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Coordinating event staff shouldn’t feel like herding cats. But when you’re juggling last-minute changes, double bookings, and scattered spreadsheets, it often does. The right scheduling software doesn’t just build a shift plan. It gives you time back, helps you stay compliant, and keeps your team in sync—even when plans shift.
We compared the top five tools to see which ones support the way you work, whether you’re staffing one-off galas or city-wide festivals.
Comparing the top 5 event staff scheduling software platforms
Finding the right scheduling platform for event staff is essential. Scheduling mismanagement leads to missed shifts, over‑staffing, or compliance penalties. To avoid overcomplicating event staffing, check out the five leading software solutions below.
1. Teambridge
Teambridge is a sleek workforce management platform built by former Facebook and Uber engineers. Its drag‑and‑drop scheduler lets managers create complex rosters with customized layouts, and employees can use the mobile self‑service feature to easily request time off or view shifts from their phone.
Under the hood, an advanced scheduling engine automatically matches staff to shifts based on skills and availability, while workflow automation triggers approvals or notifications to reduce manual busywork.
Teambridge’s user‑friendly interface and employee‑centered approach have earned praise from analysts. OutSail’s 2025 review highlights how its easy‑to‑use design and advanced scheduling engine boost adoption and reduce errors.
Features:
- Customizable scheduling: The drag‑and‑drop builder has configurable views, granular permissions, and a rules engine that enforces overtime and break policies.
- AI‑driven assignments: AI-powered scheduling automatically fills shifts based on skills, availability, and preferences, reducing manual planning.
- Workflow automation: The software features approval or reminder triggers and integrated chat to streamline communication.
- Employee rewards and chat: Its built‑in points/rewards system and team chat promote engagement and recognition.
- Mobile self‑service: Employees can view schedules or swap shifts via mobile app.
- Geofencing: Teams can only clock in and out within approved work zones, helping prevent time theft and improve time tracking accuracy.
Pros:
- An intuitive design for easy adoption
- Automated scheduling engine for minimizing errors and freeing managers’ time
- Built‑in automation and chat to reduce administrative workload and improve team communication
- Employee‑centric features (self‑service, rewards) to boost morale and reduce turnover
Cons:
- As highly customizable and configurable software, Teambridge requires working with an implementation specialist to get you up and running smoothly.
- While Teambridge does offer Instant Pay or earned wage access, clients still need a payroll system. (Teambridge can be integrated with third-party payroll providers, though.)
Pricing: To learn more about Teambridge’s pricing, reach out to our team today.
2. Connecteam
Connecteam is a mobile‑first time and attendance platform popular with distributed teams. Managers can use the drag‑and‑drop interface to build schedules, assign shifts based on availability and skills, and export rosters. Staff can clock in and out via smartphone with GPS geofencing. The app also includes HR modules for digital forms, training and skills tracking, and communication tools.
Alt text: Connecteam time clock app showing hours worked alongside the start shift screen for the mobile app (Source: Connecteam)
Features:
- Mobile time tracking with GPS and geofencing: Employees clock in and out from approved locations, generating timesheets and overtime alerts.
- Flexible scheduling: The drag‑and‑drop scheduler supports unlimited jobs/sub‑jobs, open shifts, shift swaps, and schedule templates.
- Communication and collaboration: In‑app chat, announcements, checklists, and forms keep teams in sync.
- HR and skills modules: Digital forms, training courses, and document management streamline onboarding and compliance.
Pros:
- Geofencing for clocking in and out at authorized locations, reducing time theft
- User-friendly mobile interface
- Built‑in communication and HR modules for supporting onboarding, training, and collaboration
Cons:
- Basic and Advanced plans don’t include breadcrumb location tracking, which is reserved for higher-tier subscriptions.
- The pricing model includes separate per-user costs, which may cause confusion.
- HIPAA‑compliant accounts require an additional fee.
Pricing: Basic plan starts at $29/month for the first 30 users. Advanced and Expert plans start at $49/month and $99/month, respectively.
3. Deputy
Deputy is a cloud‑based workforce management platform used in more than 100 countries. It offers drag-and-drop scheduling and auto-scheduling based on demand, enabling managers to fill coverage gaps and control labor costs.
Features:
- Drag‑and‑drop and auto‑scheduling: These tools allow you to create schedules quickly, auto‑fill shifts, and manage labor costs.
- Comprehensive time tracking: Clock‑ins are available via mobile app or facial recognition.
- Labor forecasting and budgeting: AI forecasting helps predict demand and build compliant schedules.
- Employee self‑service: Staff can swap shifts, request leave, and set availability via mobile app.
- Integrations and communication: The platform integrates with payroll and HR systems and includes a newsfeed, tasking, and announcements.
Pros:
- Intuitive interface and mobile accessibility
- Accurate time tracking and automated timesheets for reducing payroll errors
- Broad integrations with payroll and HR systems to simplify compliance
Cons:
- Per‑user pricing can become costly for smaller teams.
- Reporting features are somewhat limited.
- Users occasionally encounter technical glitches or face a learning curve for advanced features, according to Everhour.
Pricing: The Starter plan is free for up to 100 shifts per month. Premium plans start at $6 per user each month.
4. Humanity
Humanity is TCP Software’s cloud‑based scheduling platform. It uses AI to forecast demand, auto‑build compliant schedules, and match qualified staff to shifts.
The platform simplifies communication and empowers employees with control over their schedules. Managers can perform a variety of tasks, including labor cost analysis and compliance management.
Features:
- AI‑powered demand forecasting: The tool forecasts staffing demand, auto‑builds schedules, and fills shifts with available, qualified employees.
- Real‑time communication: The platform sends schedule updates via email, SMS, and mobile app.
- Employee self‑service: Employees can request leave, release shifts, and adjust availability through the mobile portal.
- Labor cost and budgeting analytics: Reports convert scheduling data into actionable insights.
Pros:
- AI‑based scheduling and forecasting
- Real‑time notifications and mobile app for communication and employee engagement
- Analytics and compliance tools for regulation adherence
Cons:
- Some users report minor glitches with scheduling, such as issues reflecting time-off, according to user reviews on G2.
- Features are sold by module and can become expensive for larger teams.
Pricing: The TCP Software website does not list Humanity pricing options. However, research suggests that costs start at around $3 per user each month.
5. Agendrix
Agendrix is a cloud-based scheduling, time-tracking, and workforce management tool designed for shift-based teams. Its schedule builder is user-friendly and color-coded, making it easy to assign shifts by employee or role and to see open slots and time-off requests.
Employees can clock in using a PIN, geolocation, or a tablet kiosk with optional facial recognition. The platform supports multiple time‑clock setups and sends time entries directly to automated timesheets. Agendrix prioritizes flexibility but requires users to purchase additional modules for advanced features as their organizations grow.
Features:
- Overtime alerts and compliance: Alerts help avoid labor‑law violations.
- Employee portal: Staff can set preferences, availability, and time-off requests in one place.
- Real‑time schedule modifications: Managers can update shifts instantly and notify staff in real-time.
- Messaging and reporting: Its built‑in chat and newsfeed foster communication, and analytics provide insight.
Pros:
- Easy‑to‑use, visually appealing schedule builder
- Additional modules for scalable growth
- High customization and immediate notifications
Cons:
- Managers must create or duplicate shifts manually because there is no auto‑schedule feature.
- Time‑tracking is a paid add-on.
- Some users complain that the learning curve for digital scheduling is steep, and certain integrations require manual setup, according to G2.
Pricing: Essential plans start at $2.93/user per month, with the option to add the automated time tracking for an additional $2.03/user per month.
What to look for in event staff scheduling software
When it comes to choosing an event staffing app, prioritize how easy it is to schedule, manage, and keep your employees in the loop. The best platforms flex with your staffing needs while providing the tools to run a smooth, professional operation every time.
Streamlined temporary staff onboarding and management
Events move fast—your onboarding should, too. Look for software that lets you build custom workflows to get the right people hired, credentialed, and ready to work.
A single, centralized platform to manage documents, certifications, and shift history helps prevent disorganization and last-minute scrambling before a key event or shift. Teambridge lets you match staffing needs with ease, from initial outreach to post-event wrap-up.
Role-specific mobile access and real-time updates
Your floor staff and your security team don’t need the same info, but they do need it fast. The ideal platform gives workers role-specific access and real-time updates, so they know when to check in, where to go, and what to expect.
Teambridge’s straightforward mobile platform keeps everyone aligned without the radio chaos.
Smart scheduling with event-optimized availability matching
When availability gets complicated (think: multi-day festivals, staggered load-ins), smart scheduling is a must.
Look for platforms with an AI workforce management tool that can recommend the right shifts based on role, skill, and availability, eliminating the need for manual sorting. With Teambridge, you can build the perfect schedule in minutes, not hours.
Event-specific analytics and reporting
You can’t improve what you can’t measure. Your software solution should provide event-specific insights, from tracking time and no-shows to reporting how many hours were worked by security versus catering. Teambridge makes it easy to slice and dice your data so you can plan smarter next time.
Event staff scheduling software adoption tips and best practices
Even the best labor management system won’t help if your team never fully adopts it. Smooth rollouts are key to event success, especially when you’re managing seasonal or temp crews.
The most common roadblocks? Resistance to new tools, unclear processes, and undertrained team leads. These best practices effectively address these challenges by empowering your team leads and clarifying your processes.
Start with a pilot for key events
Before rolling your new platform out company-wide, test it during a smaller or low-priority event. That way, you can gather feedback, tweak workflows, and get quick wins to build buy-in across your team.
Train staff on mobile features
Even the most tech-friendly staff members won’t use what they don’t understand. Make sure they leave onboarding or orientation knowing how to check in, view schedules, request swaps, and message managers directly from their phones.
Leverage analytics for continuous improvement
Use your staffing insights to get better with every event. The best systems help you track attendance, late check-ins, overtime, and labor costs by role or department. Event-specific analytics offer the insights you need to spot what’s working and fix what isn’t before your next big show.
Simplify event staffing with Teambridge
Event staffing doesn’t have to be stressful or time-consuming. Teambridge makes it easy to manage short-term, high-turnover teams across multiple venues and vendors. Whether you're managing volunteers, contractors, or large-scale crews, our no-code platform adapts to your needs and policies.
From onboarding workflows to real-time scheduling, everything happens in one centralized place. Plus, with a built-in labor management system that works on any device, your team always knows where to be and when to be there.
Looking to simplify your staffing for live events? Teambridge has your back.
Discover how Teambridge streamlines event staff scheduling—from onboarding to payroll—with mobile-first tools and automated shift matching. Book your demo today!
Event staff scheduling software FAQ
What is the best software for event planning?
There are lots of tools for planning events—think venue booking, ticketing, and run-of-show timelines. However, when it comes to staff management and keeping your on-site team coordinated, Teambridge stands out for its flexibility, automation, and mobile-first experience.
How do you create an event staff schedule?
With Teambridge, you can build schedules based on role, availability, and compliance requirements, then publish instantly. To manage your schedule, you can automate shift assignments, send out updates in real-time, and track check-ins to ensure everyone’s in the right place at the right time.
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