Shifts and volunteers
Fill the roster without a spreadsheet.
Say what a night needs, let people offer their availability, and fill the gaps without a spreadsheet. Here is how a show gets its crew, from the day it is booked to call time.
From booking the show to call time
The shifts open themselves
A Saturday concert is booked: 220 people, a bar and a band. Nobody sits down to count heads on their fingers.
You write the venue's staffing rules once — security for every show, another security shift when the bar is open, a sound tech when there is live sound — and each new date opens the shifts its rules call for. An event that doesn't need one can opt out of it.
Shifts opened by the rules
Security
Tech
Front of house
3
Volunteers sign up on your own website
Instead of an email to everyone asking who is free on October 18, the open shifts appear on your website. Volunteers pick a role, see exactly when to arrive, and claim the shift.
You decide which roles are approved automatically — ushers, greeters — and which wait for a manager. Someone who has said they are away that night can't claim a shift on it.
Saturday night jazz and soul
Saturday, October 18 · doors at 7:00 PM
Usher and greeter
Call time 6:15 PM, 15 minutes before doors, until 9:30 PM
A volunteer sees why they arrive at 6:15 and not at showtime: their call time and the reason for it are on the shift.
Invite the people you need, directly
For a sound lead or a stage manager you don't wait for sign-ups; you invite the person you want. Today the invitation reaches Marcus by email and in his Venue Family notifications, and the roster updates the moment he answers. There is no app to install.
Answering by text message is in progress. It will be the same invitation by text, answered with YES or NO, plus a reminder before load-in. It is not switched on for any venue yet; the demo shows where it is headed.
Marcus is confirmed. This is a preview; text replies are not live yet.
Everyone knows where to be, and the door opens for the right people
Each confirmed shift goes onto the person's Google Calendar, if they have connected it, with their call time. Move the show and the shift moves with it.
At call time, tonight's roster is who can open tonight's door console. Taylor arrives, opens it on her phone and starts checking people in, without anyone sharing an admin password.
Anyone still checked in a while after their shift ends is checked out automatically, so the hours report stays right without an end-of-night tidy-up.
Filled
Confirmed
Open
Door lead tonight: Taylor M., call time 5:30 PM
Stop rebuilding the same roster every week
Tell us how your nights are staffed and we will show you what the first month looks like once your venue's rules do the scheduling.