Assign staff to an event
Build an event's staff in the BEO: your workspace's roles, hours, phone numbers and what the client sees.
Updated
On the day, everyone needs to know who runs the welcome desk, who serves, who is on AV, and when each shift starts. A list of names in an email is not enough: you need the role, the hours and the number to call, in the same place as the schedule.
In Joinways, staff is a section of the BEO. Each line ties a person to a role and, when needed, a shift. The suggested roles are your workspace's, and people who already worked with you are suggested from the first letters.
What you'll learn
- Add an event's staff, employees and temps alike.
- Pick a role from your workspace's list, or type one.
- Prepare the role list and your usual staff for all your venues.
- Decide what the client sees of the staff: names, roles, phone numbers.
Prerequisites
- An event with its BEO ("BEO" tab).
- Any role other than "Read-only". The "Member" and "Operations" roles can also edit the staff list and suggested roles in the venue settings.
- Staff need no account: you enter each person freely.
1. Add staff to the event
- Open the event, "BEO" tab, then expand the "Staff" section.
- Click "Add a staff member" and type the name. If the person is in your venues' staff, pick them from the suggestions: their phone fills in.
- Pick their role, then fill "Call time" and "End time" if they do not cover the whole event.
- Add ops notes if needed: briefing, uniform, station.
The BEO saves itself. A line with no name can stay as an open position: tick "Pending". Staffing lines carried from a proposal arrive this way, waiting for a name.
The phone of a person linked to their contact record follows that record. If you correct it on the line, the contact record is corrected too, and every event they work shows the new number. A line entered with a name only is linked to the staff member with that name, if there is just one.
2. Pick a role
Click the role field. The list first offers your workspace's roles, in the order you chose. You can also type any title: "Role or type freely". "Remove role" clears the field.
3. Prepare roles and usual staff
Go to "Settings" > "Venues" > your venue > "BEO", "Staff" tab. These lists are shared by every venue of the workspace.
- Staff: the people suggested in the "Staff" section of each BEO. Anyone who already worked an event is listed automatically. "Add a person" adds your usual team; removing someone from the list keeps their contact.
- Suggested roles: the list each BEO shows, in this order. Add your titles ("Maître d'", "Valet"), remove the ones you do not use. Once the list is changed, "Back to the usual roles" restores the starting one.
Starting roles show in each user's language. A role you add keeps your spelling.
4. What the client and vendors see
The "Team" link and the team PDF show the full staff. The client's link shows names and roles, without hours or notes. Staff phone numbers appear only if the venue chooses so: in "Settings" > "Venues" > your venue > "BEO" > "Sections", row "Staff phone numbers", "Client" column.
The same page sets who sees the "Staff" section: client, vendors, team. See Set up a venue's BEO.
5. Multi-day events
Turn on "Different per day" in the "Staff" section header: each line is tied to a given day, or to "All days". The schedule, contacts and other sections have the same switch.
Example: a 120-guest wedding
The estate assigns two people to the welcome desk from 17:00 to 19:00, four to service for dinner, a sound and light technician, and the maître d' from start to finish. "Maître d'" is not among the starting roles: he adds it once in "Suggested roles", and the role is offered on every following BEO. The couple gets the client link: they see who welcomes them, without the hours or internal instructions.
Troubleshooting
A person does not appear in the suggestions
Cause: they never worked an event and are not in the staff list, or they were removed from it. Solution: add them in the "Staff" tab of the venue settings, or type their full name on the BEO.
The phone number changes on other BEOs
Cause: the line is linked to the person's contact record, and the number follows that record. Solution: this is intended; correct the number once and it is right everywhere.
I cannot edit the suggested roles
Cause: your role is "Read-only". Solution: ask a teammate who edits the workspace's events.
Frequently asked questions
Do staff need a Joinways account?
No. Enter each person freely, employee or temp. For a staff member to read the BEO, send them the "Team" link or a personal link from "Share".
Does the client see staff notes?
No. Staff notes and hours are for the team and vendors only.
Is the role list per venue?
No, it applies to the whole workspace, even when you edit it from a venue's settings.
Is staff copied when I duplicate an event?
No. People who already worked with you are suggested from the first letters of their name.
See also
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