Catering staff scheduling
Crema connects your crew to each confirmed event: how many people it needs, who can work it, who is assigned, and the reminder that carries the booked scope to the people on site. It works the same way for coffee carts, photo booths, and other event crews.
The short answer
Crema schedules event staff from the booked event itself. You set how many people each event needs, ask your roster who is available by email, assign the crew, and send reminder emails that carry the services and add-ons from the saved quote, your setup instructions, and calendar links. Coverage is tracked day by day, so an event that is one person short keeps saying so until it is covered.
Built for event work
Every staffing feature reads from the event record, so the crew works from the confirmed booking instead of a copy of the sales record.
Set how many staff an event needs, and override that number for individual days of a multi-day event. Crema checks each day against its own target and labels the event by its weakest day (“1 of 2 staffed” or “Unstaffed”) on Event Hub cards and in the leads table, names the short days, and marks them on the calendar. Someone who can only work some days counts only for those days, and someone who declined counts for none.
Choose the staff and the events, and Crema sends each person signed response links by email, with one combined email per person when you ask about several events at once. Staff answer without logging in, can pick specific days of a multi-day event, and their answers appear on the event in your dashboard without a reload. The workspace owner also gets an email when someone responds.
Give each staff member a personal link, with no login, to a board of upcoming shifts at the locations they work that still need people, plus any shift they are already on or have answered. They tap the ones they can work. Opting in records availability only; a manager still makes the assignment. Once an event is covered, it drops off everyone else’s board.
Assign staff from the event’s Staff panel. When an event belongs to a location, the picker lists the staff who serve it, with an override for borrowing someone from another branch. Assigned staff receive a confirmation email with calendar buttons, and removing someone sends them a notice. Crema also warns when one person is booked on two events the same day.
Remind one person or the whole crew, or let Crema send reminders automatically ahead of the event. The email includes the event facts, the services and add-ons from the latest saved quote, the tasks for the event, your workspace checklist, procedure documents you attach, and Google and Apple calendar buttons with an .ics file set to your business time zone.
See how Crema builds the quote behind the scopeWrite run-sheet templates with sections such as setup, service and teardown, and target them at event types. An event with no edits of its own follows its type’s template. Editing a section or adding a one-off section gives that event its own copy, so later template changes leave that event’s sheet alone. Run sheets go out with the reminder email.
A repeatable process
An illustrative example: a two-day corporate reception that needs two staff on Friday and three on Saturday.
Once the event is on the calendar, it appears in the Event Hub. Its Event Manager brings the overview, staff and tasks, and client messages together. You set Staff needed to 2 and raise Saturday to 3, and the card reads “Unstaffed” until someone is assigned.
You send an availability request to four people and share shift-board links with the rest of the roster. Answers land on the event as they arrive. You assign two people, the per-day strip shows Friday at 2/2 and Saturday at 2/3, and the event reads “2 of 3 staffed” until a third person is added.
The event inherits your reception run sheet. You add a one-off section about the venue’s loading dock for this event only, add tasks for the event, and assign the coffee cart and serving equipment, which Crema flags if the same asset is booked elsewhere on an overlapping or too-tight schedule that day.
Ahead of the event, each assigned person receives the reminder with the booked services, their tasks, the run sheet and calendar buttons. If the client moves the start time, you update the event and press Remind all again so the crew has the current details. After the event, you log hours in Staff Pay.
Straight answers
Yes. Staffing levels, availability, the shift board, reminders and run sheets work the same way for any event crew, and you name the roles, whether baristas, servers, drivers or attendants.
Assigning or removing someone emails them right away. For other changes, such as a new start time or an added service, update the event and press Remind again; the reminder is rebuilt from the current event, the latest saved quote and the event’s current run sheet. Crema does not send change notices on its own.
The shift board shows each person their own answers and assignments, plus counts of how many people an event still needs; it never names other staff. Client checklist answers are off by default and appear in reminder emails only when you turn them on.
Crema is not a workforce-management app. Event staff on your roster do not get their own Crema login or app; they respond through signed links in email or on the shift board. Shift-board opt-ins are non-binding, and a manager makes every assignment. Crema has no shift swapping, time clock or payroll processing. Staff Pay is a record: you log hours, rates, tip share and extras after an event and mark records paid, while the money moves through the payroll or payment method you already use.