For event & festival staffing
Event staff scheduling software for live events & festivals
Event staff scheduling software built for the way live events actually run. Whether you're staffing a one-night gala, a corporate activation, or a multi-week festival, Rox Teddy fills shifts faster, confirms staff by SMS, and tracks who actually showed up—without an app install.
Built for the way you actually work
The problem
Filling a 200-shift festival takes a week of back-and-forth on text and email.
Rox Teddy
Auto-assign builds the schedule in seconds based on availability and skill. Performers confirm with one tap.
The problem
You can't tell who's actually on site until your lead radios in.
Rox Teddy
Real-time GPS check-ins show who's at each venue and who's late, on one dashboard.
The problem
Open shifts get filled by whoever sees the text first—not the best fit.
Rox Teddy
Open shift bidding routes shifts to qualified staff and resolves bids based on skill, reliability, and seniority.
What you get
AI auto-assignment
Score-based assignment by skill, availability, reliability, and show familiarity.
Skill-tagged roster
Tag staff with skills (rigging, A2, host, usher, etc.) and only assign qualified people to each role.
GPS event check-ins
Geofenced magic-link check-ins per venue—no app install required.
SMS confirmations & reminders
Confirm staff and send multi-stage reminders before call time automatically.
Personal calendar sync
Each staffer gets a calendar feed they can subscribe to once and forget.
Payroll-ready exports
Shift and hourly pay modes; Excel exports your bookkeeper will actually like.
How it works
Import staff
Bulk-import your roster with skills and contact info.
Build the event
Lay out venues, days, and roles. Auto-assign or post open shifts for bidding.
Run the day
Watch check-ins land in real time and resolve no-shows with one tap.
Event staff scheduling software vs. general shift apps
Deputy, When I Work, Homebase, and Connecteam are built for W-2 retail and hospitality shifts. Here's where event-staffing needs diverge.
| Capability | Rox Teddy | Generic shift apps |
|---|---|---|
| Venue-based GPS check-ins | Geofenced magic-link check-in per venue, no app install, distance-from-center on every check-in. | Clock-in from a single fixed location or an installed app; often not GPS-verified. |
| Skill-driven auto-assignment | AI scores every worker by skill match, availability, reliability, and show familiarity before filling a call. | Manual drag-and-drop scheduling or template copy; skill matching usually a paid add-on. |
| Cascading swing / cover logic | One call-out promotes the right swing and backfills the vacated role automatically. | No cover concept; call-outs create manual holes to fill. |
| No-app-required worker UX | SMS + magic link for confirmations, check-ins, swaps, and call-outs. Workers never install anything. | App install typically required for check-in and shift claiming. |
| Multi-venue double-booking protection | Enforced across venues and organizations for the same worker. | Usually scoped to one location; multi-location is a higher-tier add-on. |
| Pricing model | Only actively-scheduled workers are billed; large bench doesn't cost you anything. | Per-employee-per-month regardless of whether the worker was scheduled. |