Step 1: Add Your Employees


Step 2: Set up Your Employee Roles

Employee roles are used to set up a default pay rate for employee roles within your organization. These default pay rates are used to calculate event employee costs estimations.

Some example roles are

  • Server $15/h

  • Event Director $500 flat fee

To create an employee role

Click on the settings icon in the side navigation (icon shown above)

  1. Click on Employees, then Employee Roles

  2. Click the Add button.

  3. Enter the Role Name (example: Server)

  4. Enter the Description of the role

  5. Enter the Amount (number only, do not include the currency symbol)

  6. Enter the Rate (choose from Hourly, Percentage (of the pre-tax invoice amount), or Flat Rate (fixed dollar amount).

  7. Click Save to add the employee role.

To edit any of the employee roles, click on the Edit button on the employee role row.


Step 3: Schedule Your Employees for an Event

To schedule your employees

  1. Go to the scheduling page for your event

From the event edit screen

  • Click the Scheduling tab to schedule employees for that event

From the calendar

  • Click the event on the calendar you would like to schedule employees for

  • Click Schedule Employees on the Events screen

2. Click the Available tab to view all of the available employees

3. Click on the employee you would like to schedule

4. For fast scheduling, simply click Save to schedule, otherwise, click the edit button (icon shown above) to add shift details, assign a role to the employee for the event & more.

Shift Details

Event Portal Access

To give your employee access to the client / vendor portal for the event, check the box under Event Portal Access.

Shift Details

If you have information that you would like to share with all of your employees, you can add those details to the Event Details (staff only) field in the Event Info tab of the Event Edit screen.

If you have information that is specific for the employee you’re scheduling, enter that information into the Shift Description text area.

Shift Location

To tell your employee where they will be working, enter the location into the Shift Location text area.

Shift Start and End Times

The shift dates and times are automatically populated with the event start and end times, you can change them in the scheduling request if needed.

Include Working Hours

If you would like your employee to record the hours they worked, check the box under Include Working Hours.

ℹ️ Note: in the Scheduled Employees report, the hour totals will be broken down by the requested shift duration and the recorded shift duration.

Shift Role

To assign a role to the employee for the shift, select a role under the Shift Role dropdown menu. By selecting a shift role, the employee pay rate will also be populated automatically.

Employee Pay Rate

You can change the pay rate as needed.

ℹ️ Note: if the pay rate was populated from the shift role, any changes you make will only apply to this shift. If you need to change the role payrate for everyone, you can change the employee roles.


Employee Scheduling Notifications

When an employee is scheduled, they will receive an email from the system letting them know about their schedule including all of the scheduling details.

In the scheduling request they will be able to accept or decline the request.

When the employee accepts or declines the request, the following user roles will receive an email notification

  • Admin

  • Owner

  • Scheduling


Schedule Request Update Notifications

When any information in the scheduling request is updated the employee will receive an email notifying them of the update and of that change.


Scheduled Employees Get Access to the Detail Report

All employees who are scheduled will get access to the detail report.

The detail report is the invoice without client specific information (like the client email address and address) and without any pricing and invoice amounts or totals.

The detail report also includes any included inventory and key information about that inventory like

  • Inventory image

  • Name

  • Description

  • Quantity Needed

  • Location

  • Model Number

  • Serial Number

  • & more


Checking Scheduled Employees and Employee Availability

Scheduled Employees Report

Generating the Scheduled Employees Report

To check your scheduled employees or check your employee’s availability over some period of time

  1. Click the Calendar button in the side navigation (icon shown above)

  2. Click the Reports dropdown menu and choose Scheduled Employees

  3. Choose the dates you’re checking under From and To

The report will generate displaying all of the scheduled employees for that time frame and display all of the time off requests for that time period.

Download the Scheduled Employees Report

To download the scheduled employees report, click the Download button at the top of the Scheduled Employees report window.

Subscribe to the Weekly Scheduled Employees Report

Want to be emailed the weekly scheduled employees report automatically?

  1. Click the Settings button in the Scheduled Employees Report window (icon shown above)

  2. Check the checkbox under Email Report Status to turn the report on

  3. Choose the day & time you would like the report to be sent on

  4. Click Save Report Preference

ℹ️ Note: to turn the report off, uncheck the checkbox under Email Report Status.

All Employees Schedule Resource View

To view all of your scheduled employees in our scheduling resource view

  1. Click the Calendar button in the side navigation (icon shown above)

  2. Click the Change Calendar dropdown menu and choose All Employees Schedule

All Employees Time Off

To view & edit all of your employees’ time off requests on the calendar

  1. Click the Calendar button in the side navigation (icon shown above)

  2. Click the Change Calendar dropdown menu and choose All Employee Time Off


Scheduling Time Off

To schedule time off

  1. Click the My Schedule button (icon shown above)

  2. Click and drag on the calendar to select the days you would like to take off

Time Off Details

Type of Request

To request repeating days off, like every Monday and Friday, choose Repeating Days Off.

To request all of the days off in your time off request, choose Type of Request.

Weekly Repeating Days Off (for Repeating Days Off requests only)

In the text box start typing in the day of the week you are requesting off (example: Monday, Tuesday, Wednesday, Thursday, Friday, Saturday, or Sunday) and click on the day to select it.

Reason

Enter the reason for your time off request.

Start & End Date

Enter the start and end date of your request.

All Day

If the request is for the entire day, leave the box checked, otherwise, uncheck the box and enter the times the time off request is for.

Time Off Email Reminders

When an employee requests time-off, the following user roles will receive an email notification with the ability to accept or decline the time-off request.

  • Admin

  • Owner

  • Scheduling

When the time-off request is accepted or declined, the employee who requested the time-off will receive an email from the system letting them know.


Subscribe to Your Weekly Schedule

Want to be emailed your weekly schedule?

  1. Click the Calendar button in the side navigation (icon shown above)

  2. Click the Reports dropdown menu and choose My Schedule Report

  3. Check the checkbox under Email Report Status to turn the report on

  4. Choose the day & time you would like the report to be sent on

  5. Click Save Report Preference

ℹ️ Note: to turn the report off, uncheck the checkbox under Email Report Status.

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