Build your event rota and check staff in

Open the rota

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

Note: 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.

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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.

Note: 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.

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Add a shift

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

Note: 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.

Tip: Set the stage under More details (optional), so the shift shows on that stage's page.

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Find the hours that need people

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

Note: 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.

Add people to a shift

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

Note: For someone not on your lists, select Add someone not on your lists. Everyone starts as Invited; select Mark confirmed when they say yes.

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Ask Fai to fill the gaps

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

Note: 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.

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Set your rota rules

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

Note: The same dialog holds your Safety lead and Safety lead's email, who is emailed straight away about a high or critical incident.

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Send people their shifts

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

Note: 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.

Warning: The emails go as soon as you select the send button.

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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.

Note: 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.

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