Help Center

The Events Calendar

The Events page opens on a month-view calendar showing your events on the days they run. Multi-day events span across the days they cover. From here you create new events, open existing ones to staff them, and publish them so employees can see and bid for shifts.

How Events Differ from Rosters

A roster is a recurring weekly (or template-length) schedule. An event is a defined engagement with its own start and end dates that can have completely different staffing needs on each day. Events also support shift bidding, where employees apply for shifts and you accept them, which is well suited to casual and pooled staff.

Creating a New Event

Click a day on the calendar, or click and drag across several days, to start a new event covering those dates. Give the event a name and confirm its start and end dates. You can also pick a colour so it's easy to identify on the calendar. The event is created as a draft (unpublished) so you can set it up before staff can see it.

Editing or Deleting an Event

Click an event on the calendar to open its detail view, where you can rename it, change its dates or colour, and configure its staffing. You can delete an event you no longer need from the same view.

Copying an Event (Right-Click Copy/Paste)

Right-click an event block on the calendar and choose "Copy event". Then right-click any day cell and choose "Paste [event name] here" to create a complete copy of the event starting on that date. The copy includes every day, area, position (with times and capacities), and even the employee assignments — the full setup. The pasted event is always created as a draft (unpublished), and bids/applications from the original are not carried over. The copy stays on your clipboard after pasting, so you can paste the same event onto several dates in a row — handy for repeating engagements.

Per-Day Configuration

An event's detail view has a tab for each day it runs, because each day can be staffed differently. On a day's tab you set up the areas, positions, and times that need to be covered for that day, independently of the other days.

Adding Areas and Positions

For each day, add the areas you need to staff (areas are drawn from your location's areas). Within an area, add positions, each with a start time, an end time, and a capacity — the number of people you need in that position. Setting a capacity of 30, for example, creates 30 individual slots to fill for that position.

Changing an Area or Position

If you set up the wrong area or position, you don't have to delete and rebuild it. Click the area's name (or the position's name) in the day view to reopen the selection modal in change mode and pick a different one. The positions, shift slots, times, and any assignments underneath are kept.

Assigning Employees

You fill positions by assigning employees to the open slots, using drag-and-drop in the day's grid. Assigned employees take a visible slot in the position. This is the manager-driven way to staff an event when you already know who you want. Your changes are buffered as you work and applied when you save the event.

Employee Quick Edit

If someone is missing a position or area qualification, right-click their card in the event's employee sidebar to open a quick-edit menu where you can update their Areas, Positions, and Qualifications on the spot — no trip to the Management page needed.

Saving an Area as a Template

If you staff the same crew arrangement repeatedly — for example a production line's standard crew, or a bar setup you run at every festival — you can save an area's full setup as a reusable template. Click the bookmark icon on the area's header and give the template a name. The template stores the area's positions, their times, and their capacities (staff counts). Saving with the same name overwrites the existing template, so you can keep templates current. Areas that have a template applied show a small bookmark badge.

Applying a Template to an Area

To use a saved template, click the template button on an area's header row. The "Add Template Positions" modal lists your saved templates (with search and an inline delete), each showing how many positions and staff it contains. Selecting one applies the template to that area — its positions, times, and staff counts replace whatever is in the area now, with empty shift slots ready to fill. This turns minutes of setup into one click.

What Auto-Staff Does

Instead of assigning every slot by hand, the events bot can fill an event's unassigned slots for you. It uses the same rules engine as the roster Auto-Generate bot: it respects employee qualifications (positions, areas, and bot tags), approved leave, unavailability, and your configured hard rules and preferences. It also checks the employee's existing roster shifts and other events in the same period, so it will not double-book someone who is already working elsewhere.

Running the Bot

Open the event and click the Auto-Staff button (the AI sphere in the event header) to open the bot rules window — the same Hard Rules and Preferences configuration used on the Rosters page (rulesets are shared per location). Click "Start Auto-Staff" to run it. The bot proposes an assignment for each slot it can fill, and the proposals are staged in the event view for you to review — nothing is saved until you save the event, so you can adjust or remove any proposal first. If you have unsaved changes in the event, save them before running Auto-Staff.

What the Bot Won't Do

The bot only fills unassigned slots; it never removes or replaces someone you have already assigned. If no qualified, available employee exists for a slot, the bot leaves it open rather than forcing a bad fit.

How Bidding Works

Instead of assigning everyone yourself, you can open slots for bidding so employees apply for the shifts they want. A manager can switch a position to bidding, and employees then see those shifts and apply through the employee app. Positions can also be marked as open shifts, where slots are simply available to claim.

Accepting Bids and the Waitlist

When an employee's bid is accepted they get their own visible slot in that position. If more people bid than there is capacity, the extra applicants go onto a waitlist rather than being rejected, so you can promote someone from the waitlist if an accepted person drops out.

Publishing an Event

While an event is a draft it's only visible to managers. Publish the event when it's ready so it appears to the relevant employees. The publish dialog has notification toggles so you can email and/or push-notify staff about the event when it goes live. You can keep editing a published event as plans change — when you open positions up for bidding or as open shifts on a published event, eligible employees are notified that shifts are available.

What Employees See

Published event shifts appear in the employee app's My Shifts area alongside their normal roster shifts. Shifts that are open for bidding show up so employees can apply, and accepted event shifts appear as part of the employee's schedule. This is the same place employees see and bid on roster shifts, so the experience is consistent.

Attaching Forms to an Event

You can attach form templates to an event, an area, or a position by dragging them from the forms panel in the event view. Staff working those shifts get the form as a task on their shift — see the Forms documentation for how shift tasks work.

Set up each day's areas and positions before publishing so employees see an accurate picture. Use capacity to reflect exactly how many people you need per position, and use bidding for casual pools where you want staff to opt in. Save recurring crew setups as area templates, and copy/paste whole events for repeating engagements. Colour-code events on the calendar when you run several at once so they're easy to tell apart.