Staff Scheduling for Rentals and Events
Effective workforce planning goes beyond simply scheduling employees. You want to deploy the right people at the right time and in the right place—and know immediately who is available. Inviting, scheduling, and communicating should be simple, while at the same time allowing you to maintain insight into labor costs and margins.
Schedules are constantly changing in the events industry. Whether it’s a last-minute change, an employee who can’t make it, or a program that gets rescheduled, the schedule must be able to adapt immediately. And all of this under the motto: The show must go on!
Dozens to thousands of visitors have bought their tickets and are counting on an event they’ve sometimes been looking forward to for months. Whether it’s extremely hot or pouring rain, the right people need to be in the right place at the right time.
The challenge for every staff scheduler is to ensure adequate staffing while also monitoring quality, availability, costs, and margins. RentBuddy Next brings all these elements together in a single staffing plan.
Smart Staff Scheduling
Assign employees directly to projects and quickly find the right person based on job title, skills, competencies, and availability. During the scheduling process, RentBuddy checks whether an employee is available and helps you allocate staff efficiently across projects.
The result: Less hassle with scheduling and immediate insight into staffing levels.
Invite & Confirm
Making a schedule is one thing. Making sure everyone knows where and when they’re expected to be is just as important. Invite employees directly from RentBuddy and let them accept or decline their shifts. That way, you can immediately see who’s been invited, who’s confirmed, and which positions still need to be filled.
The result: No more scattered WhatsApp messages, phone calls, or Excel files to figure out who's coming along.
Employee Information & Communication
In the event of last-minute changes, it’s important that the crew has the correct information right away. With RentBuddy, you can share project information, call sheets, documents, and updates from a single central platform. This ensures that everyone is working with the most up-to-date information.
Schedule created ▶ Invite staff member ▶ Schedule accepted ▶ Final crew on site
The result: Quick communication with employees and ensuring that everyone has access to the same up-to-date project information.
Personnel Costs & Rates
Effective workforce planning is not just about availability, but also about costs. Set cost prices and rate agreements for each employee, and adjust them as needed for each assignment or position.
During the planning phase, you can see what staffing costs are and what has been budgeted for the project. This allows you to see, even before implementation, how staffing changes will affect the budget and the margin.
The result: You get an upfront overview of budgeted personnel costs and can compare them to actual costs afterward. This allows you to maintain control over your project’s margin.
Employees through staffing agencies
Do you work with a mix of permanent employees, on-call staff, and freelancers? In RentBuddy, you can manage them all from the same overview. At the same time, you can easily see each person’s availability, roles, skills, rates, and project communication.
Do you work with staffing agencies in addition to your own employees and freelancers? You can include these flexible workers in the same workforce planning as well. This way, the entire workforce for a project remains visible in one place.
Result: In-house employees, freelancers, and temporary agency staff all included in a single workforce schedule.
iOS & Android
RentBuddy BackStage
With RentBuddy BackStage, your crew always has the latest schedule at their fingertips. Employees can view their call sheets and project information, submit their availability and time off, accept assignments, and track hours and expenses directly through the app.
Callsheet and schedule always available in real time
Record Hours and Expenses Immediately (With Photo)
Capturing Photos and Notes
Availability, Reporting Leave
Accept/Reject Project Plans
Instant access to material availability
View documents specifically for the project
Be able to communicate directly with your colleagues