How StaffConnect Helps Reduce Staffing Issues at a Large-Scale Event

A tool you might not know about could be exactly what you need to solve the staffing issues that are wearing you down. StaffConnect is a powerful event and staff management platform that brings your entire workflow into one place. From scheduling and check-ins to communication and payroll, it’s built to take the stress out of managing teams at large-scale events.

In this guide, we tackle why staffing issues keep showing up at large-scale events and how StaffConnect helps you reduce them. Let’s get started right away. 

Why Staffing Issues Arise in Large-Scale Events

At large-scale events, you’re managing rotating shifts, dozens of roles, and a mix of new and returning staff, all while the clock is ticking and the pressure’s on. That’s when staffing issues start creeping in. Here are some of the most common reasons why staffing issues happen during large events:

• Staff Shortage – Not enough qualified people on the roster, last-minute cancellations, or no-shows leave gaps that are hard to fill under time pressure.
• Miscommunication – Missed messages, unclear instructions, or not knowing who’s responsible for what can create confusion across the team.
• Late Staff or Delays – Even a short delay can throw off check-in times, shift handovers, and client-facing deliverables.
• Unclear Assignments – When roles aren’t clearly defined or confirmed ahead of time, managers end up covering shifts instead of leading.
• Using Outdated Tools – Spreadsheets, group chats, and manual call lists break down when things get busy. Without a centralized platform, you can’t see who’s confirmed, trained, or checked in.
• Lack of Real-Time Visibility – Not being able to track staff locations or status in real time makes it harder to respond when issues arise.
• No Standard Process for Onboarding – When you’re pulling in new staff fast, things fall through the cracks without a clear, repeatable onboarding flow.
• Availability Conflicts – Double bookings and unclear availability cause last-minute reshuffling, especially when staff work multiple gigs.

The good news? These staffing issues are common, but they’re avoidable with StaffConnect.

How StaffConnect Helps Reduce Staffing Issues at a Large-Scale Event

The global large-scale events industry generated over $70,124.4 million in revenue in 2024, and it’s on track to reach nearly triple that amount by 2030. As events grow, so do the staffing issues that come with them. But that doesn’t mean they have to burn you out. Here’s how StaffConnect helps you reduce staffing issues at large-scale events.

1. Tracks Attendance With GPS Check-In

StaffConnect’s GPS check-in feature gives you real-time visibility over who’s actually on site and when they arrived, which is crucial when managing a large-scale event with multiple shifts and zones. As soon as someone checks in, their location is confirmed on the map and the shift calendar updates automatically, so you know exactly where your team stands. No more chasing updates or wondering who’s missing; if someone fails to check in, they’re flagged as a no-show, and you are instantly alerted. This real-time flow of staff attendance data helps you respond quickly, fill last-minute gaps, prevent delays, and keep the entire event running smoothly, even when coordinating hundreds of staff across multiple locations.

2. Speeds Up Staff Onboarding With a Streamlined Registration Process

Not many realize it, but inefficient registration is often the root of staffing issues like missing details, scheduling conflicts, and mismatched roles. StaffConnect fixes this with a fast, simple-to-navigate registration process that collects everything you need upfront. It saves your team from chasing information, cuts down admin time, and gets new talent ready to book in minutes. You can even embed the form right into your website, so the whole onboarding process feels seamless for both your staff and your internal team.

3. Organizes Staff Records in a Centralized Talent Database

When you’re managing a large-scale event, keeping track of staff data across multiple roles, shifts, and locations can get messy fast. You don’t want to risk losing important details or storing them in the wrong place. StaffConnect solves this by giving you a centralized, secure database where all talent profiles live in one spot. You can access everything remotely, and staff can update their own details directly in the system. This cuts down on back-and-forth, reduces errors, and helps your team stay focused on execution instead of tracking down missing info, making it easier to stay ahead of staffing issues before they happen.

4. Enables Customization of Profiles, Attributes, and Ratings for Smarter Staffing

Every event is different, and so are your staffing needs. With StaffConnect, you can tailor staff profiles using custom fields and checkboxes for skills, certifications, or anything else relevant to your event. You can also assign private 5-star ratings based on past performance, which helps when filtering and selecting talent. This level of customization means you’re always assigning the right people to the right roles, reducing mismatches and boosting event-day execution.

5. Automates Scheduling and Talent Matching

StaffConnect’s automated scheduling tools help eliminate the most common causes of last-minute gaps and miscommunication. Instead of manually cross-checking availability or chasing staff, the system matches and recommends talent based on real-time availability, location, and previous performance. It flags conflicts like double bookings and prevents you from assigning staff who aren’t available. This level of automation helps you build the right team faster, avoid scheduling errors, and stay one step ahead of potential issues, so you can keep the event fully staffed and running smoothly from start to finish.

6. Simplifies Team Communication With Automated Alerts and Live Chat

StaffConnect puts all your communication tools in one place. You can automate reminders before, during, or after a shift, and send real-time updates through email, SMS, or in-app notifications. Managers and staff can connect instantly through live chat, and shift-specific chat groups keep everyone aligned on the ground. No more digging through separate email threads or group chats, just clear, timely communication that keeps your entire team in sync throughout the event.

7. Runs Payroll, Timesheets, and Invoicing in One Place

Did you know that in 2024, over 80% of executives said they’ve lost business due to payment process miscommunication, and more than half experienced it more than once? Payment errors may not grab attention, but they can be a major source of staffing issues. When payments are delayed, incorrect, or unclear, it affects staff trust, morale, and willingness to take future shifts. 

With StaffConnect, you don’t have to juggle multiple systems for payroll and invoicing. Once shifts are completed and staff check in, timesheets and payment data are automatically prepared. Whether you’re paying employees or contractors, everything you need is ready in a few clicks. This cuts down on admin time, reduces errors, and ensures your team gets paid accurately and on time.

8. Delivers Quizzes and Surveys Straight to Staff 

Common staffing issues can come down to two things: staff not knowing enough, and managers not having enough data. StaffConnect’s built-in quizzes and surveys solve both. Use quizzes to test product knowledge, run health screenings, or make sure staff understand key event details and keep your team sharp. Meanwhile, surveys help you gather real-time feedback after each shift. You can track what worked, what didn’t, and what needs to change. It’s a simple way to turn every event into a smarter one.

Plan and Run Large-Scale Events More Efficiently With StaffConnect

If you’ve ever felt like you need extra hours in the day just to manage your staffing, you’re not alone, and StaffConnect was built exactly for that. From scheduling and payroll to reporting and real-time check-ins, StaffConnect brings it all into one easy platform. You get fewer errors, faster workflows, and a clear picture of what’s happening across your events. Whether you're managing five events or fifty, StaffConnect helps you stay organized, productive, and always one step ahead.

Book your free demo today to learn more!