How Automation Transforms Event Staffing for the Better

Automation has become a hot topic in the event staffing industry over the years and for all the right reasons. This cutting-edge technology is transforming how event staffing operates, from onboarding to data gathering and even payroll. With good event software that supports automation, you can carry out events with greater speed, efficiency, and confidence. 

If you’re considering incorporating automation into your operations but still have some reservations, this blog is for you. Read on as we explore the key benefits of leveraging automation to elevate your event staffing processes.

What Is Automation in Event Staffing?

Automation is a key feature of different event management software. It replaces manual processes and streamlines various tasks associated with planning and executing events and managing staff. Some areas of event staffing that automation benefits are:

1. Scheduling and shift management.
2. Time tracking and attendance.
3. Checking staff availability and matching individuals to roles based on specific criteria, such as experiences and certifications.
4. Calculating wages, overtime, and other compensation factors based on attendance or work data.
5. Facilitating the collection, verification, and secure storage of essential documents like contracts, IDs, and certifications and sending reminders for document updates or expiration dates.
6. Reminding staff of upcoming shifts, assigned tasks, or changes in plans
7. Collection and organization of data related to attendance, expenses, and staff performance
8. Managing role-based permissions for security and access control

Key Benefits of Automating Event Staffing

Automating event staffing offers several key benefits that help optimize operations. Below, we discuss these benefits in more detail.

1. Enhanced Efficiency and Time Savings

Did you know that 74% of automation users say using automation tools helps them get their work done faster? Automation takes care of different manual tasks in event staffing, such as creating and updating staff schedules using spreadsheets or paper, sending reminders, collecting documents, tracking time, and more, allowing you to achieve more with just a few clicks. Consequently, this results in higher overall operations efficiency and time savings. 

2. Improved Accuracy and Reduced Errors

In many industries, including event staffing, human work is invaluable as it brings creativity, judgment, and problem-solving; however, even with the best efforts, human errors can be inevitable. In fact, Verizon’s 2024 Data Breach Investigations Report highlights that 68% of data breaches involved a non-malicious human element. This is where automation can be of great help. 

Automation is the perfect assistant in supporting human work, particularly in maintaining, securing, and entering data into systems. For instance, in time tracking and attendance management, automated systems record check-ins and check-outs through digital tools such as mobile apps, geofencing, or biometrics. This ensures accurate logging of working hours. But that’s not all, automation can help in preventing other common staffing issues such as double bookings, assigning unqualified staff to a role, and miscalculations on wages.

3. Scalable Operations

Whether it’s a corporate meeting, a conference, or a large public event, event automation software is designed to scale and adapt to events of any size. It enables you to onboard more staff into the system according to your staffing need for an event while streamlining essential tasks such as scheduling, staff coordination, time tracking, and communication. This enables you to allocate your resources more effectively and maintain organized operations, even as your staffing needs expand. 

4. Faster Updates and Communication

No matter where they are, event staffing automation ensures that your team members receive instant updates about changes in shifts, roles, or venue locations. All you have to do is input the message, schedule it, and let the software automatically send out reminders or notifications via email, SMS, or app alerts. With faster updates and communications, you can ensure that your staff can stay up-to-date with any schedule adjustments, last-minute changes, or other important event-related updates and reduce miscommunication or missed updates. 

5. Hassle-Free Reporting and Analytics

Reporting and analytics are two of the most important parts of event staffing. They not only help in the performance tracking of your staff but also in driving smarter resource allocation and management in future events. Despite the importance of reporting and analytics, many event planners can still find them challenging to master due to their complexity. Thankfully, automation can be of help. 

Automated systems can capture and analyze data on staff punctuality, task completion, and overall performance and present them in easy-to-understand reports. So, even if numbers are not your strong suit, you can understand and utilize data effectively. 

6. Enhanced Staff Experience

In event staffing, software that supports automation allows the utilization of self-service portals that enable staff members to easily view their schedules, swap shifts, and communicate directly with supervisors. Automated reminders and notifications also help staff stay on top of their responsibilities. Ultimately, the efficiency brought by automation can help not only transform administrative and management tasks within event planning agencies but also enhance the staff experience.

7. More Efficient Compliance and Documentation

Whether you're a newbie in event staffing or not, you know that complying with fast-changing payroll and labor laws is definitely not a walk in the park. But don't worry; automation can make it less overwhelming. With an automated system, you can accurately track staff working hours, manage overtime, and comply with wage standards and tax deductions. Additionally, software with automated features securely stores necessary documentation, such as contracts, timecards, and tax forms, making it easier to access and manage records during audits or inspections. 

8. Cost Savings

According to a Forbes report, Intelligent Automation usually leads to cost reductions ranging from 40% to 75%. As we have previously discussed, automated systems streamline key staffing processes such as scheduling, time tracking, and payroll management, eliminating the need for manual input and reducing the risk of costly mistakes. Additionally, this allows you to work with a smaller administrative team, lowering labor costs. With automation, you can also manage your entire team from a single platform, consolidating communications, scheduling, and payroll processes into one integrated system. This eliminates the need to use and subscribe to multiple software and tools. 

9. Faster Onboarding and Training

Event staffing and management software with automation capabilities allows you to onboard your staff faster into a system readily accessible through the internet or app. It also delivers essential training materials, documents, and task checklists. Even without your help, new employees can review their schedules, complete training modules, and receive updates on company policies or role expectations on the same platform. This reduces the need for manual onboarding and ensures that new hires have all the resources they need to be productive from day one, improving both the efficiency and consistency of the onboarding experience.

10. Eco-Friendly and Paperless Operations

Sustainable events have become one of the biggest trends in the event industry, and automation plays a key role in supporting this shift. Digital staffing automation processes reduce the need for printed schedules, contracts, and updates, minimizing paper waste. By transitioning to digital platforms, you can also eliminate the environmental impact associated with printing, such as paper consumption, ink usage, and energy for printing equipment. Digital systems reduce the need for physical storage, lowering space and resource requirements for document management as well.

Looking to manage more sustainable gatherings? Check out this post to learn how sustainability is shaping the future of events. 

Start Automating Your Event Staffing With StaffConnect

Looking to automate your event staffing process? You're not alone, and StaffConnect is here to kickstart your automation journey. StaffConnect is an all-in-one event and staff management software that automates and streamlines your operations, from onboarding and communications to payroll, saving you time and effort. Some of StaffConnect's most notable features include an easy onboarding process, a centralized database, automated reminders, GPS Check-in and check-out, White Label Custom branding, payroll compliance, and more. 

Take the first step toward smarter event staffing. Book a free demo today to learn more!