---
title: "Build your event rota and check staff in | Guides Ticket Fairy"
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/fr/guides/build-your-event-rota-and-check-staff-in"
---

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

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

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# 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.

Pour:  Staffing every team and hour of your event

Durée:  12 minutes

- [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)

## Avant de commencer

- 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.

   **Remarque:** 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**.

   **Remarque:** 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**.

   **Remarque:** 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.
   **Conseil:** 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.

   **Remarque:** 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.

   **Remarque:** 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.

   **Remarque:** 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**.

   **Remarque:** 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.

   **Remarque:** 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.
   **Avertissement:** 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**.

   **Remarque:** 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.

## Essayez ces étapes sur votre propre événement

Créez un compte gratuit, montez votre événement et suivez les étapes ci-dessus dans votre propre tableau de bord. Cela prend quelques minutes et vous n'avez pas besoin de réserver un appel commercial.

    Votre adresse e-mail    [Créer un compte gratuit](https://manage.ticketfairy.com/welcome) [Réserver une démo](https://www.ticketfairy.com/fr/event-ticketing/book-a-demo)

Pas de frais d'installation. Pas d'abonnement mensuel obligatoire. Pas de carte bancaire requise.

## Ou faites-le faire pour vous

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.

### Dans votre tableau de bord, avec Fai

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

## Laissez Fai le faire pour vous

Fai travaille dans votre tableau de bord Ticket Fairy. Créez votre compte, ouvrez Fai et collez la consigne ci-dessus.

   [Créer un compte gratuit](https://manage.ticketfairy.com/welcome) [Réserver une démo](https://www.ticketfairy.com/fr/event-ticketing/book-a-demo)

Pas de frais d'installation. Pas d'abonnement mensuel obligatoire. Pas de carte bancaire requise.

## Cancel a shift

1. ### Cancel it

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

   **Remarque:** 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.

### Dans votre tableau de bord, avec Fai

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.

   **Remarque:** 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.

### Dans votre tableau de bord, avec Fai

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

## Questions que vous pourriez avoir

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.

## Vous avez encore une question ?

Réservez une démo et nous y répondrons lors d'un appel, pour votre type d'événement. Ou créez votre compte et voyez par vous-même.

   [Réserver une démo](https://www.ticketfairy.com/fr/event-ticketing/book-a-demo) [Créer un compte gratuit](https://manage.ticketfairy.com/welcome)

Pas de frais d'installation. Pas d'abonnement mensuel obligatoire. Pas de carte bancaire requise.

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## Faites-le sur votre propre événement

Créez votre compte, montez votre événement et suivez les étapes dans votre propre tableau de bord. Vous n’avez pas besoin de réserver un appel commercial.

  [Créer un compte gratuit](https://manage.ticketfairy.com/welcome) [Réserver une démo](https://www.ticketfairy.com/fr/event-ticketing/book-a-demo)

## Vendez des billets avec Ticket Fairy

Tout ce qui figure dans ces guides est dans votre tableau de bord dès le jour de votre inscription.

- Montez votre événement en quelques minutes
- Les événements gratuits sont gratuits
- Fai, votre copilote, est intégrée

 [Créer un compte gratuit](https://manage.ticketfairy.com/welcome)

Pas de frais d'installation. Pas d'abonnement mensuel obligatoire. Pas de carte bancaire requise.

## Voyez-le lors d'un appel

Réservez une démo et nous vous montrerons comment Ticket Fairy gère votre type d'événement.

 [Réserver une démo](https://www.ticketfairy.com/fr/event-ticketing/book-a-demo) [D’autres façons d’utiliser Ticket Fairy](https://www.ticketfairy.com/features)

### Des conseils pour vendre plus de billets

Des conseils pratiques d'organisateurs qui affichent complet, et chaque nouveau guide dès sa publication.

Nous respectons votre vie privée. Désabonnement à tout moment.