Shift Planning & Check-ins
Roles, locations, shifts, assignments, check-in/out, timesheets, and tasks
Roles & Locations
Before scheduling shifts, define the building blocks:
- Roles — operational roles your crew fills (e.g. Security, Medic, Usher), each with a name, description, and a color used consistently across the app (shift assignment chips, etc.)
- Locations — venue zones or positions (e.g. "Main Entrance", "Backstage"), each with a name, description, and an optional short location code
Both support search and full CRUD. Deleting a role or location warns you that it will be removed from any shifts, assignments, or check-ins that reference it.
Shifts & Assignments
A shift has a title, notes, start/end time, a location, a status (Planned, Active, Completed, Cancelled), and a list of assignments.
Create the shift with its time window and location.
Assign crew members — pick a project member and, optionally, the role they'll fill for that shift. A shift can have multiple assignments.
Track coverage — the shift list and the Overview dashboard both surface how many people are assigned vs. how many are actually checked in, so gaps are visible before doors open.
Shift Templates
For recurring shift patterns (the same door-security shift every event, for example), Shift Templates let you define a reusable pattern once — title, notes, a start/end time as an offset from the event's start, a default role, and a default location — and instantiate it into a real shift with one action whenever you need it, overriding the title or times if needed.
Check-ins
The Check-ins area tracks who is physically on site:
- Every check-in records the crew member, an optional shift and location, a check-in time, an optional check-out time, and an optional note
- The list can be filtered to "active only" (people currently checked in) and shows how long each person has been on site
- Checking someone out is a one-click action from the active list
This is the ground truth behind the "Staff On Site" KPI on the Overview dashboard and the staffing-gap calculations on individual shifts.
Timesheets
Timesheets capture actual worked time and attendance status per crew member, per event:
- Each entry records the crew member, an optional linked shift, an attendance status (Present, Late, Absent, Left Early, On Break), worked minutes, break time, overtime, and start/end times
- Summary stats roll up total entries, total worked time, total break time, total overtime, and total lateness across the event
This is the source for payroll-adjacent reporting — it's a record of what actually happened, distinct from the shift plan.
Tasks
The Tasks module is a lightweight, event-scoped task board separate from ticket/event tasks:
- Board view (Kanban: Open / In Progress / Done / Cancelled) or a compact list view
- Each task has a title, description, status, priority (Low/Medium/High/Urgent), due date, assignee, role, and location
- Filterable by free text, status, and priority — with counts for open, in-progress, done, and high/urgent-priority tasks