Schedule/Worker Management

Managing schedules and workers is one of the essential parts of hosting a great event. To do this, we have taken an approach that allows you to create schedules, create shifts that you need worked within the schedule, and then workers can be assigned later OR can self sign up for shifts in the member portal.

Schedules

You should start with schedules. You will want to create a schedule for each area of your event, and for each day. For example, if your event runs from a Friday through to a Sunday, and you need workers to work the merchandise table each day, you would create 3 schedules, one for each day, and possibly one on the Thursday before the show begins to help with setup.

To do this, log into the admin portal, and go to Schedules. Find the event you want to create schedules for and click on it. This will display all the schedules for that particular event

To add a new schedule, click on the “New Schedule” button

Type in the name for the schedule (ie “Merchandise Table”), the date for this new schedule, a unique color, and instructions for the worker that would sign up for shifts for this particular schedule. Be sure to include any limitations, like “must be able to lift 20 pounds” or “must be able to stand for extended periods of time”, this way workers will know what might be expected of them when signing up.

Shifts

The next task is to add shifts to your schedule. To do this, on the list of schedules, select the schedule you want to add shifts to. The list of schedules is at the top next to the “Schedule:” label.

After you have selected the schedule, the top view will change and controls for managing shifts will appear.

Click on the Add Shift button to add a new shift to the schedule

If you want to add multiple shifts that start at the same time, use the quantity value to indicate how many shifts you want to add, select the start time and the duration for the shifts.

Note that when editing a schedule, if you hover over a shift you will see the edit and delete buttons

They are represented with the pencil on paper and trash can icons respectively. Click on the edit button to edit a single shift, use the delete button to delete a single shift. Note that when editing a shift, you can assign a worker to the shift, the worker needs to be created before they can be added to a shift

After the shifts have been added to the schedule, workers can be assigned to the shifts. Admins can create workers and assign them to shifts OR, if worker signup is enabled in the event setup, then workers can signup themselves to work desired shifts.

Workers

To add or manage a worker, click on the workers tab

Click the “Create” button to create a new worker. To edit a worker just click on the row for the worker. To delete a worker, click on the checkbox next to the workers name and click on the trash can icon that appears above the table and to the left of the refresh button. Deleting a worker will cause the shifts to become unassigned.

Clicking on a workers row will display the workers settings and the shifts they have signed up for

Fill out all the details that you can for the worker. Workers will receive emails to remind them of their shifts, so a valid email address will assure that they receive those reminders.

After adding the worker, you can return to the schedule/shift and assign the worker to the shift by selecting the worker by name.