Adding Staff Names

If you want to record who is working an event, you can add staff names to the staff lines on your quotes. The names then show on your Google Calendar, the Event Brief and the Event staff roster.

This is a simple way to keep names with the job. It isn’t a full rostering system: there’s no availability, shift swapping, timesheets or staff notifications. If you need those, use a dedicated rostering tool such as Deputy (see Connecting with Deputy).

It’s also optional. If you never add anyone, your staff lines work exactly as they always have.

Add your people

Open the account menu and choose Settings → Staff, then switch to the People tab and click New person.

• Name is all you need. Phone and Email are optional.
• Usually works as is optional too. Tick the positions someone normally works, and they’re listed first when you add names to that position. Anyone can still go on any line.

When someone stops working for you, open them and click Make inactive. Their name stays on past jobs.

Add names to a quote

Open a quote and scroll to its Staff section. Each staff line shows ✓ Rostered, 2 of 3 rostered or Not rostered, with the names underneath. Click a name or a + Roster link, tick the people working that line and click Save.

A few checks help avoid mistakes:

• A line for three waiters takes up to three names.
• A person can only be on one line per event.
• If someone is already on another event at an overlapping time, you’ll see a note before you save.

You can also add names from Event staff roster in the sidebar, which lists the staff lines for all upcoming events.

Where the names show

• Your Google Calendar event, as a Staff: line
• The Staff Name column of the Event Brief Docket, with a blank row for anyone not yet named
• The quote page and the Event staff roster, for your team only

Names never appear on the customer’s quote or the quote PDF.

Good to know

• Names stay on the quote when you edit it. If you reduce a line’s quantity, the most recently added names come off first. Deleting a line removes its names.
• If your account is connected to Deputy, names come from Deputy instead and the People tab isn’t used. Your quotes show who has claimed each shift.

Related

• Event Staff for setting up staff positions and adding staff to quotes