Events module
From enquiry to showtime, on the same roster as everything else
Roster's Events module plans the function, staffs it from your own team, fills the gaps, briefs the crew and invoices the client - without a second tool and without the event crew disappearing from your everyday schedule.
One pipeline for every event
Every function, wedding, launch and pop-up sits on one board and moves left to right - Enquiry, Confirmed, Staffing, Ready, In progress, Complete.
- You move the first three columns; the last three move themselves. An event becomes Ready the moment its last position is filled, In progress when it starts, and Complete when it wraps - nobody has to remember to drag a card.
- Cancelled events keep their record with a structured reason (price, date, went elsewhere, client cancelled), so you can see why you lose work, not just that you did.
- Each card shows the date, client, headcount, quoted value and a live fill bar - 12 of 15 shifts filled at a glance, from across the room.
- Every column totals the quoted value of the events in it, so the board doubles as a pipeline report: what is tentative, what is locked in, what is about to happen.
- Events inside a week that still have gaps are flagged as needing attention, with a days-to-go label, so the urgent ones surface without you scanning dates.
Start from a template, not a blank page
Three starter event templates ship with every account - a corporate gala, a wedding reception and a private party - each carrying a full crew plan and task list.
- Pick a template when you create the event and the positions, times and prep tasks land prefilled. Change what is different about this one and move on.
- Save any event as a template. Your best-run gala becomes next quarter's starting point.
- Runsheet templates are separate - four ship out of the box - so uniform, getting-there and house-rules copy is written once and reused on every event of that kind.
Plan the crew, then create the shifts in one click
Build the staffing plan by role: how many, what hours, what rate. Roster totals the labour estimate live as you go, before a single shift exists - and shows it next to the quote, so you see the margin while you are still planning.
- One click turns the plan into real shifts on the roster, in the right week, against the right event. No retyping.
- Assign your own people from the shift, exactly as you would on the everyday schedule - the same availability, overtime and rest-break checks apply.
- Top up the roster later when the headcount grows; the fill bar on the event card updates as each position is covered.
- Record the client quote on the event and the labour estimate sits beside it - if a plan eats the margin you find out on the planning screen, not on the invoice.
Short a barista? Push the gap to Supp
Anything you cannot fill from your own team can be posted from the schedule straight to the Supp marketplace, without leaving Roster.
- The open shift shows up as a distinct Supp row on the roster so you always know which positions are covered by your crew and which are out to market.
- Three days before an event with gaps still open, Roster adds a "chase unfilled positions" task to the board automatically.
Runsheets your crew actually read
Every crew member gets a personalised briefing by email - their own shift time, the venue with a pinned map, uniform (with a photo), how to get in, house rules and who to call on the day.
- The run of show is a simple timeline you type once - 2:00pm bump-in, 4:00pm bar staff arrive, 6:00pm doors - and every briefing includes it.
- Change something and send an update; recipients see it as version 2, and you keep the history of every version sent.
- Delivery is tracked per person: opened, delivered, sent, bounced, no email on file, or assigned after the last send. No more "I never got it".
- Need paper? Print / PDF gives you the same briefing for the noticeboard or the clipboard at the loading dock.
Tasks that create themselves
Each event has a task list with quick-add prep items - confirm headcount, book equipment hire, brief the supervisor - and a few that appear on their own.
- Move an event to Confirmed and "Collect deposit" appears. Seven days out, "Confirm final headcount". Three days out with gaps open, "Chase unfilled positions".
- Automations never duplicate a task you already have, and never touch one you have ticked off.
- Notes, links and file attachments live on the event too - the floor plan, the client brief, the AV spec - so the whole team works from one page.
Clients, invoices and getting paid
A client book remembers every organiser you work with, their contact and their notes, and links them to every event you have run for them.
- Send deposit and balance invoices from inside the event - powered by Stripe - and watch payment status on the event card and in the payments hub.
- Overdue invoices get automated reminders - one every three days, capped at three, so a client is nudged, not nagged - and you see when the last one went.
- Invoice records are permanent. An event that has invoiced anyone can be cancelled but never deleted, so your financial trail stays intact.
The safety rails
Events change. The product assumes it and protects you from the expensive mistakes.
- Reschedule an event with live shifts and Roster stops you stranding the crew on the old date - move the shifts on the roster first, deliberately, because someone may have already confirmed the old time.
- Cancelling takes upcoming shifts off the roster and emails the workers who had confirmed. Deleting is reserved for duplicates and test cards and is guarded.
- Every change - stage moves, shift assignments, sends - is written to the activity log with who did it and when.
- Crew can sync their upcoming shifts to their own Google Calendar; changes and cancellations flow through automatically.
Events questions
What does the Events module cost?
Every venue can try Events free for 30 days from the first event you create - no card needed. After that it is a $20/month add-on (AUD, ex GST) on top of your Roster plan. Your event data is never locked: you can always read everything, even once a trial ends.
Is Events separate from the everyday schedule?
No - that is the point. Event shifts are real shifts on the same roster as your regular operation, so you can see instantly who is already working a residency or the cafe floor the morning of a big event. Overtime, rest breaks and availability are checked across both.
We run fixed locations and roaming events. Does that fit?
Yes. Set each fixed location up as an area (a residency, a venue floor, a coffee bar in an office), plus one area for roaming work. The schedule's "By area" view then shows each location as its own lane, with roaming events alongside. Every event still carries its own site address for the crew briefing.
Do my crew need an app to get the runsheet?
No. Briefings arrive by email, personalised to each person, with a map link and their own shift time. Shift notifications and clock-in work from any phone browser - nothing to download.
What happens when I cannot fill a position?
Leave it open and it shows on the roster as an unfilled shift. You can push it to the Supp marketplace from the schedule, and three days out Roster will add a task reminding you to chase any gaps that remain.
Is there event-level reporting?
Two places today. On each event: the client quote beside the live labour estimate, so margin is visible while planning. On the board: quoted value totalled per pipeline stage. Broader labour-versus-sales reporting lives in Insights, where you can ask questions in plain English across the whole venue - there is not yet a dedicated events tab there, and we would rather say so than pretend.
Can clients see anything?
Clients receive the invoices you send them (with a hosted payment page) and nothing else. The board, crew, rates and runsheets are internal to your team.
What if the event date moves?
Update the event and Roster checks for shifts that would be left on the old date. If there are any, it asks you to move them on the roster first rather than silently shifting people who may have confirmed the original time.
Can I get my existing events in?
Yes. Create them from a template in a few clicks each, or start with your next one and let history build from there. Our onboarding team will help you set up templates that match how you actually run events.
General questions about pricing, clock-in and payroll are on the main FAQ.