scheduled themselves via the Direct planning method, you don't have to do anything. The name of the employee who has taken a shift is already in the overview and Plan mode is automatically set to None.

If employees have made themselves available, they will appear at the top of the selection menu for the service. You can then choose from the people who have indicated that they want to work. When there is a smiley emoticon (๐Ÿ˜„ ) behind a name, this person has indicated their preference for the shift in the visitor account, by clicking on the thumb (๐Ÿ‘).

The selection menu also shows when an employee is already scheduled for another shift, as: Available - scheduled.

Double scheduling is not possible with Stager. If a person is scheduled for another shift at the same time, a notification will appear with the shift. By moving your cursor over the notification, you can read where shifts overlap.

As long as the status of the shift is Availability, the shift will be offered to employees. When you schedule staff, the status automatically changes to None.


The last column in the overview is called 'Notified'. A cross or tick means you can quickly see which employee has already been informed about their shift. Check the shifts at the beginning of the line, and notify personnel about a shift via the 'Mail shift info' button. If you have to change things, you can resend the notification this way.

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