Assign staff to an event

Build an event's staff list: who works it, in which role and on which time slot, to drive the day-of operations.

Updated October 7, 2026

Assigning staff to an event means defining who works on the day, with their role and, when useful, their call and end times. This list is a section of the function sheet (BEO): it appears on the public page and the PDF, so everyone knows who is on site and what they are there to do.

An assignment is more than a name dropped onto a schedule: it pairs a person with a clear role and, where needed, a precise time window. That combination is what makes the list useful both to whoever prepares the event and to the team running it in real time.

This page details what a staff entry holds, how to fill it in, and how it ties to the function sheet to run the day with confidence.

Prerequisites

Before building an event's staff list, check a few points so the assignment is smooth and usable on the day.

The event must exist as a folder (created or converted from a request).
No account is needed: staff do not have to be workspace members. You type each person's name freely, whether employee or freelancer.
When you enter a phone number or an email, the person is saved to your contacts. They will be suggested on later events as soon as you type their name.
Ideally, the event's function sheet (BEO) is already started, so staffing and running order stay aligned.

What you'll learn

Add the people working an event, whether employees, extras or providers.
Set each person's role and their call and end times.
Read what a staff entry holds and how it is used.
Adjust the staffing as the event firms up.

Add staff to the event

Staff is entered in the event's BEO. There you gather both your employees and the extras and providers brought in for the occasion.

Open the relevant event folder.
Open the « BEO » tab, then expand the « Staff » section.

The « Staff » section in an event's « BEO » tab.

Click « Add a staff member », then type the person's name. If they have already worked one of your events, pick them from the suggestions: their phone and role are filled in.
Repeat until every position planned for the day is covered.

Each addition creates a separate entry in the list: you can therefore assign several people to the same position, or the same person to several time slots if their role changes during the day.

Set role and time slot

For each person added, specify what they do and, if needed, when they are on site. These two pieces of information turn a plain list of names into a work plan the whole team can read.

Pick a role in the « Role (optional) » field: Régie, Hospitality, Service, Technicien, Animation, Photographe or Sécurité. You can also type any label.
Fill in « Call time » and « End time » when the person is not there for the whole day, along with the phone number to call on the day.
Click « Save » at the top of the BEO: the staff is saved with the sheet and appears on the public BEO page and its PDF.

If a person stays for the entire event, the time slot can be left empty: no time simply means they cover the whole event. Conversely, a filled time slot pins down exactly when they are expected on their position.

On a multi-day event, turn on « Different per day » in the « Staff » section header: each person is then tied to a specific day, or to « All days ».

What a staff entry holds

Each line in the staff list describes one assignment. Here are the elements it brings together and what each one means in practice.

Name: typed freely, or picked from your contacts' suggestions. You can change the name shown for this event without touching the contact record (« Customized » badge).
Role: what the person is there to do. Pick a suggested role (Régie, Service, Technicien…) or type your own label: welcome, kitchen, cloakroom.
Times: « Call time » and « End time » (HH:MM format), to fill in when the person is not there for the whole event.
Phone and notes: the number to call on the day, and « Ops notes » (briefing, uniform, station, constraints).
Link to the event: the entry is part of the event's BEO and shows on its public page and PDF.
« Pending »: tick this box to hold a position before you know who will fill it. The row saves without a name and shows as unfilled on the BEO. The BEO « Enrich » button also creates these rows from the staffing lines of the quote.

None of these elements is locked: you can change the person, their role or their times at any moment, then click « Save ». The list stays an up-to-date reflection of the planned team.

The common roles to cover

Position labels are free, but a few families recur on most events. Here they are, with what each one covers, to help you staff without forgetting anything.

Welcome: greeting guests, cloakroom, guidance and check-in on arrival.
Floor: table service, setup, clearing and keeping the meal flowing.
Kitchen: preparing and sending dishes, often handled by a caterer or external provider.
Technical: sound, lighting, video and everything related to the event's control room.
Coordination: the lead who drives the running order and connects the positions together.

How it works

The staff list is specific to each event: it does not describe a global schedule, but the team for one precise day. Assignments live inside the event folder.

You add people one by one, each becoming an entry in the list.
You qualify each entry with a role and, if needed, a time slot.
The list is part of the function sheet (BEO): people and running order read together, in the tab as well as on the public page and the PDF.
On the day, the team consults this list to know who holds which position and when.

Duplicating an event does not copy its staff: you enter it again. People you have already used are suggested as soon as you type the first letters of their name.

Edge cases

A few situations deserve particular attention when you staff an event.

Person present all day: leave the time slot empty; the assignment then applies to the whole event.
Same position, several people: create as many entries as there are people on the same role (for example four on floor service).
One person on several positions: add them several times with different roles or time slots if they switch positions during the day.
Last-minute replacement: change the name on the existing row. The role, times and notes stay in place.
Provider in the kitchen: enter the caterer like any other row, with a « Kitchen » role. No Joinways account is needed.

Tip: name the roles clearly, not just the people. On the day, the team knows who to reach for the welcome desk or the kitchen, even if someone is replaced at the last minute.

Best practices

Assign early, adjust later: set an initial team as soon as the event is confirmed, then refine it as details become clear.
Cover every key position: welcome, floor, kitchen and technical should be staffed before the day arrives.
Keep staffing and BEO aligned: the running order and the people should tell the same story, with no phantom position or contradicting time.
Fill in only useful slots: enter a time only when presence is partial, so you don't clutter the list unnecessarily.
Plan externals ahead: enter extras and providers as soon as they are confirmed, so they appear in the list like the rest of the team.
Name a lead per position: designate the go-to person for each role family, to smooth communication on the day.
Review the day before: check the list one last time at D-1 to fill gaps and confirm presences.

Troubleshooting

Here are the most common situations and how to resolve them.

Someone doesn't appear in the suggestions. Cause: suggestions only show people already assigned as staff on one of your events. Solution: type their full name and add their phone or email; they will be suggested next time.

The time slot doesn't show on an assignment. Cause: no time was entered. Solution: fill in « Call time » and « End time » on the row. With no time, the presence is treated as covering the whole day.

Staff and BEO don't match. Cause: one of the two was changed without updating the other. Solution: review the staff list and the BEO running order so they describe the same day.

A staff row disappeared after saving. Cause: it had no name and was not ticked « Pending ». Solution: enter a name, or tick « Pending » to keep the position open.

Real-world example

For a wedding of 120 attendees, you assign two people to the welcome desk from 5 pm to 7 pm, four to floor service for dinner, one technical lead for sound and lighting, and the caterer in the kitchen. Each appears in the BEO's « Staff » section with their times, next to the schedule, so the team knows exactly who holds which position and at what time.

Another example

For a two-half-day company seminar, you assign a welcome lead present all day (time slot left empty), two people on the floor in the morning only for the plenary, and a technician on the afternoon slot for the workshops. The distinct slots show at a glance that the team is not the same morning and afternoon, and the BEO reflects the same split.

FAQ

Can I add someone who isn't on my team?

Yes. Staff don't need a Joinways account: type each person's name freely, whether employee, extra or provider.

What if an assignment changes before the event?

Edit the row in the BEO's « Staff » section, then click « Save »: the public page and the next PDF show the new assignment.

Do I always have to enter a time slot?

No. The time slot only matters when presence is partial. If the person covers the whole day, leave it empty.

Can I assign several people to the same position?

Yes. Create one entry per person: that's how you staff, for example, four servers on the floor for the same service.

Is the staff list visible on the BEO?

Yes. Staff is a section of the BEO: it appears on the public page shared with « Copy public link » and in the downloaded PDF, with « Pending » positions flagged.

Can the same person hold two positions during the day?

Yes. Add them several times with different roles or time slots, one entry per position.

How do I remove someone from the event?

Click the delete icon on their row (« Remove staff ») in the BEO's « Staff » section, then « Save ». The other assignments are unaffected.

Is an event's staff carried over if I duplicate it?

No. Duplicating does not copy the staff. People you have already used as staff are suggested as you type, which speeds up entry.