industry software
Events & Festivals Staffing & Reporting Platform
Festival & event crews (brand ambassadors, stage crews, runners, wristbanding teams), Front of House (crowd control, entry lanes, ticket scanning, guest services), Operations (site build & breakdown, logistics, power, rigging, porters), Box Office teams (ticketing, accreditation), Cleaning & waste management crews, Artist liaison & backstage teams, Bar & concessions staff, Zone managers, Safety stewards and more.
Trusted by the best companies globally
Why Events & Festivals Choose Staffwise
Events and festivals succeed when thousands of moving parts work in perfect sync – crews arriving on time, zones fully staffed, artists supported, guests flowing smoothly, and every moment delivered with precision. Yet coordinating all of these people manually is slow, chaotic and costly.
Staffwise transforms how event organisers plan, deploy and manage their crews. From site build to showtime to shutdown, it unifies every team, every shift and every process into one connected ecosystem that keeps large-scale events running smoothly from start to finish.
Seamless Scheduling at Scale
Staffwise fills complex rotas in minutes – matching people by availability, distance, skills and past performance – ensuring each zone, stage or area is fully staffed with the right mix of roles.
Flawless On-Site Delivery
Clear briefs, check-ins, shift updates, photos and reports mean organisers know exactly what’s happening on the ground, in real time, everywhere. No more radio chaos or blind spots.
One Platform for All Crews
Site build, main event, teams, hospitality, stewards, concessions, breakdown – all managed inside one system, under one workflow, with one source of truth.
Fast, Accurate Payroll & Expenses
Handle thousands of shifts, rates, contracts and expense claims effortlessly. Staffwise automates all payroll outputs for both employees and freelancers – eliminating the paperwork that usually overwhelms event teams.
Complete Visibility & Control
Dashboards show staffing gaps, attendance, performance and compliance across the entire event, helping managers react instantly and improve day-by-day execution.
STAFFWISE
Workforce & Scheduling
Event & Festival Crew Onboarding
Onboard your stewards, runners, stage crews, bar teams, concessions staff, FOH teams, supervisors and all event personnel through a fast, custom-built registration process.
- A comprehensive, fully customisable and brandable crew registration flow.
- Multiple signable terms, contracts, consents, opt-ins and opt-outs to secure clear commitments from staff.
- Company divisions create separate registration forms for different roles, zones or departments.
- Integrated Manual and Digital Right to Work checks.
- Automated collection of references where required.
- 30–120 second video bio upload for quick screening and role suitability.
- A form builder for any of your own custom questions or requirements.
Scheduling and rostering
Simplify your hospitality scheduling with our powerful, time-saving rostering tools. Whether you’re managing daily shifts or large-scale events, our flexible platform ensures seamless coordination.
- Effortless rostering: Quickly create and manage shift schedules using our intuitive interface, import data via spreadsheets, or integrate seamlessly with external systems through our APIs.
- Location notes: Add location-specific notes or reuse existing ones to ensure staff have all the details they need for smooth operations.
- Targeted staffing: Publish open jobs to a wider job market or selectively invite staff based on predefined criteria, ensuring the right people fill the right roles.
Briefings & Job Information
Keep every crew member fully informed before they even arrive on-site. Staffwise delivers clear, structured briefings for each role, zone and shift – reducing confusion and ensuring everyone knows exactly what to do.
- Role-specific briefing packs: Provide tailored instructions for stewards, runners, bar teams, stage crews, accreditation teams and more.
- Critical info in one place: Maps, call times, uniform requirements, kit lists, safety notes and meeting points - all accessible instantly.
- Version control built-in: Update briefings anytime and ensure crews always receive the latest information.
Profile cards
Customizable, Branded, and Insightful. Enhance the booking experience with fully customizable profile cards, tailored to showcase staff details at every stage of the process:
- Pre-booking profile cards: Present curated sets of shift applicants, allowing clients to register their interest effortlessly.
- Post-booking profile cards: Provide clients with clear visibility on who’s booked, their roles, and shift schedules, along with post-completion reviews.
- Static & dynamic options: Maintain full control over automation levels with flexible profile card settings.
- Customizable fields: Select and configure the exact details displayed on each profile card set.
- Branded experience: Elevate professionalism by incorporating client logos and background images for a polished, on-brand look.
Staff Commitment
We know that committed staff is the key to success ensuring your staff stay engaged, informed, and ready to perform at event events. We can achieve this through strategic affirmation and reaffirmation, reinforced by multiple touchpoints at critical junctions:
- Terms & Conditions: Add clear Terms & Conditions at the initial registration stage. When staff first sign up, they will be required to review and agree to key policies. These policies should cover attendance expectations, communication standards and professional conduct.
- Booking confirmation: Once staff have registered and booked onto a job, booking confirmations and briefing documents play a vital role, ensuring that staff are informed and prepared for their shifts.
- Job contracts: Create job-specific contracts. Here we can create greater clarity and structure, tailored to individual roles, reduce ambiguity and improve overall accountability.
- Briefing: These can be sent out to individual staff members or in batches. Briefs will detail key information such as location, client expectations, uniform requirements and duties.
- Automated Reminders: To maintain engagement and reduce no-shows, automated reminders serve as crucial tools in reinforcing staff commitment. Utilise the following reminders: check-off, day before, en route, check-in, check-out & post shift.
Shift Management
Effective shift management is essential for running a smooth, well-coordinated event. Staffwise equips organisers with powerful tools to oversee every zone, stage and crew in real time — ensuring each shift runs exactly as planned.
- Dynamic control dashboard: Your live command centre for monitoring shift statuses, crew arrivals, zone performance and job progress across the entire site.
- Effortless crew booking: Assign staff to shifts with a single click or upload bulk rota files to rapidly fill large-scale event schedules.
- Instant communication: Keep crews aligned with real-time email updates, SMS notifications and push alerts - perfect for last-minute changes, safety messages or urgent instructions.
- Proactive alerts: Receive early warnings when staff haven’t marked themselves as en route or checked in on time, helping prevent gaps, delays and lost shifts before they impact the event.
Performance Logging
For events and festivals, availability alone isn’t enough – you need crews who are reliable, professional and consistent. Staffwise doesn’t just schedule people; it builds a complete performance profile for every crew member, giving organisers the visibility they need to staff smarter.
- Before the shift: Did they confirm? Did they arrive on time? Any patterns of lateness?
- During the shift: How did they perform? Were there any incidents, standout moments or supervisor notes?
- After the shift: Were there payroll adjustments, feedback items or behaviour notes to record?
- Shift withdrawals & removals: If someone was removed or withdrew, Staffwise logs the exact reason - no-shows, poor performance, reliability issues and more.
With every event, your crew database becomes stronger. You’re no longer guessing who to book – you’re making informed, data-driven decisions that reduce risk, improve delivery and keep unreliable staff out of critical roles.
Expenses
If your event staff incur any regular or unexpected expenses while performing their duties, having a smooth and efficient expense claim process is essential to ensure they can claim quickly and efficiently:
- Shift-based and ad-hoc claiming methods.
- Expense claims and tracking via custom categories to ensure finance accounting accuracy.
- Travel claims via Mileage A-B and Duration A-B for time-saving and accurate claims.
- Default multi-tier cost per m/km to always ensure the correct rates are applied.
- Pay expenses independently of payroll to ensure the burden of the expenses does not lie with your field staff.
- Custom integrations with your payroll provider for swift and clean payments.
- Expense reporting and analytics to keep on top of your expense expenditure.
Payroll
Pay thousands of staff quickly and accurately – without drowning in admin. Staffwise handles every pay type and keeps payroll, expenses and mileage clean, compliant and automated.
- Fast, error-free payroll: Automated outputs for employees and freelancers, including BACs files, self-billing invoices and integrations with finance systems.
- Separate crew expenses: Allow staff to submit mileage, receipts and claims - paid independently of payroll to avoid bloated pay runs.
- Zero manual adjustment: All rates, hours, surcharges and expenses flow through pre-formatted files, removing spreadsheets and human error completely.
Surveywise
Surveys & Reporting
Data Collection
Create all your hospitality surveys with ease and speed. Surveywise gives you the power to create fully customisable surveys that collect structured, accurate data, quickly & intuitively.
Survey
- Many question types are available to effectively collect data as required.
- Detailed scripting, routing and logic to ensure forms are as efficient as possible for ease of use
- Survey autosave for data security and real-time data collection to ensure valuable data is never lost.
- Offline mode to save the survey locally when no internet is available to ensure staff satisfaction.
- Add instructions and briefings to every question, to ensure 100% accurate data collection.
- Venue or location-specific notes can be saved in the location database for automatic visibility to future staff visiting this location.
Allocation
- Assign multiple ongoing jobs and events in seconds to the same report to ensure all data flows into the same data pool for client satisfaction.
- Assign location visibility rules for questions based on town, region or custom tags.
- Create triggers and notifications to ensure immediate corrective actions for things such as incident reports.
Client Area
Give your clients real-time visibility into everything happening across their event. The Client Area enhances transparency and reduces constant back-and-forth by allowing partners to monitor live data, track performance, review submissions and respond to issues instantly – all from one accessible, centralised portal.
- Live insights at a glance: Clients can instantly view high-level metrics, survey responses, shift outcomes and operational data, helping them make fast, informed decisions.
- Centralised media library: All photos and videos captured during the event - from zone checks to brand activity to compliance reports - are organised in one place for easy viewing and downloading.
- Custom PDF report cards: Automatically generate polished report cards for each submission, combining survey inputs, photos and performance data into a clear, professional summary.
- Flexible data exports: Export exactly what’s needed using powerful filters and multiple file formats, including outputs designed for seamless integration with tools like Power BI.
Use Cases
Surveywise helps event teams capture meaningful insights that directly improve the delivery and quality of future events. Common use cases include:
- Guest satisfaction: Gather ratings and comments on the overall attendee experience.
- Service quality: Capture feedback on bar service, hospitality teams, front-of-house interactions and general staff performance.
- Event organisation: Assess logistics, queue management, signage, crowd flow and operational planning.
- Crew experience: Understand how hosts, stewards, runners and other staff felt during their shifts, including any challenges or needs.
- Improvement suggestions: Collect ideas and recommendations for enhancing future events, operations and customer experience.
Success Stories
What It Really Feels Like to Work With Us
Don’t just take our word for it – see what our clients say when the cameras are rolling (and when they forget they’re on).
“It’s the first time we’ve felt like someone actually gave a damn.”
Hit play on the video to hear how we’ve helped businesses like yours to move faster, smarter, and with way less stress.