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

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

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

Driv produktionen

# 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.

För:  Staffing every team and hour of your event

Tar:  12 minuter

- [Open Shifts](#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)

## Innan du börjar

- You are an owner, admin or producer on the event. The event's **Operations** 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 Shifts

   Open the event, select **Operations**, then select **Shifts** in the list of sections.

   **Obs:** With no shifts yet, choose **Let Fai suggest shifts** or **Add a shift**. If Shifts 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**.

   **Obs:** 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**.

   **Obs:** 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.
   **Tips:** Under **More details (optional)**, set the stage so the shift shows on that stage's page, and a **Minimum age (optional)** or **Skill needed (optional)** so only people who fit are offered it.
          ![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.

   **Obs:** 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.

   **Obs:** 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.

   **Obs:** 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. Adding someone who would clash with another of your events, go over the hours allowed in 7 days, or lacks the shift's age or skill adds them with a note to check them. 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)**, **Most hours in one day** and **Most hours in 7 days**, then select **Save**.

   **Obs:** The 7-day limit counts shifts at all your brand's events and starts at 48 hours. 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 in 7 days, the switches for offers and still coming, 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.

   **Obs:** 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.
   **Varning:** 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**.

   **Obs:** 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.

## Prova de här stegen på ditt eget evenemang

Skapa ett gratis konto, bygg ditt evenemang och följ stegen ovan i din egen instrumentpanel. Det tar några minuter och du behöver inte boka något säljsamtal.

    Din e-postadress    [Skapa ett gratiskonto](https://manage.ticketfairy.com/welcome) [Boka en demo](https://www.ticketfairy.com/sv/event-ticketing/book-a-demo)

Inga startavgifter. Ingen obligatorisk månadsavgift. Inget kreditkort krävs.

## Eller låt det göras åt dig

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.

### I din instrumentpanel, med Fai

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

## Låt Fai göra det åt dig

Fai arbetar inuti din Ticket Fairy-instrumentpanel. Skapa ditt konto, öppna Fai och klistra in instruktionen ovan.

   [Skapa ett gratiskonto](https://manage.ticketfairy.com/welcome) [Boka en demo](https://www.ticketfairy.com/sv/event-ticketing/book-a-demo)

Inga startavgifter. Ingen obligatorisk månadsavgift. Inget kreditkort krävs.

## Cancel a shift

1. ### Cancel it

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

   **Obs:** 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.

### I din instrumentpanel, med 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.

   **Obs:** 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.

### I din instrumentpanel, med Fai

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

## Frågor du kanske har

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 Operations 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 if someone lacks a document the shift needs?:  When the event asks for a document, such as a first aid certificate for medics, adding someone without it opens a dialog naming what they lack. Enter why in **Why add them anyway** and select **Add anyway**, or add someone else.

How do I fill a place when someone drops out?:  Select **Offers** at the top of Shifts and offer the shift to people who fit. The first person to accept gets the place.

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.

## Har du fortfarande en fråga?

Boka en demo så svarar vi på den i ett samtal, utifrån din typ av evenemang. Eller skapa ditt konto och se själv.

   [Boka en demo](https://www.ticketfairy.com/sv/event-ticketing/book-a-demo) [Skapa ett gratiskonto](https://manage.ticketfairy.com/welcome)

Inga startavgifter. Ingen obligatorisk månadsavgift. Inget kreditkort krävs.

## Relaterade guider

- [Fler sätt att använda Ticket Fairy](https://www.ticketfairy.com/features)
- [Offer open shifts on your event rota to crew and volunteers](https://www.ticketfairy.com/sv/guides/offer-open-shifts-to-your-crew-and-volunteers)
- [Share day sheets with your event's on-site teams](https://www.ticketfairy.com/sv/guides/share-day-sheets-with-your-on-site-teams)
- [Report and handle incidents at your event](https://www.ticketfairy.com/sv/guides/report-and-handle-incidents-at-your-event)
- [Find any performer, stage or day on your event](https://www.ticketfairy.com/sv/guides/find-any-performer-stage-or-day-on-your-event)
- [Run your event from its Today page](https://www.ticketfairy.com/sv/guides/run-your-event-from-its-today-page)
- [Build the running order for your event day](https://www.ticketfairy.com/sv/guides/plan-your-event-production)
- [Spåra varje artistbokning för ditt evenemang](https://www.ticketfairy.com/sv/guides/book-and-brief-your-artists)
- [Håll igång jobben bakom ditt evenemang](https://www.ticketfairy.com/sv/guides/keep-your-event-tasks-on-track)
- [Balance your event team's workload](https://www.ticketfairy.com/sv/guides/balance-your-event-teams-workload)
- [Read your event's email in one inbox](https://www.ticketfairy.com/sv/guides/read-your-event-email-in-one-inbox)
- [Take notes on your event calls with Fai](https://www.ticketfairy.com/sv/guides/take-notes-on-your-event-calls-with-fai)
- [Choose what Fai does on your event](https://www.ticketfairy.com/sv/guides/choose-what-fai-does-on-your-event)
- [Choose how your event emails look](https://www.ticketfairy.com/sv/guides/choose-how-your-event-emails-look)
- [Keep rider lists and notes for your event's artists](https://www.ticketfairy.com/sv/guides/keep-rider-lists-and-notes-for-your-artists)
- [Build a dressing-room shopping list from your event's artist riders](https://www.ticketfairy.com/sv/guides/build-a-dressing-room-shopping-list-from-artist-riders)
- [Advance your performers before the show](https://www.ticketfairy.com/sv/guides/advance-your-performers-before-the-show)
- [Set each performer's guest list, hotel and meal allowances for your event](https://www.ticketfairy.com/sv/guides/set-each-performers-allowances-and-travel-party)
- [Fill in each performer's advance for your event from tour books, riders and emails](https://www.ticketfairy.com/sv/guides/fill-in-advances-from-tour-books-riders-and-emails)
- [Keep track of where your event's artists and crew are staying](https://www.ticketfairy.com/sv/guides/book-travel-and-accommodation-for-your-artists)
- [Share your event's rooming lists with hotels and pickups with drivers](https://www.ticketfairy.com/sv/guides/share-rooming-lists-with-hotels-and-pickups-with-drivers)
- [Plan your artists' pickups with drivers and vehicles for your event](https://www.ticketfairy.com/sv/guides/plan-artist-pickups-with-drivers-and-vehicles)
- [Plan your run of show and who calls it](https://www.ticketfairy.com/sv/guides/plan-your-run-of-show-and-who-calls-it)
- [Check your running order for clashes before show day](https://www.ticketfairy.com/sv/guides/check-your-running-order-for-clashes-before-show-day)
- [Call your show live on show day](https://www.ticketfairy.com/sv/guides/call-your-show-live-on-show-day)
- [Book dressing rooms and plan build and break days for your event](https://www.ticketfairy.com/sv/guides/book-dressing-rooms-and-plan-build-and-break-days)
- [Lägg option på datum för spelningar på din lokal](https://www.ticketfairy.com/sv/guides/hold-dates-for-shows-at-your-venue)
- [Make an offer to an artist's agent for your show](https://www.ticketfairy.com/sv/guides/make-an-offer-to-an-artists-agent)
- [Handle the contract, invoice and riders an artist's agent sends for your event](https://www.ticketfairy.com/sv/guides/handle-the-contract-invoice-and-riders-an-agent-sends-back)
- [Settle a show with an artist after your event](https://www.ticketfairy.com/sv/guides/settle-a-show-with-an-artist)
- [Send your event contracts and get them signed online](https://www.ticketfairy.com/sv/guides/send-contracts-and-get-them-signed-online)
- [Raise purchase orders and track what your event owes](https://www.ticketfairy.com/sv/guides/raise-purchase-orders-and-track-what-your-event-owes)
- [Work out the backline and production to hire for your event](https://www.ticketfairy.com/sv/guides/work-out-the-backline-and-production-to-hire-for-your-event)
- [Send your event hire lists to suppliers](https://www.ticketfairy.com/sv/guides/send-your-hire-lists-to-suppliers)
- [Take food, drink and market trader applications for your event](https://www.ticketfairy.com/sv/guides/take-trader-applications-for-your-event)
- [Review act and talk applications for your event with your team](https://www.ticketfairy.com/sv/guides/review-act-and-talk-applications-with-your-team)
- [Get your traders ready for show day](https://www.ticketfairy.com/sv/guides/get-your-traders-ready-for-show-day)
- [Collect insurance and certificates from your event's outside teams](https://www.ticketfairy.com/sv/guides/collect-insurance-and-certificates-from-your-outside-teams)
- [Draw your event site map and share it](https://www.ticketfairy.com/sv/guides/draw-your-event-site-map-and-share-it)
- [Book delivery times for your event and check vehicles in at the gate](https://www.ticketfairy.com/sv/guides/book-delivery-times-and-check-vehicles-in-at-the-gate)
- [Issue accreditation passes for your event](https://www.ticketfairy.com/sv/guides/issue-accreditation-passes-for-your-event)
- [Let outside teams name their own people for event passes](https://www.ticketfairy.com/sv/guides/let-outside-teams-name-their-own-people-for-passes)
- [Choose who approves accreditation requests for your event](https://www.ticketfairy.com/sv/guides/choose-who-approves-accreditation-requests)
- [Recruit volunteers for your event](https://www.ticketfairy.com/sv/guides/recruit-volunteers-for-your-event)
- [Approve or decline accreditation requests for your event](https://www.ticketfairy.com/sv/guides/approve-or-decline-accreditation-requests-for-your-event)
- [Give your event volunteers their own page and track their hours](https://www.ticketfairy.com/sv/guides/give-volunteers-their-own-page-and-track-hours)
- [Hand out accreditation passes at your event desk](https://www.ticketfairy.com/sv/guides/hand-out-accreditation-passes-at-your-desk)
- [Give crew meals at your event meal desk](https://www.ticketfairy.com/sv/guides/give-crew-meals-at-your-meal-desk)
- [Hand out radios and kit to your event crew](https://www.ticketfairy.com/sv/guides/hand-out-radios-and-kit-to-your-event-crew)
- [Let outside teams order kit and equipment for your event](https://www.ticketfairy.com/sv/guides/let-outside-teams-order-kit-and-equipment-for-your-event)
- [Handle lost property at your event](https://www.ticketfairy.com/sv/guides/handle-lost-property-at-your-event)
- [Get hire suppliers to confirm orders and count deliveries for your event](https://www.ticketfairy.com/sv/guides/get-hire-suppliers-to-confirm-orders-and-count-deliveries)
- [Keep a risk register for your event](https://www.ticketfairy.com/sv/guides/keep-a-risk-register-for-your-event)
- [Message the crew, volunteers and traders working on your event](https://www.ticketfairy.com/sv/guides/message-the-people-working-on-your-event)
- [Send your event lists to your team on a schedule](https://www.ticketfairy.com/sv/guides/send-your-event-lists-to-your-team-on-a-schedule)
- [Publish your event line-up and set times](https://www.ticketfairy.com/sv/guides/publish-your-line-up-and-set-times)
- [Ask attendees for feedback after your event](https://www.ticketfairy.com/sv/guides/ask-attendees-for-feedback-after-your-event)
- [Plan next year's event from your attendee feedback](https://www.ticketfairy.com/sv/guides/plan-next-year-from-your-attendee-feedback)
- [Hold hotel rooms for your event's artists and crew](https://www.ticketfairy.com/sv/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/sv/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/sv/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/sv/guides/copy-the-setup-of-your-last-event-into-your-next-one)
- [Compare your ticket sales with your last event](https://www.ticketfairy.com/sv/guides/compare-your-ticket-sales-with-your-last-event)
- [See the all-in cost of each act on your event](https://www.ticketfairy.com/sv/guides/see-the-all-in-cost-of-each-act-on-your-event)
- [See what your brand spends across its events](https://www.ticketfairy.com/sv/guides/see-what-your-brand-spends-across-its-events)
- [Show your traders in a directory on your website](https://www.ticketfairy.com/sv/guides/show-your-traders-in-a-directory-on-your-website)
- [Place your traders on pitches on your event site map](https://www.ticketfairy.com/sv/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/sv/guides/check-trader-takings-and-invoice-a-share-of-sales)
- [Share a power sheet with your event electrician](https://www.ticketfairy.com/sv/guides/share-a-power-sheet-with-your-electrician)
- [Give exhibitors a lead scanner for their booth at your event](https://www.ticketfairy.com/sv/guides/give-exhibitors-a-lead-scanner-for-their-booth)
- [Let exhibitors follow up their event leads and see their results](https://www.ticketfairy.com/sv/guides/let-exhibitors-follow-up-their-leads-and-see-results)
- [Send event document packs to your performers, traders and crew](https://www.ticketfairy.com/sv/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/sv/guides/send-contracts-to-many-performers-traders-or-suppliers-at-once)
- [Find the crew and volunteers who work your events](https://www.ticketfairy.com/sv/guides/find-the-crew-and-volunteers-who-work-your-events)
- [Give your event crew one page for all their shifts](https://www.ticketfairy.com/sv/guides/give-your-crew-one-page-for-all-their-shifts)
- [Let event staff work a desk from their phone with a desk link](https://www.ticketfairy.com/sv/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/sv/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/sv/guides/collect-crew-certificates-before-they-work-a-shift)
- [Run a safety induction for everyone who works your event](https://www.ticketfairy.com/sv/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/sv/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/sv/guides/charge-outside-teams-for-their-crew-meals)
- [Check in attendees and print name badges at your event registration desk](https://www.ticketfairy.com/sv/guides/check-in-attendees-and-print-badges-at-registration)
- [Set up a self-service check-in kiosk for your event](https://www.ticketfairy.com/sv/guides/set-up-a-self-service-check-in-kiosk-for-your-event)
- [Lägg till alla som skickar ditt evenemangsformulär bland dina volontärer, försäljare eller crew](https://www.ticketfairy.com/sv/guides/add-form-applicants-to-your-event-teams)
- [Alla Ticket Fairy-guider](https://www.ticketfairy.com/sv/guides)

## Gör det på ditt eget evenemang

Skapa ditt konto, bygg evenemanget och följ stegen i din egen kontrollpanel. Du behöver inte boka ett säljsamtal.

  [Skapa ett gratiskonto](https://manage.ticketfairy.com/welcome) [Boka en demo](https://www.ticketfairy.com/sv/event-ticketing/book-a-demo)

## Sälj biljetter med Ticket Fairy

Allt i de här guiderna finns i din instrumentpanel från den dag du registrerar dig.

- Sätt upp ditt evenemang på några minuter
- Gratisevenemang är gratis
- Fai, din medpilot, är inbyggd

 [Skapa ett gratiskonto](https://manage.ticketfairy.com/welcome)

Inga startavgifter. Ingen obligatorisk månadsavgift. Inget kreditkort krävs.

## Se det i ett samtal

Boka en demo så visar vi hur Ticket Fairy hanterar din typ av evenemang.

 [Boka en demo](https://www.ticketfairy.com/sv/event-ticketing/book-a-demo) [Fler sätt att använda Ticket Fairy](https://www.ticketfairy.com/features)

### Tips för att sälja fler biljetter

Praktiska råd från arrangörer som säljer slut, och varje ny guide så snart den publiceras.

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