Event Staffing Apps vs. Traditional Staffing Methods: Pros and Cons

If you’ve ever wondered whether to stick with what’s familiar or try something new in your event staffing methods, you’re not alone. Traditional methods like manual schedules, phone calls, and spreadsheets have been around long enough to prove they work. On the other hand, event staffing apps bring a level of speed, data, and automation that manual tools simply cannot match. 

In this article, we’ll compare event staffing apps and traditional staffing methods, looking at how each works, where they shine, and which one might be right for your next event.

Event Staffing Apps Vs. Traditional Methods

Event staffing apps and traditional staffing methods work differently, and each has its own strengths. To help you decide which one fits your needs best, here’s a quick look at the benefits and drawbacks of both.

Event Staffing Apps 

Event staffing apps are digital platforms designed to make staffing faster, easier, and more organized. It is powered by cutting-edge technologies like AI, real-time data tracking, and automation. 

Event Staffing Apps Pros

Here are the benefits of using event staffing apps in today’s modern staffing world. 

1. Apps automate processes from recruitment and scheduling to payroll and data collection, reducing manual work and speeding up the entire staffing process.
2. Automated scheduling and time tracking lower the risks of double-booking, missed shifts, and payment mistakes.
3. Everything is managed in one platform, from profiles, schedules, and tasks to performance, making coordination faster and more efficient.
4. Real-time alerts keep staff and managers informed, reducing confusion and improving response times.
5. Apps analyze performance and attendance data, helping you assign the right staff, plan better, and improve future events. 
6. Works just as well for a 10-person team as it does for 500, adjusting automatically as event size grows.
7. Built-in chat and push notifications replace emails and calls, creating faster and clearer communication.
8. Automatic time tracking integrates with payroll systems, ensuring accurate and timely pay with minimal admin work.
9. Staff can view schedules, updates, and tasks from their phone, making their jobs easier and more organized. 
10. Less time spent on admin means more focus on strategy, lower cost, and smooth event execution.

Event Staffing Apps Cons

Even with all the advantages event staffing apps offer, they’re not perfect. Here are some drawbacks you should keep in mind.

1. When everything's automated, you miss the one-on-one conversations that help you really understand your team.
2. Automation isn’t foolproof. Wrong data means wrong results. 
3. If the app goes down, so does your whole staffing process. 
4. Real-time notifications are helpful, but too many can overwhelm staff.
5. Event staffing apps look at data, not potential. You might overlook staff who don’t have enough history yet.
6. Staff without strong internet or smartphones may struggle to keep up.
7. Chat features are fast but can’t replace tone, body language, or personal rapport.
8. Auto-time tracking helps, but missed check-ins or errors still need human review.
9. Some people might find the app confusing or hard to use, especially new or temporary staff. 
10. Less admin doesn’t mean no supervision. You still need to monitor and adjust to make sure things stay on track.

Traditional Staffing Methods

Traditional staffing methods refer to the manual processes used to recruit, schedule, and manage event staff. These typically involve phone calls, emails, spreadsheets, paper documents, and in-person meetings.

Traditional Staffing Methods Pros

Traditional staffing methods have been around from the start, and despite all the new tech, they’re still standing. Here’s a quick look at why some managers still choose the traditional route.

1. Enables you to connect personally through calls or in-person chats, helping build trust, avoid miscommunication, and make communication more successful.
2. Relies on simple tools like spreadsheets and phone calls, which are familiar and require little to no training.
3. Allows you to handle every part of the process yourself, from hiring to scheduling, and it gives you a strong grip on every detail.
4. No need to pay for software or digital tools. Traditional methods run with what you already have, such as paper, phones, and time.
5. Traditional methods are tried-and-tested and don’t require learning something new.
6. Lets you use your judgment and experience rather than algorithms, which can feel more adaptable in complex situations.
7. For smaller events or tight-knit teams, traditional methods often get the job done without extra complexity.

Traditional Staffing Methods Cons

Like most methods, traditional staffing has its place, but it also has limitations. Here’s a closer look at the common drawbacks you need to watch out for.

1. While personal connection builds trust, it also slows things down. One-by-one calls or chats can eat up hours, especially for large teams.
2. Spreadsheets and phone calls are simple, but they’re also easy to mess up. One wrong information can affect your event negatively.
3. Handling everything yourself means more pressure and a higher chance of burnout.
4. You don’t pay for software, but you lose time fixing mistakes, dealing with no-shows, or rescheduling last-minute.
5. No learning curve, but no upgrades either. Skipping training is nice, but without learning something new, you miss out on faster, smarter ways to get things done.
6. Last-minute updates without a central system often get missed. Verbal updates or handwritten notes don’t reach everyone fast enough.
7. Experience matters, but it’s easy to miss patterns or repeat mistakes without data to back decisions.
8. Traditional methods work for small events, but they lack the speed, accuracy, and automation needed for larger or fast-paced events.

Event Staffing Apps Vs. Traditional Staffing Methods: Which Is Better?

So, which is better? Event staffing apps or traditional staffing methods? Here’s our verdict.

For Speed and Efficiency: Event Staffing Apps

Event staffing apps help you handle large teams quickly, automating tasks to ensure smooth event operations with minimal delays.

For Cost Efficiency: Event Staffing Apps

Traditional methods might seem like the cheaper option upfront since you don’t need to invest in software. However, they can cost more in the long run due to mistakes and last-minute scrambling. Event staffing apps require an initial investment but help you save time and reduce errors, making them a better long-term choice.

For Scalability: Event Staffing Apps

If you’re planning a larger, more complex event, event staffing apps are ideal because they can automate scheduling and communication, helping you scale up with ease. Traditional methods work well for smaller events, but can quickly become inefficient as the event size increases.

For Building Connection: Traditional Staffing Methods

Traditional event staffing methods help build connections by allowing direct, personal communication with staff through calls or face-to-face interactions. This approach fosters trust and clarity, which are key in building lasting connections.

For Flexibility and Control: Traditional Staffing Methods

If you need complete control and the flexibility to make quick decisions, sticking with traditional methods may be the smarter choice. While event staffing apps automate processes and let you tweak things on the fly, they might not be as fast when urgency strikes.

For Hiring the Best Staff: Traditional Staffing Methods

Traditional event staffing methods let you use your own judgment, build real connections, and look beyond what’s written on a resume. With direct interviews or phone calls, you can assess attitude, spot red flags, and trust your instincts.

Get Event Staffing Right Every Time With StaffConnect

Traditional staffing methods won’t disappear anytime soon because human connection still matters. But if you want to stay competitive today, event staffing apps like StaffConnect can definitely give you the edge. 

StaffConnect is an advanced event staffing and event management app built to simplify how you plan, schedule, and manage your team. From onboarding and automatic shift reminders to GPS check-ins and real-time updates, everything you need is in one place. It’s designed to save time, cut confusion, and help your staff perform better.

Ready to streamline your staffing? Book your free demo to learn more!