Coordinating staff across multiple venues and tight schedules can quickly become overwhelming. A well-designed mobile time tracking system can help bring clarity - making it easier to schedule shifts, keep track of hours, and see who’s working where in real time. In this post, we’ll explore how a time tracking solution built for event services can help streamline day-to-day operations and free up valuable time each week.

Smart scheduling

With multiple events across different locations, it is really important to be able to plan effectively and efficiently. With the ability to schedule jobs, you can easily assign the right staff to the right events, complete with roles, times, and locations. Whether you're staffing a conference or concert, you’ll always have a live view of who is working where, and be able to make quick adjustments on the fly if someone calls in sick or extra hands on deck are needed.

Clock in and out without missing a beat

Staff can clock in and out directly from their own mobile devices, reducing queues at the venue and saving time for both team members and management. With mobile access, no matter the location, everyone’s hours are recorded accurately and instantly. This is especially critical in fast-paced environments like event setups, where team members might arrive at different times and across different entry points. As the time logging is immediate & effortless, it ensures that every minute is accounted for.

Geofencing: keeping staff accountable

Geofencing technology enables administrators to configure a virtual boundary around the event site/work location. This ensures staff can only clock in or out when they are physically within the designated area. It’s a simple but powerful feature that prevents time theft and improves accountability, especially when managing large or spread-out crews. It also gives you peace of mind that team members are where they need to be, when they need to be there.

Ease of use for busy teams on the move

Ease of use is at the heart of everything. When your team is jumping from one event to the next, the last thing they need is a complicated system slowing them down. With an intuitive interface, staff can clock in, clock out and access what they need from the get go without any confusion or barriers. When your staff can focus on the job instead of fiddling with tech, everything runs smoother both for them and for you.

Job Reports that do the heavy lifting

After an event is complete, the work doesn’t stop. With a mobile solution like TimeKeeper, you can easily generate job-specific reports showing who worked, for how long, and where. For your operations team, these reports make it easy to see how staff performed across different jobs - what worked, what didn’t, and where improvements can be made. For finance, they simplify billing and invoicing, with clear, reliable records that are ready to go. And for clients, they offer full transparency into who was on site and for how long. With reports like this at your disposal, you’ve got the right information at your fingertips without spending hours digging through timesheets.

Direct payroll integration

With a direct payroll integration, hours can flow directly into your payroll software, eliminating the need for duplicate data entry. This accelerates payroll cycles, reduces the administrative load, and minimises the chance of costly mistakes. Staff get paid on time, accurately, and without disputes. For management, it’s a major boost to operational efficiency. By integrating your timesheets with the likes of BrightPay, Xero, Sage, or MoneySoft, you can save yourself on hours of tedious work.

Archiving employees

Event staffing is seasonal and dynamic - when a job ends, you may not need certain staff on your roster anymore. Archiving allows for the removal of employees from the system without losing their historical data. This keeps your system clean and your records intact. When archived staff return for future events, reactivating them is quick and simple, with no need to re-enter their details. It’s a flexible approach to workforce management that respects the ebb and flow of your event services.

Built for the way you work

From the moment your team arrives on site right through to the final payroll run, TimeKeeper is built to handle it all. Mobile clock-ins keep things moving, letting staff log their hours quickly and accurately. Geofencing adds an extra layer of accountability, ensuring your crew is exactly where they need to be. Intuitive job reports take the pressure off post-event admin, giving you clear insights for invoicing and internal reviews. Seamless payroll integration cuts out double-handling so your team gets paid properly and on time. And when the job's done, archiving makes it easy to keep your roster clean and save money while retaining staff records for future use.

Great events deserve great time tracking - tools that keep your operations smooth, your team supported, and your business one step ahead.