Event Staffing Software Solution for Fast, Flexible Scheduling
Event Staffing Software that makes scheduling a breeze.
Vars is the Event Staffing Software that helps caterers, wedding planners, event vendors, and staffing agencies schedule and manage their teams effortlessly, making every event smoother with powerful Event Staff Scheduling Software.
Say Goodbye to Last-Minute Staffing Panic
Scrambling to fill shifts at the last minute is stressful and takes precious time away from running great events. Vars Event Staff Scheduling Software makes it easy to plan ahead, see who’s available, and keep every event covered, so you can breathe easy and focus on creating amazing experiences.
Tired of Chasing People Down?
Always racing against the clock? Drowning in endless emails? Juggling yet another spreadsheet to keep it all straight? Deep down, you know there’s got to be an easier way.
Staffing Manager Frustrations
Who’s free to work? Not knowing your team’s availability can be a major source of stress. It’s the same exhausting routine for every event, just trying to find out who’s ready to step in.
Event Staff Manager Headaches
No-shows happen when messages get missed or emails go unanswered, and it doesn’t just frustrate you, it impacts your business. It’s time to put an end to the chaos.
Keep your own staff, and let Vars handle the scheduling and bookings.
Stage 1: Set Up Your Event
In just a few moments, you can easily enter all the essential details for your event, including what it’s about, when it’s happening, and where it will take place, saving you time and ensuring everything is organized from the very start.
Upload Notes & Files
Keep your team in the loop by sharing all the details they need, whether it’s instructions, PDFs, dress codes, or more.
Reuse Event Templates
Copy previous events and simply tweak the details, allowing you to plan and schedule weeks’ worth of the events in just minutes!
Stage 2: Staff Scheduling
Assign your team to specific roles, whether they’re servers, bartenders, photographers, or more.
Your staff will receive personalized email invitations with all the event details, giving them the option to confirm or decline their shifts with ease.
Staff Availability
Stay on top of your team’s blackout dates and scheduling conflicts so you’re not wasting time trying to book someone who’s unavailable.
Smart Waitlists
Need to invite extra staff just in case? Easily add them to waitlists so you’re always prepared without overbooking.
Stage 3: See Everything Clearly
With every event organized in one place, you’ll instantly see what’s fully staffed and what still needs action. Stay clear, calm, and confidently in control.
Sign up free, no credit card asked
End your plan whenever you like
Simplifying Event Staff Scheduling for Everyone
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View all upcoming events alongside real-time staffing numbers
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Interactive event calendar for instant schedule insights
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Eliminate double-bookings by checking availability before assigning shifts
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See exactly who’s confirmed for each event
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A dependable, lightning-fast, and intuitive platform
Event Staff Management Software
Smart, 360° tools to simplify scheduling, management, and communication.
Plan
Simplify event preparation by keeping everything organized in one place.
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Build a cloud-based roster of your event staff
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Categorize team members by skills, roles, and experience
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Instantly check availability for upcoming events and shifts
Schedule
Quickly line up the perfect team for every event with smart scheduling tools.
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Send invites to the right staff members in just minutes
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Allow team members to claim open shifts directly from your workspace
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Keep schedules automatically updated as soon as jobs are accepted
Manage
Take full control of your events with tools that keep everything organized.
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Sync schedules with Google Calendar for a complete overview in one place
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Track staff hours digitally for accurate time management
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Assign user roles to control what each team member can view or edit
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The Event Staffing App That Streamlines Your Entire Workflow
Verify Availability
When a client asks if you can staff an event months in advance, give a confident answer in under two minutes.
Broadcast Messages
Instantly message your entire team, or just selected roles like servers, whenever you need.
Stay on Track
Get a quick snapshot of which events still need coverage, so you can prioritize and focus on what matters most.
Mobile App for Anytime, Anywhere Access
The Vars mobile app keeps your event staff connected by showing real-time updates on available shifts, personal schedules, and all shift details, anytime, anywhere.
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Quick access to schedules and shift opportunities
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Smart reminders and notifications for upcoming events
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Update availability and confirm shifts anytime, anywhere
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Seamless clock-in / clock-out directly from the app
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Instant communication with built-in messaging
