Add someone to your staff roster

The short version

Add a person on the Staff roster so you can assign them to events and invite them to the staff portal. A name is the only required field.

Before you start

Your plan needs to include staffing. Pro and Team do. Free does not.
Your seat needs write access to crew. By default the owner, admins and managers have it.
The roles a person can fill come from Staff roles & rates. Add those first, or leave Eligible roles empty and the person can fill any role.

Steps

Open the Staff roster. It's under Settings, then Staff.
Click Add staff.
Type the person's Name. Add their Email and Phone if you have them.
Enter a Default hourly rate, which is what you pay this person per hour. It shows on their card.
Under Eligible roles, click Add role and pick each role they can fill.
Leave the Send portal invite to box ticked to email them an invite now, or untick it to invite them later. The box needs an email address.
Click Add staff. The person's card appears on the roster.

What the other fields do

Started with us: Only matters for certifications. EventSage uses it to tell whether a new hire is still inside your certification grace window. Leave it blank if they aren't new.
Eligible roles: Limits the open shifts the person sees and can claim to those roles, and suggests them when you staff those roles on an event. Empty means every role.
Auto-approve shift pickups: Assigns them at once when they claim an open shift, with no approval from you.
Tracks non-event time: Gives them a time clock in the staff portal for warehouse, delivery, prep or admin hours. You approve what they log. It starts from your default in Shift rules.
Engaged as: Sets whether the 1099 export flags the person and whether the staff portal asks them for W-9 details. Contractor (1099) and Not set leave both on. Employee (W-2) turns both off.
Notes: Holds anything you want on the record, like allergies or scheduling preferences.

An import adds people without inviting them

To add many people at once, click Import on the roster and choose a CSV file. An import creates roster entries only. Nobody gets staff portal access until you invite them, which Invite a staff member to the staff portal covers.

Something look off?

Work through each check in order. Most fixes take under a minute.

Add staff is grayed out

1 · Hover over the button. If it says "Your role doesn't have access to this action. Ask an admin.", your seat can't change crew.
2 · Ask the owner to change the Crew permission for your role. Change what a role can see and do shows where.

EventSage says staffing is a Pro feature

Free has no staffing. Pro and Team include it. Check your plan and what you've used shows which plan you're on.

EventSage refuses the email

EventSage keeps one contact per email address, and the message names who holds it.

1 · If it says the person is already on your roster, find them there and edit their details.
2 · If it says they're archived, turn on Show archived and choose Restore on their card.
3 · If another contact holds the email, use a different email on the staff record.