How Event Staffing Software Reduces Admin Costs

Are admin costs quietly chipping away at your event budget? You're not alone. Many businesses face this challenge, but it doesn't have to stay that way. If your admin expenses are weighing you down, it's time to let event staffing software do the heavy lifting. In this post, we'll explore how it can help cut costs and boost efficiency.

How Event Staffing Software Reduces Admin Costs

Did you know that nearly 75% of leaders in IT and engineering report that process automation has enabled their teams to save between 11% and 30% of the time that was previously dedicated to manual tasks? What's more, the majority (59%) of these leaders indicate that expenses for those teams have decreased by the same percentage.

Automation is transforming industries, not just IT and engineering but also events, by improving efficiency and reducing costs. Event staffing software is a great example, offering powerful automation that helps businesses save money. But that's just one benefit! Keep reading to discover the top five ways event staffing software can cut your admin costs.

1. Automated Scheduling and Shift Assignments

Imagine this: You or your admin accidentally schedules 30 servers instead of 20 and double-books five staff members for another event. The mistake isn't noticed until the event day, forcing you to pay $1,500 for extra staff and $250 in emergency shift bonuses. The client refuses to cover the extra costs and demands a $1,500 refund. To make things worse, you now have to deal with the fallout. What a nightmare, right? Thankfully, this is totally avoidable with event staffing software.

Boasting powerful automated scheduling and shift assignment capabilities, event staffing software assigns shifts based on data such as staff availability, roles, and past work history. That way, every shift assignment is informed by data, hence making it accurate every single time. It also eliminates manual input, which is prone to errors that lead to mistakes such as double bookings, overstaffing, or last-minute scheduling conflicts. In addition, the software lets you know about double bookings or other urgent scheduling conflicts well in advance so you can plan necessary actions as soon as possible.

2. Real-Time Communication and Notifications

In the world of event staffing, clear and fast communication is crucial for your team to function effectively. Sadly, this level of communication doesn't always come for free, not even cheap, most of the time. Push notifications, for instance, can cost anywhere from $10 to $20 per 1,000 subscribers, depending on your provider.

But here's the good news. Event staffing software typically includes real-time communication and notifications as part of their service package. This gives you the option to send automated SMS, email, or app notifications about changes in shifts with no need for subscription to any other communication platforms. Another bonus is that it can send messages to the entire team or specific individuals instantly. This saves time used for individual back-and-forth and keeps the ball rolling. After all, as we all know, time is money. Using real-time communication tools also enables you to avoid delayed or incorrect information being passed along. The result? Less confusion and fewer errors can save you time and money in the long run.

3. Automated Compliance 

Avoid costly non-compliance fees with event staffing software. From alcohol serving permits to licenses for security, event staffing software tracks major certifications in the system to provide notifications for staff and admins when they will expire. Compliance with labor law is also made easier by making it impossible for employees who exceed their allowed work-hour limit to be scheduled. This mitigates the chances of highly costly penalties and keeps your business running smoothly. Tax and deduction integration is also available on event staffing software, so you are assured that all fines are deducted and paid accordingly on time.

4. Digitized Onboarding and Data Management

Onboarding new staff can be a costly and time-consuming process. As per the Society for Human Resource Management, the average cost of employee onboarding is about $4,100 per new hire. Thankfully, with event staffing software, you can significantly cut down on these costs and streamline the entire process.

Event staffing software allows new hires to complete all necessary paperwork, tax forms, and NDAs electronically through the website or the app. This tech-driven onboarding process eliminates physical paperwork, reduces admin tasks, and frees up HR staff to focus on duties that require more strategic thinking. Event staffing software systems can also automatically notify you when required documents or training are finished, keeping everything organized and on track.

Moreover, event staffing software centralizes all talent or staff information in one place, creating a digital database where all data can be easily managed, stored, and accessed anytime, anywhere. Additionally, it reduces the chance of errors, ensures consistency, and speeds up the overall onboarding and scheduling process.

5. Payroll and Time Tracking Integration

One of the biggest challenges for event managers or admins is handling payroll and time tracking. With event staffing software, this process becomes effortless. Using staffing management software, staff can easily clock in and out using their digital devices, eliminating the need for paper timesheets. This not only saves time but also reduces the risk of costly payroll errors that can occur when tracking hours manually. The software also seamlessly integrates with payroll systems, automating wage calculations, including overtime and deductions, ensuring accuracy every time. That means no more working overtime and worrying about complex calculations or manually adjusting for overtime. The system handles it all for you!

Additionally, event staffing software helps prevent time theft, which can be a significant drain on your business. By using GPS-based or biometric check-in systems, you can ensure that staff are in the right location and clocking in at the correct time. This maintains integrity in time tracking and ensures that you're only paying for the hours worked.

Want to understand more about U.S. payroll laws and best practices? Make sure to check out this post!

Manage Your Costs Better: Use StaffConnect for Event Staff Management Today

Event staffing software can significantly reduce costs associated with administrative tasks, but not all solutions are created equal. To ensure you get the best value for your investment, consider choosing StaffConnect.

StaffConnect is your all-in-one event staffing software designed to streamline administrative processes. From seamless staff onboarding and a centralized talent database to GPS check-ins/outs, robust communication tools, payroll management, and data collection, StaffConnect provides exceptional value for every dollar spent.

Starting at just $99.99 per month, StaffConnect offers a range of features that simplify your administrative workflows like never before. Book your free demo today to learn more!