industry software
Promotional and Experiential Staffing & Reporting Platform
Brand ambassadors, promo staff, event managers and street teams - Staffwise keeps them all connected. Whether you’re staffing high-volume activations or managing multiple campaigns across regions, Staffwise gives you the control and clarity to deliver stand-out experiences. From onboarding and availability tracking to shift scheduling, time tracking, reporting and payroll - everything happens in one place.
Trusted by the best companies globally
Is this you right now?
- Struggling to fill shifts across multiple cities at short notice.
- Wasting hours chasing documents, right-to-work checks, and NDAs.
- Losing track of who’s worked where, how often, and how well.
- Dealing with inconsistent communication and last-minute no-shows.
- Managing staff availability via WhatsApp, email, and outdated spreadsheets.
- Manually processing payroll for hundreds of casual staff on variable rates.
- Trying to report on campaign performance with incomplete data.
Imagine if you could...
Schedule every shift with confidence—backed by live availability, video bios, and automated reminders. Staffwise makes it easy to manage talent globally, match the right people to the right brands, and deliver consistently great experiences.
You’ll spend less time coordinating logistics, and more time focusing on results. From onboarding to payroll, you’ll have one platform that helps your agency scale without the stress.
STAFFWISE
Features
Our platform provides an end-to-end solution for managing tactical field staff, streamlining onboarding, scheduling, communication, and payment. It’s designed to handle high volumes of staff and shifts with ease, giving both managers and workers the tools they need to operate efficiently, stay informed, and remain compliant—all within a single, integrated system.
Brand Ambassador Onboarding
Onboard your brand ambassadors, promotional staff, sampling staff, and event managers with our custom registration process:
- A comprehensive, fully customisable and brandable registration.
- Multiple signable terms, contracts, consents, opt-ins and opt-outs for gaining staff commitment.
- Company divisions to allow separate registration forms for targeted role onboarding and management.
- Integrated Manual and Digital Right to Work checks.
- Automated collection of job references.
- 30 to 120-second video bio upload.
- Form builder for your custom questions.
Scheduling
Simplify your scheduling with our powerful, time-saving tools. Whether you’re managing daily shifts or large-scale events, our flexible platform ensures seamless coordination.
- Effortless scheduling: 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.
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 on the field. 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
Efficient shift management is key to smooth operations. Our platform offers powerful tools to simplify scheduling, enhance communication, and ensure every shift runs seamlessly. Here’s how:
- Dynamic dashboard: A user-friendly interface that serves as your command center for real-time monitoring of shift statuses and job progress as a whole.
- Staff booking made easy: Effortlessly book team members directly to shifts, or streamline your scheduling process with the easy-to-use schedule import file for bulk assignments.
- Instant communication: Engage with your team instantly through various channels—send timely email updates, SMS notifications, or engaging push alerts to keep everyone informed and connected.
- Proactive alerts: Receive early warning notifications for staff members who have not marked themselves as en route, or check-in on time, helping to avert lost shifts and enhance operational efficiency.
Performance Logging
In the world of staff scheduling, knowing who’s available isn’t enough—you need to know who’s reliable. Our platform doesn’t just schedule shifts; it builds a full performance history for every staff member. We track:
- Before the shift: Did they show up? Were they late?
- During the shift: How did they perform? Any issues or standout moments?
- After the shift: Any payroll adjustments or performance notes?
- Shift removals: If staff were removed, why? No-shows? Poor performance?
In the world of staff scheduling, knowing who’s available isn’t enough—you need to know who’s reliable. Our platform doesn’t just schedule shifts; it builds a full performance history for every staff member. We track:
Expenses
If your promo 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
- Custom payroll files and integrations to perfectly suit your finance package. There is no need to waste time and money amending standard file formats.
- Self-billing invoices for your self-employed staff to save time with your payroll procedure.
See our Staffwise Creds for more details.
Surveywise
Features
Create all your recaps, consumer surveys or end of day field reports 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.
Guidance & Allocation
Add instructions and briefings to every question, including images such as planograms, item location, etc, 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
- Assign multiple ongoing call schedules in seconds to the same report to ensure all data flows into the same data pool for client satisfaction.
Visibility & Alerts
- Assign location visibility rules for questions based on town, region or custom tags.
- Create compliance triggers and notifications for ensuring immediate corrective actions to things such as display issues or out-of-stock.
Client Area
Provide your clients with real-time access to monitor insights instantly, thus enhancing transparency, efficiency, and decision-making by ensuring clients can review ongoing data, track performance trends, and respond to issues promptly. In turn, this reduces the need for back-and-forth communication, making the process more streamlined, organized, and accessible from anywhere.
- Gain immediate and comprehensive access to high-level results, survey responses, and reports in real time, allowing for timely decision-making and insights.
- Conveniently view and download all photos and videos collected during assessments or events in one centralized location, simplifying organization and accessibility.
- Create customized PDF report cards for each individual call, incorporating data from accompanying surveys and photos to provide a thorough analysis of performance.
- Effortlessly export data in a variety of formats tailored to your needs, utilizing specific filters to narrow down results, including commonly used formats compatible with Power BI for seamless integration and reporting.
Use Cases
Some typical use cases for utilising Surveywise to help gather valuable insights for improving future jobs and events:
- Product Sampling Feedback: Gather immediate feedback on trial products or giveaways.
- Post-Event or Activation Recaps: Evaluate the impact of an experiential campaign on consumer perception and behavior.
- Staff & Field Team Feedback: Improve event operations, logistics, and future staffing strategies.
- Client Satisfaction / Campaign Review: Understand how the client (brand or agency) felt about the execution and outcomes of the campaign.
- Post-Campaign Impact & ROI Surveys: Collect data for reporting and demonstrating campaign success.
See our Surveywise Creds for more details.
Success Stories
What It Really Feels Like to Work With Us
BENEFITS
Why This Is The Platform For You
Faster onboarding, ready-to-go staff
Build rotas based on live availability, staff preferences, or performance history. Send instant shift invites and get confirmations in real-time.
The Bottom Line? More Control, Less Stress, and Faster Growth.
testimonials
Trusted by Leading Staffing Agencies Worldwide
FREQUENTLY ASKED QUESTIONS
Your Questions, Answered.
How can I quickly find reliable promo staff across multiple locations?
Can it handle last-minute changes and no-shows?
Promo work can be unpredictable, but with Staffwise, you’re always one step ahead. The system sends automated shift reminders and confirmation requests, so you’ll know well in advance who’s showing up. If someone cancels or doesn’t respond, you can immediately trigger a shift alert to available backup staff. Your team can accept or reject shifts in-app, and you’ll get live updates, so you’re never scrambling at the last minute. It’s designed to reduce stress and keep your events running smoothly—even when plans change.
How do I track performance across different campaigns and clients?
After every event, feedback matters—but it’s easy to lose track when it’s buried in email chains or forgotten entirely. Staffwise lets you rate and record shift performance instantly, building up a clear picture of each staff member’s reliability, punctuality, and fit for different types of work. You can filter staff by those who’ve worked well with specific clients, avoid problematic individuals, and build a go-to roster of top performers. That way, you’re not just filling roles—you’re building a brand-representing team that gets better every campaign.
Does it make payroll and expenses easier for casual/temporary staff?
Yes—and it’s a game-changer. Staffwise automatically pulls approved hours from each shift into payroll, even if rates vary by client, role, or location. You can factor in overtime, weekend uplifts, travel time, and expenses—all tracked and submitted via the app. No more chasing paper receipts or calculating pay manually. Everything syncs into a simple approval process, giving you more time to focus on scaling the agency, not wrestling with spreadsheets.
Can’t I just keep using spreadsheets and WhatsApp to manage staff?
That might work when your team is small, but as campaigns grow, cracks start to show. Messages get missed. Availability isn’t up to date. Payments get delayed. Staffwise brings everything into one streamlined platform—so you can schedule shifts, communicate with teams, track performance, and manage payroll without jumping between ten different tools. Agencies using Staffwise typically save several hours per week and dramatically reduce no-shows and admin errors. It’s not about replacing what works—it’s about giving you the capacity to do more, better.
Will it take a lot of time to switch over to Staffwise?
We hear this a lot, which is why our onboarding is fast and flexible. Most teams are up and running in under a week—with guided support, templates, and training included. You don’t need to change everything overnight. Staffwise can run alongside your current systems while you transition, giving you time to ease in without disrupting your live campaigns. Think of it as a short-term setup for long-term time savings.
We run campaigns across the UK—can Staffwise handle that?
Staffwise is built for multi-location campaigns. Whether you’re booking brand ambassadors for store openings, roadshows, or sampling events across the country, the platform lets you sort and schedule by region, filter for local talent, and track performance across locations. It’s ideal for agencies running nationwide campaigns who need local knowledge, fast responses, and a unified view of their staffing logistics.
What if my team doesn’t actually use the platform?
Adoption is easy—because the platform is genuinely useful for everyone. Staff love the mobile-friendly interface, shift notifications, and faster payment process. Managers love the scheduling tools, built-in compliance checks, and real-time visibility. And because we support your team with training and rollout, adoption is rarely an issue. If anything, most teams wonder how they ever managed without it.