WFM for events
At trade fairs and events you need many people in many places at short notice. Staffyou WFM schedules your own team, flex pool and agencies per event in one roster. People check in on site and hours can flow to self-billing per event.
Book a demoSee pricing- €0.15 per scheduled hour
- First 500 hours per month free
- Unlimited users and locations
Trusted by companies across the Netherlands
One platform
Own staff, agencies and Staffyou flex workers in one roster
An open shift goes to your own team and flex pool first, then to agencies and, only if you want, to Staffyou.
Own team and flex pool
Share availability and swap shifts in the app.
Employee appExternal agencies
Work in the free supplier portal or connect via SETU, XML or JSON.
SETU integrationStaffyou flex workers
Through the Staffyou marketplace, only if you switch it on.
Event staff via Staffyou
staffyou WFM
One planning board, one set of rules, one flow of hours
How it works
How you plan an event in Staffyou WFM
You create shifts per event and per department from shift templates. The algorithm fills them in the order you set: your own team first, then your flex pool, then agencies. If a shift stays open, it can go to the Staffyou marketplace if you choose.
Staffyou Forecast helps you estimate how many people you need. It combines history with signals such as ticket data, reservations, weather and events, and turns the forecast into draft shifts you can schedule straight away. Agencies take part through the free supplier portal.
- Shifts per event, department and role
- Forecast with ticket data, weather, events
- Own team first, then flex pool, agencies
- Free supplier portal for agencies
Covering absence on the event day
On the day itself someone always drops out. Staffyou Agent then starts a replacement flow via WhatsApp and approaches candidates in the order you set. You can push shifts to your flex pool and, if you choose, the Staffyou marketplace 24/7.
The agent also flags at-risk shifts up to fourteen days ahead, for example low interest per position or a short lead time, so you can adjust earlier. In practice the first responses from flex workers usually arrive within an hour, so even absence on the event day itself can be covered.
Hours per event and what you pay
Check-in, work tickets, approval and self-billing run in one flow. At Jaarbeurs, hours are recorded straight away and settled per event through self-billing. Per location and per agency you see fill rate, time to fill, cost and no-shows.
Staffyou WFM costs €0.15 per scheduled hour, with the first 500 hours per month free. Unlimited users and locations, cancellable monthly and without setup fees. In months with few events you pay less.
Identity
Knowing who is on the floor
At large events you want to be sure the person walking in is the person in the schedule. Before the first shift, Staffyou ID runs a document check, biometric comparison and liveness detection with Fourthline. On-site check-in links whoever clocks in to that verified profile.
Staffyou Compliance checks the Working Hours Act, collective agreement rules, required certificates and age rules for young flex workers while you plan, and again at check-in and hours processing.
Flex pool
Keeping your flex pool between events
Between two events you do not want to lose your best flex workers. You manage your own team and flex pool in the same roster, with availability, experience and rating per flex worker. The algorithm takes previous placements into account, so people return to a department they know.
With Staffyou Engage you keep the pool engaged with targeted messages via app, WhatsApp, SMS or email. You can start small: a pilot with one department or one event can go live within a few weeks. Rosters, employees and templates are imported via API or file upload, and you then expand department by department.
Background
Why event scheduling is different
An event has peaks you measure in hours: build-up, opening day, the busiest evening and tear-down. Each phase needs different roles, from catering and cloakroom to security, logistics and hosts. Between events you need far fewer people. A fixed weekly roster fits that poorly.
You also often work with several parties at once: your own employees, a flex pool of people you know and one or more agencies for the peaks. When each party keeps its own lists and group chats, you quickly lose the overview, and it happens on the very day everything has to be right.
How do you approach staff scheduling for events?
Start with the staffing you need per hour and department, not with a list of names. Schedule your own team and flex pool first, then send open shifts to agencies or, if you choose, the Staffyou marketplace. Let the software check rest periods, age rules and certificates, and record hours per event straight away. Jaarbeurs Utrecht works this way in Staffyou WFM, with every department in the same workspace.What the event planner needs to know
| Event planner question | Where to find it in Staffyou WFM |
|---|---|
| How many people per hour and department? | Forecast and draft shifts |
| Who fills the open shifts? | Algorithm in your order, then agencies or marketplace |
| Is this the right person? | Staffyou ID with Fourthline and on-site check-in |
| Does it meet working-time and CLA rules? | Check at planning, check-in and hours |
| How do we settle per event? | Hours, approval and self-billing in one flow |
Client case
How Jaarbeurs Utrecht schedules
Read the case studyModules in Staffyou WFM
- Staffyou Forecast Pulls data from multiple sources — history, revenue, weather, events — and keeps learning per location.
- Staffyou Algoritme Suggests the optimal schedule and matches on availability, skills, location, preferences, cost and rules.
- Staffyou Agent Workforce management in plain language. The agent reaches out to people via WhatsApp, finds cover and brings in the planner according to your rules.
- Staffyou ID ID guarantee together with Fourthline: document check, biometrics and liveness before the first shift. Check-in confirms who is really there.
FAQ
Frequently asked questions
Read more about Staffyou WFM
- Staff scheduling
- Time tracking
- Employee app
- Integrations
- Staffyou WFM: the platform
- What does Staffyou WFM cost per hour?
- Comparing WFM software
- Case study: Jaarbeurs
Plan your next event in Staffyou WFM?
In a 30-minute demo we walk through a real event: departments, peaks, agencies and absence.
Book a demoSee pricingFrequently asked questions
Which event venue uses Staffyou WFM?
Jaarbeurs Utrecht schedules staff for trade fairs, congresses and events in Staffyou WFM. Every department, from restaurants to security and logistics, plans in the same workspace.
Can agencies plan along?
Yes. Agencies work through a free supplier portal or connect via SETU, XML or JSON. Requests, assignment, rates, hours and invoicing follow your purchasing terms.
What does event staff scheduling in Staffyou WFM cost?
You pay €0.15 per scheduled hour and the first 500 hours per month are free. There is no per-user price, so a large flex pool you only use a few times a year costs nothing extra.
Does the software check age rules for young flex workers?
Yes. Staffyou WFM checks the Working Hours Act while you plan, including the separate rules for 16- and 17-year-olds. A rule either blocks the placement or gives a warning.
Does everyone need to install an app?
Not necessarily. Messages can go via the Staffyou app, WhatsApp, SMS or email. For picking up shifts, sharing availability and checking in, the employee app is the most convenient.