Event Staff

Add your people to Staff Directory, set up roles and shifts once, say how many people you need where, ask who's available, build the schedule, and publish. On event day staff check in from their phones, and afterward you confirm hours so they can be paid. The whole thing takes about 20 minutes the first time and less after that.

Before you can schedule Event Staff for any event, set up two things once: the roles you use (Check-in Staff, Gatekeeper, Parking Attendant, etc.) and the shifts you offer (Morning, Afternoon, Full Day, Evening). Both are shared across every event for your organization, so you only set them up once and every future event reuses the same list.

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).

Rather than assigning people blind, you can text your Event Staff roster and ask who's available. Teddy, Tourney Direct's text assistant, handles the back-and-forth automatically, one day at a time, and records everyone's answers for you. Or ask Teddy: "Send availability requests to my event staff" and confirm.

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.

Click Event Staff in the left sidebar, then pick your event from Select Event at the top. Everything for that event's staff lives on this one page: setup, the schedule, texts, event day, hours, and pay. If you only have one event, it opens automatically.

Staff check themselves in and out from their phone. Teddy texts each confirmed person their check-in link shortly before their shift. Their times appear in the Check-in and Check-out columns on the Schedule tab, and their Status changes to Checked In. You can change anyone's status yourself from the Status dropdown in their row.

Each row's pay comes from its Rate Type and Rate $. For Flat Fee the rate is the pay. For Per Hour the pay is rate × Hours. The Hours box suggests a number from check-in and check-out, and you can click actual or sched to choose which one pay is based on, or type your own number.

Through the end of 2026, the Tourney Direct team approves and sends event staff pay with you directly. You don't need to approve anything in the portal, and you won't get approval texts. Your part is making sure hours are right and everyone has finished payment setup. Once funding has been provided, the system pays your event staff directly. Paid rows show Paid.

Set your standard Breakfast, Lunch, and Dinner amounts once on Roles & Shifts → Meal Reimbursement Rates. On the Schedule tab, tick rows and click Apply Standard Meal Rate, or type amounts into the Meals (B/L/D) boxes. Pay them with the Pay Meals button in the row. Meals are tracked and paid separately from stipend pay.

To remove someone, click Cancel in their row (or tick several rows and click Cancel in the bar). When someone replies NO, their row reopens as + Assign so you can fill it.

Open the Tasks tab, click + Add Task, pick the staff member, type your task or question, choose Yes / No or Free text, and click Send Task. Teddy texts it to them and their reply shows under the task.

The waiver and DL badges come from your Staff Directory. You'll see them in the Event Staff Pool and in the + Assign picker. They're for your information only. You can still assign someone who is missing a document, so check the badges before you publish.

On the Schedule tab, open Communicate ▾ → Delivery Details. It lists everyone on your Event Staff roster with the status of the latest text we sent them for this event: Delivered, Failed, Sent (waiting on the carrier), or Not sent.

Each event can have a sign-up link that asks people which days they can work. Everyone who signs up is added to your Staff Directory in the group you choose, and their days count as their availability, so you don't have to ask them again.