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How do I publish the Event Staff schedule and get staff confirmations?

operatordirectorLast verified Sep 30, 2026

Once you've built out your schedule and assigned people to slots, nothing is sent to anyone until you explicitly save or publish. Save Draft stores your work with no notifications; Publish locks in every assigned row and texts each person their assignment.

Where:

Event Staff → Schedule.

Save Draft vs. Publish

  • Save Draft stores your in-progress schedule so you (or a teammate) can come back and keep working on it. No one is notified; this is purely for your own use.
  • Publish locks in every draft row that has a staff member assigned and texts each of them their assignment. Rows still marked Unassigned are left alone; publish however many times you need as you continue to fill open slots.

What your staff receive

Once you publish, each newly-assigned person gets a text from Teddy with the date, complex, role, and shift time, ending "Reply YES to confirm or NO to decline." If you added notes to that slot, they're included just above that line.

  • If they reply YES, they get a confirmation text and their status updates to Confirmed.
  • If they reply NO, they get an acknowledgment and the event coordinator is notified. Their status updates automatically so you can see at a glance who's opened back up for reassignment; no manual follow-up needed to find out.

Tracking status

The Schedule tab's Status and Response columns update live as people confirm or decline. Filter by status (Unassigned, Confirmed, Not Available, Checked In, and more) to quickly see what still needs attention.

Messaging someone directly

Need to reach one person about something specific rather than a blast? Open the Tasks tab and use Message next to their name to send a one-off text.

Good to know

  • Canceling an assignment (via Cancel on that person's row) texts them that it's canceled. See ES-10.
Related:How do I set up Event Staff roles and shifts?How do I build the Event Staff schedule for an event?How do I ask my Event Staff for their availability?