---
title: "Event Staff Scheduling and Volunteer Management"
description: "Fill each shift with offers to the people who fit, keep one record of everyone who works your events, and recruit and reward the volunteers you need."
canonical: "https://www.ticketfairy.com/event-operating-system/crew-and-volunteers"
---

# Get every shift covered by the right people

Fai finds the people who fit each open shift, you send them offers, and the first to accept takes the place. Send volunteers guest tickets for the hours they give.

  [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Get started free](https://manage.ticketfairy.com/registration)    ![Ticket Fairy Event Operating System: Crew & volunteers](https://www.ticketfairy.com/embeds/posters/marketing-event-staffing--check-in.png)

- Open shifts filled by people who fit
- One page for each person's shifts
- Guest tickets for volunteers' hours

## Fill the gaps in your rota before show day

See where you are short while there is still time to fix it. Plan shifts by team and see how many places are filled for each team and hour. For each open shift, Fai lists the people who fit. They are free at all your events, rested and old enough, with the skill you need and within the hours you set. Send offers, and the first person to accept takes the place.

- **Cover by team and hour**: places filled and places still open
- **Shift offers**: the first to accept takes the place
- **Shift rules**: the rest breaks and working hours you set
- **Still coming?**: Fai asks the day before and offers any freed place

    ![Ticket Fairy Event Operating System: Fill the gaps in your rota before show day](https://www.ticketfairy.com/embeds/posters/marketing-event-staffing--rota.png)

## Build a crew you can call on again

Know who you can count on before you send a single offer. The People tab of your brand's Event Operations lists everyone who has worked or volunteered at your events. See their events, the shifts they worked, the times they did not arrive and their skills. Each person gets a My shifts page for all your events. There they accept offers, say which days they can work and add shifts to their calendar.

- **People**: everyone who works your events, with their record
- **Skills**: added by your team, with suggestions from Fai
- **My shifts page**: each shift at all your events, no account needed

    ![Ticket Fairy Event Operating System: Build a crew you can call on again](https://www.ticketfairy.com/embeds/posters/marketing-brand-people--people.png)

## Recruit all the volunteers you need

Make it easy to apply and quick to decide. Volunteers apply from a form made for their phone, and Fai checks each applicant against your roles. You accept, waitlist or decline them in batches, with one email to each person. Invite last year's volunteers back with their answers already filled in.

- **Application form**: made for phones
- **Checked by Fai**: each applicant compared with your roles
- **Returning volunteers**: invited back with their answers filled in

    ![Ticket Fairy Event Operating System: Recruit all the volunteers you need](https://www.ticketfairy.com/embeds/posters/marketing-event-volunteering--applications.png)

## Look after your volunteers so they come back next year

Give volunteers what they need for the day and a reward for their time. Each volunteer gets a private page to pick shifts, ask to swap or drop one, open their day sheet and induction, and upload documents. Compare the hours each volunteer signed up for with the hours they worked, and send the guest tickets they earned.

- **Volunteer page**: shifts, swaps, day sheet and documents
- **Hours**: hours signed up for beside hours worked
- **Rewards**: guest tickets for the volunteers who earned them

    ![Ticket Fairy Event Operating System: Look after your volunteers so they come back next year](https://www.ticketfairy.com/embeds/posters/marketing-event-volunteering--volunteer-page.png)

## Approve hours fast and check each agency invoice

Pay for the hours people worked, and only those. You approve each person's hours from when they were checked in and out of their shifts. Fai checks each line first, so you approve the lines with nothing odd in one go and fix the rest with a reason. Department leads approve their own team's hours from their phone. Hours by outside team shows what each agency's people worked and cost, so you can check the invoice.

- **Hours approval**: each line checked by Fai first
- **Department leads**: approve their team's hours on their My shifts page
- **Hours by outside team**: check an agency's invoice against hours worked

    ![Ticket Fairy Event Operating System: Approve hours fast and check each agency invoice](https://www.ticketfairy.com/embeds/posters/marketing-event-hours--hours.png)       [Book Demo Call](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Get Started for Free](https://manage.ticketfairy.com/registration)

## Go Deeper Into Crew and Volunteers

See how your team does each job in the dashboard, set it up step by step and get answers to your questions.

- ### [Rota & hours](https://www.ticketfairy.com/event-operating-system/crew-and-volunteers/staff-rota-and-shifts)

  Cover each team and hour, fill gaps with people who fit, find drop-outs the day before, and approve hours from your crew's check-ins.
- ### [Crew & volunteer teams](https://www.ticketfairy.com/event-operating-system/crew-and-volunteers/crew-and-volunteer-teams)

  Keep one record for each person who works your events, and recruit volunteers on a phone form Fai sorts for you. Give each volunteer a private page and reward their hours.

## See It in Your Dashboard

- ![Ticket Fairy shift panel with the people on a bar shift, their status and the next step for each](https://www.ticketfairy.com/embeds/posters/marketing-event-staffing--shift.png) See who is on each shift and the next step for each person.
- ![Ticket Fairy Offer this shift dialog for an 18 and over bar shift, with the people who fit](https://www.ticketfairy.com/embeds/posters/marketing-event-shift-offers--offer-this-shift.png) Offer a shift to the people who fit, and the first to accept takes the place.
- ![Ticket Fairy person record for a volunteer, with the shifts worked, skills Fai suggests and documents](https://www.ticketfairy.com/embeds/posters/marketing-brand-people--person.png) Open anyone's record to see the shifts they worked and the skills Fai suggests from them.
- ![Ticket Fairy hours by outside team, with each agency's people, hours and cost beside your own team](https://www.ticketfairy.com/embeds/posters/marketing-event-hours--by-outside-team.png) See the hours and cost of each agency's people beside your own team.

## Staff your shifts, check crew in and reward volunteers

- ### Crew and teams

  Keep your crew list with teams and their leads.
- ### Shifts

  Plan shifts, see cover by team and hour, and get clash warnings and suggestions from Fai.
- ### Shift offers

  Offer open shifts to the people Fai finds, in batches, and let the first to accept take the place.
- ### People across your events

  One record for each person who works your events, with shifts worked, skills and a confirmed age.
- ### My shifts page

  Each person sees their shifts at all your events, accepts offers and adds shifts to their calendar.
- ### Check-in and check-out

  Check crew and volunteers in and out of each shift at the door.
- ### Team workload

  See each person's hours per day across tasks and shifts.
- ### Volunteer list

  Keep each volunteer's status, [T-shirt size](https://www.ticketfairy.com/features/checkout/checkout-questions-and-attendee-details), dietary needs and emergency contact, and import volunteers from a spreadsheet.
- ### Volunteer recruitment

  Share a public form, let Fai check applicants against your roles and send your decisions in batches.
- ### Hours and rewards

  Compare hours signed up for with hours worked and send earned guest tickets.
- ### Meals, certificates and induction

  Feed your crew, check their certificates and run a safety induction before they work.

  [Learn more about Crew meals & safety](https://www.ticketfairy.com/event-operating-system/crew-meals-and-safety)
- ### Hours approval

  Approve hours from check-ins and check-outs, change a line with a reason and download the approved hours.
- ### Shifts from a spreadsheet

  Drop in your rota spreadsheet. Fai works out which column holds the day, the times and the team before the shifts are added.

## Fill your shifts and recruit your volunteers, step by step

- [Build your event rota and check staff in](https://www.ticketfairy.com/guides/build-your-event-rota-and-check-staff-in)
- [Offer open shifts on your event rota to crew and volunteers](https://www.ticketfairy.com/guides/offer-open-shifts-to-your-crew-and-volunteers)
- [Find the crew and volunteers who work your events](https://www.ticketfairy.com/guides/find-the-crew-and-volunteers-who-work-your-events)
- [Give your event crew one page for all their shifts](https://www.ticketfairy.com/guides/give-your-crew-one-page-for-all-their-shifts)
- [Recruit volunteers for your event](https://www.ticketfairy.com/guides/recruit-volunteers-for-your-event)
- [Give your event volunteers their own page and track their hours](https://www.ticketfairy.com/guides/give-volunteers-their-own-page-and-track-hours)
- [Balance your event team's workload](https://www.ticketfairy.com/guides/balance-your-event-teams-workload)
- [Message the crew, volunteers and traders working on your event](https://www.ticketfairy.com/guides/message-the-people-working-on-your-event)
- [Approve the hours your event crew and volunteers worked](https://www.ticketfairy.com/guides/approve-the-hours-your-crew-and-volunteers-worked)
- [Let department leads approve their team's hours at your event](https://www.ticketfairy.com/guides/let-department-leads-approve-their-teams-hours)
- [Add shifts to your event rota from a spreadsheet](https://www.ticketfairy.com/guides/add-shifts-to-your-event-rota-from-a-spreadsheet)

## Questions About Crew and Volunteers

### Crew & volunteers

#### What if two people accept the same shift at once?

The first to accept takes the place. If the shift is then full, the other person's page thanks them and says the place was filled.

#### Does the People list rate my crew?

No. You see each person's shifts worked, the times they did not arrive, late cancellations and hours, with their skills. Nobody is rated. The list shows one person for each email address.

#### Do shift offers go out without my approval?

Fai suggests each batch of offers, and a member of your team approves it. On each event, you can choose to let the first batch and the Still coming? question go out without approval.

#### How many volunteers can I send rewards to at once?

Up to 500 people in each batch. You can invite up to 5,000 returning volunteers from up to 25 past events, and you can download hours for events with up to 5,000 volunteers.

#### Can under-18s volunteer?

Yes, from 16 by default. A volunteer under 18 adds a parent or guardian, who agrees too.

#### Can department leads approve hours?

Yes. A department lead approves and corrects the hours of their department's shifts from their My shifts page. Leads never see costs and cannot approve their own hours.

#### Where do the costs of approved hours go?

Into the event's Budget, once a shift has a cost per hour. Approved hours are costed at the rate they were approved at.

                [Previous **Exhibitors & sponsors**](https://www.ticketfairy.com/event-operating-system/exhibitors-and-sponsors) [Next **Crew meals & safety**](https://www.ticketfairy.com/event-operating-system/crew-meals-and-safety)

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The Ticket Fairy, Inc. is a fintech company and technology platform. The Ticket Fairy, Inc. is not a bank, financial institution, or regulated financial services provider. Vault banking services are provided through regulated banking partners. Ticket Fairy Capital financing is provided by third-party private credit partners. The Ticket Fairy, Inc. does not make credit decisions, and all funding terms, approvals and conditions are determined by those lending partners.

---

This page is on Ticket Fairy, a ticketing, marketing and operations platform for live events and the venues that host them: festivals, club nights, concerts, conferences and tours, and night clubs, beach clubs and concert venues. It grows revenue with fan rewards that turn an audience into a sales channel, and runs the money side with payments and payouts, Vault business banking, and working capital advanced against ticket sales. [How Ticket Fairy ticketing works](https://www.ticketfairy.com/event-ticketing) · [Ticket Fairy for AI assistants](https://www.ticketfairy.com/llms.txt)