Email vs. SMS vs. In-App Notifications: What Works Best for Event Staff?

Not many people realize this, but the way your message performs may depend on the message format you use. For events, email, SMS, and in-app notifications are the big three. Each offers unique benefits but works differently.

If you are wondering which message format is best for your event staff, this post has you covered. In this article, we discuss how email, SMS, and in-app notifications support event communication, what each does best, when to use them, and where they can fall short.

Email: Ideal for Sharing Detailed Information

As per Statista, the number of email users worldwide reached 4.55 billion in 2025 and is projected to increase to 4.97 billion by 2028. Email, or electronic mail, is a digital communication method used to send and receive messages over the internet. It works by sending messages through email servers, delivering information straight to a recipient’s inbox quickly and reliably.

Why Email Works for Communicating With Event Staff

Over the years, email has remained a reliable way to share event details with staff. Here are the key reasons it continues to work.

1. Standard for most people
2. Easy to set up
3. Low to no cost
4. Supports attachments

Best Use Cases of Email for Event Communication

Email works best for long-form communication that staff can read and reference at their own pace. It also serves as a reliable way to create a permanent record of important information. Email is particularly effective for sharing:

1. Pre-event briefings and run-of-show documents
2. Schedules and call sheets
3. Staff manuals and onboarding materials
4, Venue rules, dress codes, and policies
5. Post-event reports, feedback forms, and follow-ups

Where Email Falls Short

Email is not built for speed. During live events, staff rarely check their inboxes consistently. Messages can get buried, filtered into spam, or opened long after the moment has passed.

SMS: Optimal for High Visibility

SMS, or text messaging, is a service that delivers short messages directly to a staff member’s phone. While it may seem old-fashioned, it is still extremely effective for sharing information. In fact, SMS messages have an incredible 98% open rate. That’s nearly four times higher than email, which averages 26.8%, and more than twelve times higher than push notifications at 7.8%.

Why SMS Works for Communicating With Event Staff

SMS is an effective way to reach your event staff even amidst event peak times. Here are the main reasons it works so well:

1. Fast delivery through mobile phone networks
2. High open rate
3. Short and easy to read

Best Use Cases of SMS for Event Communication

SMS shines when you need staff to take immediate action. It works best for:

1. Last-minute schedule changes
2. Shift confirmations and reminders
3. Urgent updates or location changes
4. Quick instructions that require immediate attention

Where SMS Falls Short

SMS is limited by character count and format. It is not suitable for long explanations, detailed instructions, or documents. Overusing SMS can also lead to message fatigue, causing staff to ignore or mute notifications over time.

In-App Notifications: Built for Real-Time Event Operations

In-app notifications are messages sent directly through an event management or staff coordination app. They appear instantly on a staff member’s mobile device, often as push notifications.

Why In-App Notifications Work for Communicating With Event Staff

In-app notifications are a powerful way to communicate during events, helping your team stay informed and coordinated instantly. Here’s what makes them so effective:

1. Instant delivery
2. Direct access to event resources
3. Cost-effective
5. Targeted messaging

Best Use Cases of In-App Notifications for Event Communication

There are many ways in which in-app notifications can be used during events. Key use cases include:

1. Shift reminders and last-minute schedule changes
2. Location updates or area reassignments
3. Task alerts and on-site instructions
4. Check-in and check-out confirmations
5. Urgent announcements that require fast action

Where In-App Notifications Fall Short 

While in-app notifications are excellent for real-time updates, they do have limitations. Staff need to have the app installed and be actively using it to receive messages, which means notifications may be missed if devices are offline or app permissions are restricted.

Find out more about how mobile apps keep your team connected and events running smoothly. Learn more here.

So, What Works Best for Event Staff?

There isn’t a single communication channel that does it all, but each shines in different situations. Email is ideal for detailed, non-urgent communication. It’s low-cost, works across borders, and supports attachments, making it perfect for pre-event briefs, staff manuals, and post-event follow-ups. SMS, on the other hand, is fast and reliable, making it better for emergencies or backup alerts. It works without internet, so urgent updates reach staff immediately. The main downside is cost; sending frequent messages to large teams can quickly add up.

In-app notifications are the go-to for real-time communication. While some platforms may charge for them, these notifications appear where staff are already active, reduce missed messages, and provide context so instructions can be acted on quickly.

Make every team update count. Here is how to communicate with your event staff better.

Keep Your Team Updated Instantly With StaffConnect

Email, SMS, in-app notifications. Do you need all three? StaffConnect has you covered with every option in one platform. With two dedicated email servers and extensive experience with major providers, StaffConnect can send thousands of messages per minute and ensure your emails reach inboxes instead of spam folders. For SMS messages, these go directly from the StaffConnect system, with replies coming straight back to you or your team’s mobile phones, making urgent updates fast, simple, and reliable. StaffConnect also makes push notifications possible. Push notifications on your StaffConnect app and web platform are delivered instantly and in real time, so your staff stays informed every time.

But StaffConnect doesn’t stop at sending notifications and messages. It streamlines every aspect of event staffing with an easy registration system, a fully customizable app, live chat, a centralized database, multi-currency payroll, calendar integration, scheduling, surveys, and more. Everything is designed to save you time, reduce chaos, and keep your team aligned. Book your free demo today for the complete details.