--- title: "Balance your event team's workload | Ticket Fairy Guides" description: "See how many hours each person on your event team has day by day, from their tasks and their rota shifts. Spot anyone over the limit before the week of the event, and when Fai suggests it, move a task to the teammate with the most room in one step." canonical: "https://www.ticketfairy.com/guides/balance-your-event-teams-workload" --- 1. [Ticket Fairy](https://www.ticketfairy.com/) 2. [Guides](https://www.ticketfairy.com/guides) 3. Balance your event team's workload Running your event day to day # Balance your event team's workload Event producers and operations leads hand out hundreds of tasks in the weeks before an event, and the same two people end up with most of them. The workload view adds up each person's tasks and shifts day by day, so you can spread the work before anyone burns out. Fai, your AI teammate, can check sales, update your event or change a ticket when you ask. Takes: 6 minutes [Watch the video: Balance your event team's workload](https://d3lcdr963b5ubl.cloudfront.net/uploads/guides/video/balance-your-event-teams-workload/eb1dc67e465f0a82a66e6df3b2dbf5d3eab4094ea75517ba521bc2d2d6653703/f8f60fd9be4ee5e1/guide.mp4) · [English](https://www.ticketfairy.com/resources/captions/guides/guide-balance-your-event-teams-workload-f8f60fd9be4e.vtt) ***Watch how it's done** 1 min 35 s, with captions.* - [Open the workload](#step-1) - [Choose the days and the limit](#step-2) - [Add the time each task needs](#step-3) - [Move work from someone over the limit](#step-4) ## Before you start - You are an owner, admin or producer on the event. Only those roles can open the event's **Operations** page. - Your tasks have someone assigned and a due date, and your crew and volunteers are on the rota if you want their shifts counted. 1. ## Open the workload [Play from here](#guide-video) Open the event, select **Operations**, then select **Tasks**. You'll find **Workload** in the Tasks section. ![The Workload for an event team, with each person's task and shift hours, one person over the limit and Fai's suggestion to move a task](https://www.ticketfairy.com/embeds/posters/marketing-event-logistics--workload.png) *Workload for the next 7 days.* 2. ## Choose the days and the limit [Play from here](#guide-video) Choose how far ahead to look, the next 7 or 14 days, then choose the hours a person can work in a day. **Note:** We spread a task's time over the days from its start to its due date, and share it between the people assigned to it. We add rota shifts for anyone whose email matches. 3. ## Add the time each task needs [Play from here](#guide-video) Under **Tasks that need a time**, choose the **Time needed** for each task. **Note:** You can also set **Time needed** when you open a task. A task with no time needed or no due date is listed separately, so the totals stay right. 4. ## Move work from someone over the limit [Play from here](#guide-video) Find the person marked **Over the limit**, select the move button on Fai's suggestion, then confirm. **Note:** Fai suggests the teammate with the least work on those days. We add the new person to the task first, then take the first person off it. ## Or have it done for you Fai reads each person's task time and rota hours for the next 7 or 14 days, says who is over the daily limit and suggests which tasks to move. When you agree, ask her to move the task: she adds the new person, takes the first one off and waits for your yes first. ### In your dashboard, with Fai ``` Who on the team is over 8 hours a day in the next two weeks, and which tasks should move? ``` ## Questions you might have **Why are someone's rota shifts not counted?** Shifts are matched to a team member by email address. Check that their crew or volunteer details have the same email as their Ticket Fairy login. **Is this the same as the hours limit in Rota rules?** No. Workload adds up your event team's tasks and shifts for the days you choose. **Most hours in 7 days** in Rota rules limits shifts across all your brand's events, and Fai leaves out anyone it would take over the limit when offering a shift. **Does Fai move tasks by herself?** No. Fai only suggests moves. A task only moves when you confirm it. ## Still have a question? Book a demo and we will answer it on a call, on your kind of event. Or create your account and see it for yourself. [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Create a free account](https://manage.ticketfairy.com/welcome) No setup fees. No monthly fee. No credit card required. ## Related guides - [More ways to use Ticket Fairy](https://www.ticketfairy.com/features) - [Keep the jobs behind your event moving](https://www.ticketfairy.com/guides/keep-your-event-tasks-on-track) - [Build your event rota and check staff in](https://www.ticketfairy.com/guides/build-your-event-rota-and-check-staff-in) - [Run your event from its Today page](https://www.ticketfairy.com/guides/run-your-event-from-its-today-page) - [Find any performer, stage or day on your event](https://www.ticketfairy.com/guides/find-any-performer-stage-or-day-on-your-event) - [Add your own fields to your event's artists, sponsors, suppliers, volunteers and tasks](https://www.ticketfairy.com/guides/add-your-own-fields-to-event-artists-sponsors-and-tasks) - [Read your event's email in one inbox](https://www.ticketfairy.com/guides/read-your-event-email-in-one-inbox) - [Every Ticket Fairy guide](https://www.ticketfairy.com/guides) ## Do this on your own event Create your account, build your event and follow the steps in your own dashboard. You do not need to book a sales call. [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) ## Sell tickets with Ticket Fairy Start free with unlimited events and no monthly fee, and choose a paid plan when you need more. - Set up your event in minutes - Free events are free - Fai, your AI teammate, is built in [Create a free account](https://manage.ticketfairy.com/welcome) No setup fees. No monthly fee. No credit card required. ## See it on a call Book a demo and we will show you how Ticket Fairy handles your kind of event. [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [More ways to use Ticket Fairy](https://www.ticketfairy.com/features) ### Tips for selling more tickets Practical advice from working event organizers, and every new guide as it is published. We respect your privacy. Unsubscribe anytime. --- This page is on Ticket Fairy, a ticketing, marketing and operations platform for live events and the venues that host them: festivals, club nights, concerts, conferences and tours, and night clubs, beach clubs and concert venues. It grows revenue with fan rewards that turn an audience into a sales channel, and runs the money side with payments and payouts, Vault business banking, and working capital advanced against ticket sales. [How Ticket Fairy ticketing works](https://www.ticketfairy.com/event-ticketing) · [Ticket Fairy for AI assistants](https://www.ticketfairy.com/llms.txt)