---
title: "Build your event rota and check staff in | Ticket Fairy -oppaat"
description: "Plan the shifts each team needs across your event, let Fai suggest shifts and the people to fill them, send everyone their own shift times, and check your crew and volunteers in and out at the door on the day."
canonical: "https://www.ticketfairy.com/fi/guides/build-your-event-rota-and-check-staff-in"
---

# Build your event rota and check staff in | Ticket Fairy -oppaat

1. [Ticket Fairy](https://www.ticketfairy.com/)
2. [Oppaat](https://www.ticketfairy.com/fi/guides)
3. Build your event rota and check staff in

Tuotannon hallinta

# Build your event rota and check staff in

Festival and venue operations managers staff bars, gates, stewarding and first aid across long days with hundreds of crew and volunteers. The rota shows where every hour is covered, catches double bookings and short rest before they happen, and turns into a check-in list on the day.

Plan the shifts each team needs across your event, let Fai suggest shifts and the people to fill them, send everyone their own shift times, and check your crew and volunteers in and out at the door on the day.

Kenelle:  Staffing every team and hour of your event

Kestää:  12 minuuttia

- [Open the rota](#step-1)
- [Let Fai suggest shifts](#step-2)
- [Add a shift](#step-3)
- [Find the hours that need people](#step-4)
- [Add people to a shift](#step-5)
- [Ask Fai to fill the gaps](#step-6)
- [Clashes and rota rules](#step-7)
- [Set your rota rules](#step-8)
- [Send people their shifts](#step-9)
- [Check people in on the day](#step-10)

## Ennen aloitusta

- You are an owner, admin or producer on the event. The event's **Management** page opens for those roles only.
- Your crew and volunteers are in the event's Crew and Volunteers sections, with an email address for anyone you want to send their shifts.

1. ## Open the rota

   Open the event, select **Management**, then select **Rota** in the list of sections.

   **Huomautus:** With no shifts yet, choose **Let Fai suggest shifts** or **Add a shift**. If Rota is not in the list, select **More sections** and open it there.
          ![Ticket Fairy rota for a festival Saturday, with places filled, coverage by team and hour, a clash warning and each team's shifts](https://www.ticketfairy.com/embeds/posters/marketing-event-staffing--rota.png)    The rota for one festival day.
2. ## Let Fai suggest shifts

   Optional: select **Let Fai suggest shifts**, enter **People at the busiest time**, **Doors open** and **Last people leave**, then select **Update**.

   **Huomautus:** Fai suggests how many people each team needs hour by hour, and the add button puts those shifts on the rota for you to adjust.
         ![Ticket Fairy dialog with Fai's suggested staffing for a festival day, people per team for each hour and a button to add the shifts](https://www.ticketfairy.com/embeds/posters/marketing-event-staffing--suggest-shifts.png)    Fai's suggested staffing.
3. ## Add a shift

   Select **Add a shift**, enter the **Team** or **Role**, **Starts**, **Ends** and **People needed**, then select **Add shift**.

   **Huomautus:** Choose **Repeat over several days** to add the same shift every day from a first to a last day. A shift that ends before it starts runs into the next morning.
   **Vinkki:** Set the stage under **More details (optional)**, so the shift shows on that stage's page.
          ![Ticket Fairy Add a shift dialog with one day or several, team, role, place on site, times and people needed](https://www.ticketfairy.com/embeds/posters/marketing-event-staffing--add-shift.png)    Add a shift.
4. ## Find the hours that need people

   Choose the day, then read the coverage table under the places filled.

   **Huomautus:** Each cell counts people placed against people needed for a team and hour: green is covered, orange still needs people. Use the team, **Show** and search filters to narrow the shifts below it.
5. ## Add people to a shift

   Select a shift, select **Add people**, find crew or volunteers by name or role, then select the add button.

   **Huomautus:** For someone not on your lists, select **Add someone not on your lists**. Everyone starts as **Invited**; select **Mark confirmed** when they say yes.
          ![Ticket Fairy shift panel with the people on a bar shift, their status and the next step for each](https://www.ticketfairy.com/embeds/posters/marketing-event-staffing--shift.png)    One shift and the people on it.
6. ## Ask Fai to fill the gaps

   Select **Ask Fai to fill gaps**, untick anyone you do not want, then select the add button.

   **Huomautus:** Fai picks people who are free then, starting with those in the same team or with a matching role, and says why for each. They are added as invited and nobody is emailed.
          ![Ticket Fairy dialog with Fai's suggested people for open places, grouped by shift, with the reasons for each](https://www.ticketfairy.com/embeds/posters/marketing-event-staffing--fill-gaps.png)    Fai's suggestions for open places.

## Clashes and rota rules

A warning above the rota counts its clashes and names each person: on two shifts at once, working more hours in a day than your rules allow, or with too little rest between shifts. Fai never suggests someone for a shift that would break the rules, and a gap of 3 hours or more counts as rest even on the same day.

7. ## Set your rota rules

   Select **Rota rules**, set **Shortest rest between shifts (hours)** and **Most hours in one day**, then select **Save**.

   **Huomautus:** The same dialog holds your **Safety lead** and **Safety lead's email**, who is emailed straight away about a high or critical incident.
          ![Ticket Fairy Rota rules dialog with the shortest rest, the most hours in a day and the safety lead](https://www.ticketfairy.com/embeds/posters/marketing-event-staffing--rota-rules.png)    Rota rules and the safety lead.
8. ## Send people their shifts

   Select **Send people their shifts**, check the example email, then select the send button.

   **Huomautus:** Each person gets one email with only their own shift times, place and role for the day, and replies come to you. Anyone without an email address is left out, and the dialog says how many.
   **Varoitus:** The emails go as soon as you select the send button.
          ![Ticket Fairy dialog to send people their shifts for a day, with how many will get an email and the email one of them gets](https://www.ticketfairy.com/embeds/posters/marketing-event-staffing--send-shifts.png)    Send people their shifts.
9. ## Check people in on the day

   Select **Check in** at the top of the rota, find the person in **Find a person**, then select **Check in**.

   **Huomautus:** Select **Didn't arrive** for someone who has not come, and **Check out** when they leave. Every step can be undone, and the list refreshes every 20 seconds.
          ![Ticket Fairy check-in list for a festival day, with each person's shift and buttons to check them in, mark them as not arrived or check them out](https://www.ticketfairy.com/embeds/posters/marketing-event-staffing--check-in.png)    The check-in list on the day.

## Kokeile näitä vaiheita omassa tapahtumassasi

Luo ilmainen tili, rakenna tapahtumasi ja seuraa yllä olevia vaiheita omassa hallintapaneelissasi. Se vie muutaman minuutin, eikä sinun tarvitse varata myyntipuhelua.

    Sähköpostiosoitteesi    [Luo ilmainen tili](https://manage.ticketfairy.com/welcome) [Varaa esittely](https://www.ticketfairy.com/fi/event-ticketing/book-a-demo)

Ei käyttöönottomaksuja. Ei pakollista kuukausimaksua. Luottokorttia ei tarvita.

## Tai anna sen hoitua puolestasi

Fai reads the rota, its coverage and clashes, suggests shifts from your expected crowd and people for open places, adds and changes shifts, adds people, sets the rota rules, emails people their own shifts and checks people in or out. She shows you each change and waits for your yes first; only sending shifts emails anyone.

### Hallintapaneelissasi, Fain kanssa

Which shifts on Saturday at \<EVENT NAME\> still need people? Suggest volunteers to fill them

## Anna Fain hoitaa se puolestasi

Fai toimii Ticket Fairy -hallintapaneelissasi. Luo tili, avaa Fai ja liitä yllä oleva kehote.

   [Luo ilmainen tili](https://manage.ticketfairy.com/welcome) [Varaa esittely](https://www.ticketfairy.com/fi/event-ticketing/book-a-demo)

Ei käyttöönottomaksuja. Ei pakollista kuukausimaksua. Luottokorttia ei tarvita.

## Cancel a shift

1. ### Cancel it

   Open the shift, then select **Cancel shift**.

   **Huomautus:** The shift shows as Cancelled and stays in the rota's history. Select **Bring back** to put it back.

Fai cancels a shift or brings one back when you ask, after you confirm.

### Hallintapaneelissasi, Fain kanssa

Cancel the Sunday pit barrier shift at \<EVENT NAME\>

## Take someone off a shift

1. ### Take them off

   Open the shift, select **Take off shift** beside the person, then confirm.

   **Huomautus:** They stay in the shift's history, and you can add them again. Select **Can't make it** instead when they said no.

Fai takes someone off a shift when you ask, after you confirm.

### Hallintapaneelissasi, Fain kanssa

Take Cai Jones off the Saturday bar shift at \<EVENT NAME\>

## Kysymyksiä joita sinulla voi olla

Are Fai's suggested shifts a safety plan?:  No. They are a starting point. Follow your own risk assessment and your security and medical providers.

Can I add someone to a shift that is already full?:  Yes. The rota asks whether to add them anyway, then adds them as invited.

Does Fai email the people she suggests?:  No. Fai's suggestions are added as invited and nobody is emailed. Only Send people their shifts emails anyone.

Can someone at the gate check people in without the Management page?:  Any member of your event's team can ask Fai to check someone in or out, as at the door. Fai waits for their yes first.

What do the shift statuses mean?:  Needs people means fewer are placed than needed, Filled means enough are placed, and All confirmed means enough have confirmed. Cancelled stays until you bring the shift back.

## Jäikö vielä kysyttävää?

Varaa esittely, niin vastaamme siihen puhelussa sinun tapahtumatyyppisi mukaan. Tai luo tili ja katso itse.

   [Varaa esittely](https://www.ticketfairy.com/fi/event-ticketing/book-a-demo) [Luo ilmainen tili](https://manage.ticketfairy.com/welcome)

Ei käyttöönottomaksuja. Ei pakollista kuukausimaksua. Luottokorttia ei tarvita.

## Aiheeseen liittyvät oppaat

- [Lisää tapoja käyttää Ticket Fairyä](https://www.ticketfairy.com/features)
- [Share day sheets with your event's on-site teams](https://www.ticketfairy.com/fi/guides/share-day-sheets-with-your-on-site-teams)
- [Report and handle incidents at your event](https://www.ticketfairy.com/fi/guides/report-and-handle-incidents-at-your-event)
- [Etsi tapahtumastasi esiintyjä, lava tai päivä](https://www.ticketfairy.com/fi/guides/find-any-performer-stage-or-day-on-your-event)
- [Siirry tapahtuman Tänään-sivulle](https://www.ticketfairy.com/fi/guides/run-your-event-from-its-today-page)
- [Luo tapahtumapäivän aikataulu](https://www.ticketfairy.com/fi/guides/plan-your-event-production)
- [Seuraa kaikkia tapahtumasi artistivarauksia](https://www.ticketfairy.com/fi/guides/book-and-brief-your-artists)
- [Pidä tapahtumasi tehtävät liikkeessä](https://www.ticketfairy.com/fi/guides/keep-your-event-tasks-on-track)
- [Tasapainota tapahtumatiimisi työkuorma](https://www.ticketfairy.com/fi/guides/balance-your-event-teams-workload)
- [Lue tapahtuman sähköpostit yhdestä Saapuneet-kansiosta](https://www.ticketfairy.com/fi/guides/read-your-event-email-in-one-inbox)
- [Tee muistiinpanoja tapahtumapuheluistasi Fain avulla](https://www.ticketfairy.com/fi/guides/take-notes-on-your-event-calls-with-fai)
- [Valitse, mitä Fai tekee tapahtumassasi](https://www.ticketfairy.com/fi/guides/choose-what-fai-does-on-your-event)
- [Pidä tapahtumasi artistien rider-listat ja muistiinpanot ajan tasalla](https://www.ticketfairy.com/fi/guides/keep-rider-lists-and-notes-for-your-artists)
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- [Pidä kirjaa siitä, missä tapahtumasi artistit ja työryhmä majoittuvat](https://www.ticketfairy.com/fi/guides/book-travel-and-accommodation-for-your-artists)
- [Jaa tapahtumasi huonelistat hotelleille ja noudot kuljettajille](https://www.ticketfairy.com/fi/guides/share-rooming-lists-with-hotels-and-pickups-with-drivers)
- [Suunnittele ajo-ohjelma ja nimeä sen cue-kuuluttajat](https://www.ticketfairy.com/fi/guides/plan-your-run-of-show-and-who-calls-it)
- [Call your show live on show day](https://www.ticketfairy.com/fi/guides/call-your-show-live-on-show-day)
- [Book dressing rooms and plan build and break days for your event](https://www.ticketfairy.com/fi/guides/book-dressing-rooms-and-plan-build-and-break-days)
- [Hold dates for shows at your venue](https://www.ticketfairy.com/fi/guides/hold-dates-for-shows-at-your-venue)
- [Make an offer to an artist's agent for your show](https://www.ticketfairy.com/fi/guides/make-an-offer-to-an-artists-agent)
- [Settle a show with an artist after your event](https://www.ticketfairy.com/fi/guides/settle-a-show-with-an-artist)
- [Send your event contracts and get them signed online](https://www.ticketfairy.com/fi/guides/send-contracts-and-get-them-signed-online)
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- [Recruit volunteers for your event](https://www.ticketfairy.com/fi/guides/recruit-volunteers-for-your-event)
- [Give your event volunteers their own page and track their hours](https://www.ticketfairy.com/fi/guides/give-volunteers-their-own-page-and-track-hours)
- [Hand out radios and kit to your event crew](https://www.ticketfairy.com/fi/guides/hand-out-radios-and-kit-to-your-event-crew)
- [Handle lost property at your event](https://www.ticketfairy.com/fi/guides/handle-lost-property-at-your-event)
- [Keep a risk register for your event](https://www.ticketfairy.com/fi/guides/keep-a-risk-register-for-your-event)
- [Message the crew, volunteers and traders working on your event](https://www.ticketfairy.com/fi/guides/message-the-people-working-on-your-event)
- [Send your event lists to your team on a schedule](https://www.ticketfairy.com/fi/guides/send-your-event-lists-to-your-team-on-a-schedule)
- [Publish your event line-up and set times](https://www.ticketfairy.com/fi/guides/publish-your-line-up-and-set-times)
- [Add everyone who sends your event form to your volunteers, traders or crew](https://www.ticketfairy.com/fi/guides/add-form-applicants-to-your-event-teams)
- [Kaikki Ticket Fairy -oppaat](https://www.ticketfairy.com/fi/guides)

## Tee tämä omassa tapahtumassasi

Luo tili, rakenna tapahtumasi ja seuraa vaiheita omassa hallintapaneelissasi. Sinun ei tarvitse varata myyntipuhelua.

  [Luo ilmainen tili](https://manage.ticketfairy.com/welcome) [Varaa esittely](https://www.ticketfairy.com/fi/event-ticketing/book-a-demo)

## Myy lippuja Ticket Fairyn kanssa

Kaikki näissä oppaissa esitelty on hallintapaneelissasi rekisteröitymispäivästä alkaen.

- Rakenna tapahtumasi minuuteissa
- Ilmaiset tapahtumat ovat ilmaisia
- Fai, apuohjaajasi, on mukana valmiina

 [Luo ilmainen tili](https://manage.ticketfairy.com/welcome)

Ei käyttöönottomaksuja. Ei pakollista kuukausimaksua. Luottokorttia ei tarvita.

## Katso se puhelussa

Varaa esittely, niin näytämme, miten Ticket Fairy hoitaa sinun tapahtumatyyppisi.

 [Varaa esittely](https://www.ticketfairy.com/fi/event-ticketing/book-a-demo) [Lisää tapoja käyttää Ticket Fairyä](https://www.ticketfairy.com/features)

### Vinkkejä lippujen myynnin kasvattamiseen

Käytännön neuvoja järjestäjiltä, joiden liput myydään loppuun, sekä jokainen uusi opas heti sen ilmestyttyä.

Kunnioitamme yksityisyyttäsi. Voit peruuttaa milloin tahansa.