Overview

The Staffing section on a BEO allows you to document who is working an event and when. Staff can be entered manually on a BEO, or selected from predefined staffing positions and employee lists.


Setting up staffing positions and assigning employees is optional, but it can save time and improve consistency when staffing events regularly.

When This Setup Is Helpful

You do not need to complete staffing setup to use the Staffing section on a BEO.

This setup is recommended if:

  • You frequently staff events with the same roles

  • You want faster staff selection on BEOs

  • You want to limit staff choices to eligible employees per role

  • You want more consistent staffing layouts across events

You may prefer to enter staff manually. Both options work. Staffing positions are simply a time saver for teams that staff events regularly.

Create Staffing Positions

Staffing positions define the roles that can be assigned on a BEO.

Access Staffing Positions

  • Go to Admin

  • Click Manage Employees

  • Select Manage Employee Positions


You will see a list of existing positions.

Step 1: Add a New Position

  • Click Add New Position


  • Enter the position name: Examples: Server, Bartender, Catering Captain

  • Click Save This Information

The new position will now be available for use on BEOs.


Edit or Delete Positions

  • Use Edit to rename a position

  • Use Delete to remove a position

Changes apply everywhere the position is used.


Step 2: Assign Employees to Positions

Once positions are created, employees must be assigned to the roles they can work.

Access Employees

  • Go to Admin

  • Click Manage Employees

  • Select Manage Employees


  • Locate the employee and click Edit


Assign Positions to an Employee

  • Scroll to the bottom of the employee profile

  • Review the list of staffing positions

  • Check all positions the employee can work

  • Click Save This Information

Repeat for each employee as needed.


How Staffing Appears on a BEO

Once setup is complete:

  • Positions appear as selectable options in the Staffing section

  • Employees appear based on the positions they are assigned

  • Staffing times and assignments can be customized per event

This ensures only eligible employees are available for each role.


Best Practices

  • Create clear, consistent position names

  • Assign employees to all roles they can reasonably cover

  • Avoid overly specific position titles unless needed

  • Review staffing setup when new employees are added

Common Issues and Fixes

Employee not showing in Staffing section
Confirm the employee is assigned to at least one staffing position.

Position missing from BEO
Verify the position exists under Manage Employee Positions.

Too many employees listed for a role
Review employee position assignments and remove unused roles.

Related Articles

Support

If you’re unsure how to structure staffing for your events or want help cleaning up existing positions, Support is happy to help. Contact our CaterZen Support Team.


Not a CaterZen customer yet? Discover how our catering software can streamline your business — click here to learn more!