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How do I build the Event Staff schedule for an event?

operatordirectorLast verified Sep 17, 2026

Once your roles and shifts are set up, building an event's schedule happens in two steps: telling the system how many of each role you need (Map to Complexes), then actually creating those staffing slots and assigning people (Schedule).

Where:

Event Staff → Map to Complexes, then Event Staff → Schedule.

Step 1: Map to Complexes, setting your targets

For each date your event runs, you'll see a grid: roles down the side, your event's complexes across the top. Enter how many of each role you need at each complex, for example "2" Gatekeepers at Complex A on Saturday. Leave a cell blank or at 0 if that role isn't needed there.

This grid does two things:

  • Sets the target shown on the Schedule tab's coverage summary, so you can see at a glance how fully staffed each role/complex/date combination is.
  • Scopes which roles show up in the Role dropdown when you're adding staffing slots for a given complex; only roles you've marked as needed there will appear.

Step 2: Schedule, adding staffing slots

Near the top of the Schedule tab you'll see a Coverage summary reflecting your targets from Step 1. Expand any complex to see filled-vs-needed counts per role, per day.

To actually build the schedule:

  1. Click + Add Staffing Slots to expand the panel.
  2. Choose the Complex, Date, and Role.
  3. Choose a Shift (or leave it as "Full day," or pick "Custom time for this slot" to set a one-off start/end time).
  4. Optionally choose a Field, Rate type, and Rate.
  5. Set the Qty, how many slots to add at once for that exact combination.
  6. Click Add [N] slot(s).

Each slot appears as a new row in the table below, labeled + Assign. Click + Assign on any row to open a searchable list of your Event Staff, ranked by availability and complex preference (if they've responded, see ES-03), with any scheduling conflicts flagged. Click a name to assign them to that slot.

You can leave slots unassigned if you're still waiting on availability responses; they'll show as Unassigned in the Status filter.

Editing a slot

Click directly on any cell in a row (Role, Shift, Field, Rate, Notes) to edit it inline. Rows you've just added stay as drafts until you save or publish (see ES-04), so it's safe to build out a full schedule before anyone is notified.

Good to know

  • Map to Complexes only sets targets. It does not create any actual schedule rows by itself; that happens in Step 2.
  • If the Role field is missing when you click Add, the system flags it in red and won't let the slot save silently. Pick a role and try again.
Related:How do I set up Event Staff roles and shifts?How do I ask my Event Staff for their availability?How do I publish the Event Staff schedule and get staff confirmations?