Schedule event staff. They confirm with one tap.
Stop guessing the crew.
Planify is event staff management software for productions, markets, festivals, and charity days. You assign people to positions. Official WhatsApp Business messages let crew confirm or decline that slot with one tap. The dashboard shows who is covering door, stage, and floor before doors open. No app for the crew.
Key Takeaways
- Event staff rostering is occurrence + positions + assignments.
- A verbal “I’ll be there” in the group chat is not Shift Confirmation.
- Cover copy is for people not already scheduled on that slot.
- Live Planify rate: 64% confirmation, about 21 members.
Charity-day staffing: fundraisers and charity days.
Why crew confirmation breaks the day before
Group chats, a sheet, and verbal yeses look fine until someone goes silent. You discover a missing role on the morning of the event. By then logistics already own your attention. An emoji in the group is not a confirmed commitment.
The Planify way
Replace group-chat assumptions with one tap per role.
Individual confirmations for every crew role
Each person gets their name, role, call time, and confirm or decline on WhatsApp. Paid crew and volunteers can sit in different departments. The tap is the same.
Event coordination compared
See which roles are confirmed, declined, or pending, by zone, before doors open.
| Method | Individual confirm | App for the team |
|---|---|---|
| Group chat | No | No |
| Spreadsheet | Maybe | No |
| Staff app | If they log in | Yes |
| Planify | Yes | No |
How it works
Three steps. Same flow for a 20-person crew or a larger production.
Step 1 — You build the crew structure
Zones and positions: production, front of house, security, volunteers. Assign people to slots. Hybrid is fine — a stall lead assigned directly, helpers via Open Call. See open call vs direct assignment.
Step 2 — Planify sends confirmations
Personalized WhatsApp Scheduling messages. Timing follows the team timezone, not server UTC.
Step 3 — You see the crew before event day
Attendance Tracking by name, role, and zone. If someone cancels, that position opens. Other confirmed roles stay confirmed.
Platform features
Built for multiple zones, mixed teams, and tight timelines.
Multi-zone event structure
Separate departments for each zone or function, each with a coordinator. Department counts follow your plan.
Role-specific notifications
Door staff and stage crew do not get the same generic blast. Each message is the slot they were asked about.
One-tap confirmation for any crew type
Full-time crew, part-time staff, or first-time volunteers: one tap in WhatsApp. No crew app.
Cover when a crew member cancels
Ask available people on that same position. Do not treat a confirmed neighbour as if they moved roles.
Coordinators per zone
Zone leads manage their crew. The event owner keeps billing and the organization.
Who uses it
Producers, ops leads, and volunteer coordinators who need confirmed roles before doors open.
Event directors and producers
Every zone has names, not a pile of messages. See gaps while you can still fill them.
Production and operations managers
Production crew confirm independently from front of house. Arrive on site with a live board.
Volunteer coordinators
Helpers confirm the job they were offered. NGO programs: volunteer management software.
Front-of-house and hospitality leads
Ushers, registration, hospitality — confirm those positions separately from stage.
Security and access control
Confirmed headcount by post and shift before event day. Why groups fail: where WhatsApp group scheduling breaks. Sports crews: sports team scheduling.
Common questions
What event organizers ask before switching to Planify.
Yes. Put them in different departments or positions. Each person still confirms their own slot with one tap.
Most teams send an invite days ahead and a reminder closer to doors. Timing follows the team timezone. Exact windows depend on your plan: https://planify.team/pricing/.
That position is open. Cover colleagues for that slot can be asked. Other confirmed roles stay confirmed.
Yes. One charity day and a weekly market use the same model: occurrence + positions + assignments.
Planify uses the official WhatsApp Business API. See https://planify.team/privacy-policy/ and https://planify.team/gdpr-compliance/.
Software to schedule event crew, collect Shift Confirmation on WhatsApp, and track who is covering each role before doors open. No crew app.