--- title: "Offer open shifts on your event rota to crew and volunteers | Ticket Fairy Guides" description: "Fill the gaps in your event rota by offering a shift to the crew and volunteers who fit it. Fai picks people who are free, rested, old enough and have the skill across all your events, each person gets an email with their own link, and the first to accept gets the place." canonical: "https://www.ticketfairy.com/guides/offer-open-shifts-to-your-crew-and-volunteers" --- # Offer open shifts on your event rota to crew and volunteers | Ticket Fairy Guides 1. [Ticket Fairy](https://www.ticketfairy.com/) 2. [Guides](https://www.ticketfairy.com/guides) 3. Offer open shifts on your event rota to crew and volunteers Running the production # Offer open shifts on your event rota to crew and volunteers Festival and venue crew managers lose hours texting round to fill a bar shift or a gate that is one person short. Offering the shift to a few people who fit, and letting the first yes take the place, fills your rota without a group chat and without double booking a crew member across your events. Fill the gaps in your event rota by offering a shift to the crew and volunteers who fit it. Fai picks people who are free, rested, old enough and have the skill across all your events, each person gets an email with their own link, and the first to accept gets the place. For: Filling the open places on your event rota Takes: 6 minutes - [Open the Offers view](#step-1) - [Choose the shift to offer](#step-2) - [People Fai leaves out](#step-3) - [Tick who gets the offer](#step-4) - [Send the offer](#step-5) - [The first yes takes the place](#step-6) - [Check who answered](#step-7) ## Before you start - You are an owner, admin or producer on the event. The event's **Operations** page opens for those roles only. - The shift is on the rota with the number of people it needs, and the people you want to offer it to have an email address on your crew, volunteer or shift lists. 1. ## Open the Offers view Open the event, select **Operations**, select **Shifts**, then select **Offers** at the top. **Note:** Each shift from now on that needs people shows how many places are open, with its minimum age and skill. If Shifts is not in the list, select **More sections** and open it there. ![Ticket Fairy Offers view of a festival rota, with the still coming answers, a steward who has not arrived and a bar shift that needs two more people](https://www.ticketfairy.com/embeds/posters/marketing-event-shift-offers--offers.png) Shifts that need people, and the offers already out. 2. ## Choose the shift to offer Select **Offer to people** on the shift. **Note:** Fai checks everyone who worked your brand's events and ticks about three people for each open place. A shift you already offered says **Offer to more people** instead. ![Ticket Fairy Offer this shift dialog for an 18 and over bar shift, with the people who fit, the two Fai ticked and why, and who was left out](https://www.ticketfairy.com/embeds/posters/marketing-event-shift-offers--offer-this-shift.png) The people who fit the shift. ## People Fai leaves out Fai leaves out anyone who is on another shift at that time, would get less rest or work more hours in a day or in 7 days than your rota rules allow, is younger than the shift's minimum age, lacks its skill or a document it needs, or said they can't work that day. The line under the list counts them by reason. People whose age nobody has confirmed, or who have not said whether they can work that day, stay on the list with a note, because they answer that on their own page. 3. ## Tick who gets the offer Tick or untick people in the list. **Note:** Each person shows whether they are crew or a volunteer, what their past shifts show and why Fai suggests them. One offer can go to up to 50 people. 4. ## Send the offer Select the offer button at the foot of the dialog, which counts the people you ticked. **Note:** Each person gets an email with a link to their My shifts page. Nobody else is offered the shift unless you send more. **Warning:** The emails go as soon as you select the button. ## The first yes takes the place Each person accepts or says no thanks on their My shifts page, and a shift with a minimum age asks them to tick that they are old enough. The first person to accept joins the shift as confirmed, and everyone else still deciding sees that someone else took it. Before a place goes to anyone, it checks again that the shift still has room and still fits them. 5. ## Check who answered On the shift, select the line that counts the offers, such as Offered to 3 people. **Note:** Each person shows **Waiting**, **Accepted**, **Declined** or **Place filled**. Anyone who accepted is on the shift in **Plan**. ## Try these steps on your own event Create a free account, build your event and follow the steps above in your own dashboard. It takes a few minutes and you do not need to book a sales call. Your email address [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) No setup fees. No required monthly ticketing fee. No credit card required. ## Or have it done for you Fai lists the shifts that need people, finds who fits each one across your events, offers a shift to the people you choose and takes an offer back. She shows you who she will email and waits for your yes before anything is sent. ### In your dashboard, with Fai The Saturday bar shift at \ still needs 2 people, offer it to whoever fits ## Let Fai do it for you Fai works inside your Ticket Fairy dashboard. Create your account, open Fai and paste the prompt above. [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) No setup fees. No required monthly ticketing fee. No credit card required. ## Take back an offer 1. ### Take it back Open the line that counts the offers, select **Take back** beside the person, then confirm. **Note:** Their link then says the offer is closed. You can offer them the shift again later. Fai takes back an offer that is still waiting when you ask, after you confirm. ### In your dashboard, with Fai Take back the gate shift offer to Tomás Reyes at \ ## Ask who is still coming 1. ### Ask them In **Still coming?** at the top of Offers, select the ask button, which counts the people to ask. **Note:** It asks the people on shifts that start 12 to 36 hours from now who have an email address and have not been asked yet. The card then counts **Coming**, **Can't make it** and **Not answered yet**. 2. ### Offer the places that come free Select **Offer to people** on any shift that now needs people. **Note:** Anyone who answers that they can't make it frees their place straight away, and Fai suggests who to offer it to. Fai asks everyone on the next day's shifts whether they are still coming, after you confirm, and reads you the answers. ### In your dashboard, with Fai Ask everyone on tomorrow's shifts at \ if they are still coming ## Find cover for someone who has not arrived 1. ### Mark them as not arrived Under the warning that counts who hasn't arrived, select **Mark not arrived and find cover** beside the person, then select **Mark not arrived**. **Note:** The warning lists people who have not checked in 15 minutes after their shift started. If they turn up after all, check them in from **Check in**. 2. ### Offer their place In the dialog that opens for their shift, tick who gets the offer, then select the offer button. Fai marks someone as not arrived and offers their place to people who fit, after you confirm each change. ### In your dashboard, with Fai Cai Jones hasn't turned up for his steward shift at \, mark him as not arrived and find cover ## Let Fai send offers and ask by itself 1. ### Open the rota rules Select **Rota rules** at the foot of Shifts. ![Ticket Fairy Rota rules dialog with a 48 hour limit in 7 days and both switches on, so Fai sends first offers and asks still coming by itself](https://www.ticketfairy.com/embeds/posters/marketing-event-shift-offers--send-by-itself.png) Rota rules with both switches on. 2. ### Turn on the switches you want Turn on **Send shift offers without asking me first** or **Ask "still coming?" without asking me first**, then select **Save**. **Note:** Fai then sends a shift's first offers by itself, and you approve any more. Both switches stay off until you turn them on. Fai turns either switch on or off in the rota rules when you ask, after you confirm. ### In your dashboard, with Fai At \, send the first shift offers yourself and ask people the day before if they are still coming ## Questions you might have What if two people accept at the same moment?: The first accept counts. If the shift is then full, the second person's page says "Someone else took this place first. Thank you for answering." and their offer shows as **Place filled**. Can someone younger than the minimum age take the shift?: No. Anyone known to be younger is left out of the list. Anyone whose age nobody confirmed ticks that they are old enough when they accept, and a teammate can confirm an age on the People tab of your brand's Event Operations. Does the 7-day limit count my other events?: Yes. **Most hours in 7 days** counts shifts at all your brand's events and starts at 48 hours. Leave it empty in Rota rules for no limit. When does an offer stop working?: When the person accepts or says no, when you take it back, when the shift fills, starts or is cancelled. Their page then shows the offer as closed. Why is a shift missing from the Offers view?: The view lists shifts from now on that need people or already have offers. A shift that started, is cancelled or has everyone it needs does not show. Who can see the Offers view?: The event's owners, admins and producers. It names the people offered each shift, so it is not open to other roles. ## 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 required monthly ticketing fee. No credit card required. ## Related guides - [More ways to use Ticket Fairy](https://www.ticketfairy.com/features) - [Build your event rota and check staff in](https://www.ticketfairy.com/guides/build-your-event-rota-and-check-staff-in) - [Give your event crew one page for all their shifts](https://www.ticketfairy.com/guides/give-your-crew-one-page-for-all-their-shifts) - [Find the crew and volunteers who work your events](https://www.ticketfairy.com/guides/find-the-crew-and-volunteers-who-work-your-events) - [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) - [Build the running order for your event day](https://www.ticketfairy.com/guides/plan-your-event-production) - [Track every artist booking for your event](https://www.ticketfairy.com/guides/book-and-brief-your-artists) - [Keep the jobs behind your event moving](https://www.ticketfairy.com/guides/keep-your-event-tasks-on-track) - 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[Issue accreditation passes for your event](https://www.ticketfairy.com/guides/issue-accreditation-passes-for-your-event) - [Let outside teams name their own people for event passes](https://www.ticketfairy.com/guides/let-outside-teams-name-their-own-people-for-passes) - [Choose who approves accreditation requests for your event](https://www.ticketfairy.com/guides/choose-who-approves-accreditation-requests) - [Recruit volunteers for your event](https://www.ticketfairy.com/guides/recruit-volunteers-for-your-event) - [Approve or decline accreditation requests for your event](https://www.ticketfairy.com/guides/approve-or-decline-accreditation-requests-for-your-event) - [Give your event volunteers their own page and track their hours](https://www.ticketfairy.com/guides/give-volunteers-their-own-page-and-track-hours) - [Hand out accreditation passes at your event desk](https://www.ticketfairy.com/guides/hand-out-accreditation-passes-at-your-desk) - [Give crew meals at your event meal desk](https://www.ticketfairy.com/guides/give-crew-meals-at-your-meal-desk) - [Report and handle incidents at your event](https://www.ticketfairy.com/guides/report-and-handle-incidents-at-your-event) - [Hand out radios and kit to your event crew](https://www.ticketfairy.com/guides/hand-out-radios-and-kit-to-your-event-crew) - [Let outside teams order kit and equipment for your event](https://www.ticketfairy.com/guides/let-outside-teams-order-kit-and-equipment-for-your-event) - [Handle lost property at your event](https://www.ticketfairy.com/guides/handle-lost-property-at-your-event) - [Get hire suppliers to confirm orders and count deliveries for your event](https://www.ticketfairy.com/guides/get-hire-suppliers-to-confirm-orders-and-count-deliveries) - [Keep a risk register for your event](https://www.ticketfairy.com/guides/keep-a-risk-register-for-your-event) - [Message the crew, volunteers and traders working on your event](https://www.ticketfairy.com/guides/message-the-people-working-on-your-event) - [Send your event lists to your team on a schedule](https://www.ticketfairy.com/guides/send-your-event-lists-to-your-team-on-a-schedule) - [Publish your event line-up and set times](https://www.ticketfairy.com/guides/publish-your-line-up-and-set-times) - [Ask attendees for feedback after your event](https://www.ticketfairy.com/guides/ask-attendees-for-feedback-after-your-event) - [Plan next year's event from your attendee feedback](https://www.ticketfairy.com/guides/plan-next-year-from-your-attendee-feedback) - [Hold hotel rooms for your event's artists and crew](https://www.ticketfairy.com/guides/hold-hotel-rooms-for-your-artists-and-crew) - [Give your event's unused hotel rooms back before the release date](https://www.ticketfairy.com/guides/give-unused-hotel-rooms-back-before-the-release-date) - [Sell hotel rooms to your ticket buyers from a hotel block](https://www.ticketfairy.com/guides/sell-hotel-rooms-to-your-ticket-buyers-from-a-hotel-block) - [Copy the setup of your last event into your next one](https://www.ticketfairy.com/guides/copy-the-setup-of-your-last-event-into-your-next-one) - [Compare your ticket sales with your last event](https://www.ticketfairy.com/guides/compare-your-ticket-sales-with-your-last-event) - [See the all-in cost of each act on your event](https://www.ticketfairy.com/guides/see-the-all-in-cost-of-each-act-on-your-event) - [See what your brand spends across its events](https://www.ticketfairy.com/guides/see-what-your-brand-spends-across-its-events) - [Show your traders in a directory on your website](https://www.ticketfairy.com/guides/show-your-traders-in-a-directory-on-your-website) - [Place your traders on pitches on your event site map](https://www.ticketfairy.com/guides/place-your-traders-on-pitches-on-your-site-map) - [Check your traders' takings after your event and invoice their share of sales](https://www.ticketfairy.com/guides/check-trader-takings-and-invoice-a-share-of-sales) - [Share a power sheet with your event electrician](https://www.ticketfairy.com/guides/share-a-power-sheet-with-your-electrician) - [Give exhibitors a lead scanner for their booth at your event](https://www.ticketfairy.com/guides/give-exhibitors-a-lead-scanner-for-their-booth) - [Let exhibitors follow up their event leads and see their results](https://www.ticketfairy.com/guides/let-exhibitors-follow-up-their-leads-and-see-results) - [Send event document packs to your performers, traders and crew](https://www.ticketfairy.com/guides/send-document-packs-to-your-performers-traders-and-crew) - [Send contracts to many performers, traders or suppliers for your event at once](https://www.ticketfairy.com/guides/send-contracts-to-many-performers-traders-or-suppliers-at-once) - [Let event staff work a desk from their phone with a desk link](https://www.ticketfairy.com/guides/let-event-staff-work-a-desk-from-their-phone) - [Check accreditation passes in and out at your event staff gates](https://www.ticketfairy.com/guides/check-passes-in-and-out-at-your-staff-gates) - [Collect crew certificates and licences before they work an event shift](https://www.ticketfairy.com/guides/collect-crew-certificates-before-they-work-a-shift) - [Run a safety induction for everyone who works your event](https://www.ticketfairy.com/guides/run-a-safety-induction-for-everyone-who-works-your-event) - [Plan crew meal times and food needs for your event](https://www.ticketfairy.com/guides/plan-crew-meal-times-and-food-needs-for-your-event) - [Charge outside teams for the crew meals they eat at your event](https://www.ticketfairy.com/guides/charge-outside-teams-for-their-crew-meals) - [Check in attendees and print name badges at your event registration desk](https://www.ticketfairy.com/guides/check-in-attendees-and-print-badges-at-registration) - [Set up a self-service check-in kiosk for your event](https://www.ticketfairy.com/guides/set-up-a-self-service-check-in-kiosk-for-your-event) - [Add everyone who sends your event form to your volunteers, traders or crew](https://www.ticketfairy.com/guides/add-form-applicants-to-your-event-teams) - [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 Everything in these guides is in your dashboard from the day you sign up. - Set up your event in minutes - Free events are free - Fai, your co-pilot, is built in [Create a free account](https://manage.ticketfairy.com/welcome) No setup fees. No required monthly ticketing 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 organisers who sell out, 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)