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.

Assigning staff to an event means defining who works on the day, with their role or position and, where relevant, their time slot. This list feeds the day-of operations directly and appears alongside the function sheet (BEO): everyone knows who is on site and what they are there to do. Kept up to date, it prevents last-minute gaps and grey areas in the field.

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).
Your teammates must be invited into the workspace to be assignable as team members.
For external staff (extras, providers), you simply need to be able to enter them at assignment time, without them being a workspace member.
Ideally, the event's function sheet (BEO) is already started, so staffing and running order stay aligned.

What you'll learn

Add team members or external staff to an event.
Set each person's role or position and time slot.
Read what a staff entry holds and how it is used.
Adjust the staffing as the event firms up.

Add staff to the event

From the event folder, open the staff list to build the team that will work that day. There you gather both your teammates and the one-off contributors brought in for the occasion.

Open the relevant event folder.
Go to the event's staff list.
Add a member of your team, or enter an external worker where relevant.
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.

Indicate the role or position (welcome, floor, kitchen, technical…).
Enter the time slot when the person is not present for the whole day.
Save: the assignment then appears alongside the function sheet (BEO).

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.

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.

Person: the team member picked from the workspace, or the external contributor entered for the occasion.
Role or position: what the person is there to do — welcome, floor, kitchen, technical, or any other label you use.
Time slot: the window during which the person is expected on site, when their presence does not span the whole day.
Type of worker: internal team member or external staff, depending on how they were added.
Link to the event: the entry belongs to the event folder and shows opposite its BEO.

None of these elements is locked: until the event has passed, you can change the person, their role or their time slot, and 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 shows alongside the function sheet (BEO), so people and running order read together.
On the day, the team consults this list to know who holds which position and when.

Because everything is tied to the event, duplicating or reusing a similar event saves time: you start from a known team template rather than a blank page.

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: edit the existing entry rather than recreating one, to keep the position's history.
Provider in the kitchen: enter the caterer as an external worker on the kitchen position, even if they are not a member of your team.

💡 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.

I can't find a teammate to add. Cause: the person has not yet joined the workspace. Solution: invite them to the team, then come back to assign them to the event.

The time slot doesn't show on an assignment. Cause: no time was entered. Solution: open the entry and fill in the slot — 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.

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 an external catering provider in the kitchen. Each appears in the staff list with their time slot, opposite the BEO running order, 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. You can add your team members, but also external staff (extras, providers) for a specific event.

What if an assignment changes before the event?

Edit the assignment at any time from the event folder: the time slot or position updates, and the function sheet stays consistent.

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?

It shows alongside the function sheet, so people and running order can be consulted together.

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?

Delete their entry from the event's staff list: they drop out of the staffing without affecting the other assignments.

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

Starting from a similar event saves you rebuilding the team from scratch: you then adjust the template rather than re-entering everything.