How to Customize StaffConnect for Different Event Types

Experienced or new to event planning, you understand that every event type demands its own setup. A corporate conference won’t operate the same way as a wedding, and a trade show will have completely different needs from a festival. With StaffConnect, you have the flexibility to adjust every detail to fit your event’s requirements. From customizing staff profiles to collect the exact information you need, to setting up payment integrations to make payroll more efficient, everything can be tailored.

Keep reading to learn how you can customize StaffConnect to meet the specific needs of any event type.

How to Customize StaffConnect for Different Event Types

When managing different event types, whether at the same time or separately, applying the right settings in StaffConnect is essential. Here are the top 8 features in StaffConnect you should customize first to ensure each event runs efficiently and aligns with its unique requirements. Let’s begin.

1. Set Staff Profile Elements 

StaffConnect allows you to customize staff profile elements so you can capture only the details relevant to each event type you are staffing or managing. This helps you assign roles more accurately, avoid miscommunication, and keep your team aligned with the specific requirements of each event. In the long run, it minimizes scheduling errors, saves time in staff coordination, and gives managers quick access to the exact information they need to make confident staffing decisions.

To start customizing staff profiles, here’s a quick step-by-step guide:

1. Go to Settings > System > Profile Info.
2. Click the blue + icon in the Category section.
3. Select Add Element.
4. Enter your element details in the box.
5. Click the tick button to save the new field.
6. Set who can view and complete each element, choosing from Hidden, Required, Required for Pay, or Optional.
7. Choose the response type, such as short, medium, long, list, date, or number, to ensure consistent and accurate data collection.
8. For gender-specific details, assign the element to male or female staff so only relevant users can complete it.
9. Drag and drop elements to rearrange them neatly and logically according to your preferences.

2. Define Staff Profile Attributes

Profile Attributes is where you can enter all the skills & qualifications you need to know about your staff; for example: driver's licenses, bar experience, safety qualifications, etc. These then appear in the Skills and Qualifications section of a user's profile.

Here’s a quick step-by-step guide to defining staff profile attributes. 

1. Navigate to Settings > System > Profile Attributes.
2. Select the + Add a new Attribute button. 
3. Drag and drop your Attributes to rearrange their order, so they are neatly displayed on your Users' Profiles.
4. Choose Admin Only for internal attributes visible only to Admin and Owner users, or Staff for attributes that staff can see and complete.
5. Pick a Role Default for an attribute to decide if new roles need it. For example, setting Yes for a “Driver’s License” attribute means all new roles will require staff to have it. Setting No allows only staff without that attribute, and Any lets all staff be eligible unless assigned manually.
6. Check the expiry field to require staff to enter an expiry date for the attribute, and they will receive email reminders when it is nearing expiration.

3. Create Your Own Ratings

Different events demand different performance standards, and a one-size-fits-all approach just does not work. By setting custom performance ratings in StaffConnect, you can evaluate staff on exactly the skills and qualities that matter for each event. This makes it easy to spot top performers, identify gaps, assign the right people to the right roles, and keep your team aligned with what success looks like for every event.

Here is how to customize performance ratings in StaffConnect to match your event’s needs.

1. Go to Settings > Profile Ratings in your StaffConnect dashboard.
2. Click the blue + icon to create a new rating.
3. Type in a Rating Title that reflects your event’s specific needs, such as Punctuality, Teamwork, or Guest Engagement.
4. Click Save to add the new rating to your system.

Once saved, these custom ratings can be used to evaluate staff performance more accurately for each event type.

4. Assign Work Areas

Work areas in StaffConnect are the specific locations or zones where your staff can work. You can set up these areas and let staff choose where they are willing to take a shift. This feature is crucial for managing multiple event types because it keeps shifts organized, aligns staff with the right locations and time zones, and ensures only the right team members see and apply for relevant events.

Use these steps to customize Work Areas in StaffConnect.

1. Navigate to Settings > System > Work Areas.
2. In the lower left, go to the Category section and either select an existing Category or type a new name in New Category and click + to create it.
3. On the lower right, type the Title of your Work Area, assign the Timezone, and click + to create it.
4. Adjust the Work Area settings by adding a Message for staff, setting the Minimum Required Work Areas they must select, and the Maximum allowed.
5. If you want staff to update their own Work Areas, go to Settings > System > Staff > Change Work Areas and enable this option.

5. Add User Statuses

A user status in StaffConnect indicates a staff member’s current state within your system. You can create custom User Statuses to quickly identify team members, with a colored dot appearing on the user table and in shifts for instant recognition. Every new staff member starts with the status New, which automatically updates to Existing after they complete their first shift. 

Adding staff statuses gives you complete control to track, manage, and organize your team efficiently. Here’s how to add a new staff status.

1. Go to Settings > System > User Statuses.
2. In the Write a new Status field, type the name of the status.
3. Click Choose a Color to assign a color to the status.
4. Press the + button to create the status.
5. To assign or change a status for a staff member, go to Users > Users to open the User Database.
6. Open the staff member’s profile.
7. Click the User Status in the top right corner of their profile and select the desired status.
8. Press the tick button to save.

6. Tailor Staff Reminders

Reminders keep your team on track, no matter the event type. Whether it’s a corporate conference needing check-in alerts or a festival requiring real-time updates on crowds or weather, reminders ensure tasks are completed on time, relevant staff are notified, and miscommunication is minimized. 

In StaffConnect, reminders are customizable notifications automatically sent to staff at preset times to prompt them to complete tasks on schedule. For example, 30 minutes before a shift starts, a reminder can prompt staff to check in.

Here’s how to create a new reminder in StaffConnect.

1. Go to Settings > Templates > Reminders.
2. Click the red + button to create a new reminder.
3. Fill in the reminder details and press Save.

7. Create Shifts for Your Different Events

Now that you’ve customized StaffConnect to capture the details you need from your staff, set up work areas, and configure reminders, it’s time to create shifts for your events. Customizing shifts helps you assign the right staff, avoid scheduling conflicts, and ensure every event runs smoothly.

To add a new shift in StaffConnect, follow these steps:

1. Navigate to Schedule > New Shift, or click on a date in the calendar view to automatically open the New Shift creation screen.
2. Enter all relevant Shift Details, including Date, Location, Contact Information, and Tracking Options. 
3. Press Save when finished.
4. After saving, you will be prompted to add a Role to the shift. A Role is a specific job or position within the shift that outlines the staff member’s responsibilities and requirements. Every shift needs at least one Role for staff to view and apply.
5. Enter the Role Details, including the Role Name, number of staff required, Payroll information, and any uploads or surveys staff need to complete.
6. Press Save again. Your shift will now appear in the Calendar, fully configured and ready for staff to apply.

8. Manage Payroll Settings

When customizing StaffConnect for your events, it is essential to configure the payment and finance settings. This determines how your staff are paid and ensures payroll runs smoothly, staff are compensated accurately, and client invoices are generated correctly.

In StaffConnect, you can manage Payroll settings by going to Settings > System > Payroll. Here, you can combine invoices, restrict to one invoice per shift, set invoice deadlines, and customize the information that appears on each invoice. Review these settings to ensure they match your workflow.

In addition to managing invoices, you can set up Xero integration in StaffConnect if you use the platform. Xero is cloud-based accounting software for payroll, invoicing, and financial reporting. Connecting it with StaffConnect automates payroll and billing, ensures staff are paid accurately, generates correct client invoices, reduces errors, and saves time, allowing you to focus on running events. Here’s how to integrate it in StaffConnect:

1. Make sure you have a Xero account with either the 'Standard' or 'Supervisor' role.
2. In StaffConnect, navigate to Settings > System > Xero.
3. Click the toggle to enable the integration.
4. A new browser tab will open to authorize StaffConnect to connect with Xero. If it does not appear, check browser settings or disable ad blockers.
5. Log in to Xero, select the organization to connect, and click Continue.
6. Wait a few seconds for the tab to close automatically; you will return to the Xero Settings page in StaffConnect.
7. Enable the modules you want to sync with Xero. Take note that Payroll currently works for Australian organizations.
8. Map the Xero accounts for the items you want to transfer.
   

In addition to Xero, StaffConnect integrates with XTRM Payment Software to streamline staff payments. To set up the integration:

1. Go to Settings > Integrations in the StaffConnect Admin Panel.
2. Locate XTRM and click Connect Account.
3. Log in to your XTRM account and authorize the integration.
4. Confirm the connection in StaffConnect.
5. Once shifts are completed and approved in StaffConnect, payments can be sent manually to XTRM.

Boost Event Planning Efficiency With StaffConnect

Take full control of your events with StaffConnect, the event management software designed to adapt to your unique needs. With fully customizable settings for staff profiles, shifts, work areas, reminders, and payroll, you can tailor the platform to fit every type of event you manage. StaffConnect streamlines your workflow, ensures accurate staff allocation, and makes managing multiple events simpler and more efficient, whether you are running small gatherings or large-scale corporate events.

Experience the power of customization. Schedule a free demo today and see how StaffConnect can work for your events.