Event staffing timesheet and scheduling

Event days do not wait for a tidy spreadsheet. Gates open, call-outs land, clients change headcount, and someone still has to turn the night into a timesheet payroll can trust.

Ur Timesheet is built for event staffing crews: agencies and in-house event ops. Map the venue, deploy the roster, fill open and emergency shifts, let clients request staff through a portal, and clock the crew in with tap, QR badge, or GPS geofence. Live timesheets stay current while the show runs. Export CSV, Excel, or PDF when it wraps.

Map the venue before doors

Stages, VIP, bar, gates, security posts, loading docks: put them on a live map so deployments match the floor plan. Build on the big screen; carry the same layout in every pocket on show day. Crews stop asking “which entrance?” when the map answers first.

Deploy fast when the client changes the order

Assign in seconds with cost visible before you click. Offers go out; workers accept; slots fill. When a client adds a gate or cuts a room, you rebuild the deployment without starting from a blank sheet. Someone already deployed this month costs nothing extra for more shifts, so last-minute adds do not mean a new line item for every name you already used.

Open and emergency shifts

Events live on call-outs. Open positions and emergency coverage need a path that reaches the crew on their phones, not a group text that loses the thread. Workers accept with one tap from a free account they keep across employers. Your office keeps the schedule of record.

Client portal for staffing requests

Clients of your staffing company can request staff through a client portal. That keeps intake clearer than a late email chain, and it keeps your team in control of who gets offered and who gets booked. Nothing reaches the crew until you say so on your side of the product.

Live timesheets while the event is still running

Clock in by tap, QR badge, or GPS geofence. Supervisors can sign a crew in from a deployment when that fits the site. Live hours, late alerts, and incident notes support the floor team. When the shift ends, export a payroll-ready timesheet. We hand you the file; we do not claim to replace your payroll stack.

Chief of Staff AI on Pro (optional help on busy weeks)

On Pro, Chief of Staff reads the same schedule, rules, and rates you do. Ask it who can cover Saturday, to draft next week from a client request, or to chase unanswered offers. It shows the plan with cost, and books nothing until you confirm. Included with Pro (first 5 workers free each month, then $6 USD per worker, $49 USD monthly minimum). Free accounts get a week with it, and Standard accounts get a month, once, with no card.

Pricing that flexes with the event calendar

• Free: up to 5 deployed workers a month
• Pro: first 5 workers free each month, then $6 USD per worker. $49 USD monthly minimum
• Standard: first 5 workers free each month, then $3.50 USD per worker. $19 USD monthly minimum
• Slow month on free tier: possible. Workers always free. Roster seats you never deploy: $0

Run one event end to end

Map one venue. Deploy one crew. Clock the night. Export the sheet for the client or for payroll. Then decide if the next festival weekend belongs in the same system.