A staff role is a job you quote, like Bartender or Server. In Staff roles & rates you enter what you pay for the role and, optionally, what you charge. Leave the charge blank and EventSage works it out. Type one and that is the rate the client is billed.
Before you start
- Your Staffing markup and contingency buffer live in Pricing structure, which by default only the owner changes. Set your markups and contingency buffer covers both.
Steps
- Open Staff roles & rates. It's under Settings, then Staff.
- Click Add. The form opens as New Staff Type. To change a role, click its row, then Edit role.
- Type a Role Name, like Bartender.
- Enter Cost Rate ($/hr), what you pay per hour. It starts at 25, so change it. For a flat amount per person, switch to Flat per shift and enter Cost ($ per shift).
- To let EventSage price it, leave Your Rate ($/hr) blank. To set it yourself, type the rate you charge. For a flat charge, switch that toggle to Flat per shift and fill Your Price ($ per shift).
- If you typed a charge, decide on Apply contingency buffer. The box appears once the charge is above 0 and starts unticked.
- Pick a Tax class if the role needs its own, then click Save. The role appears in the list.
How the client's price is worked out
With no charge typed, the price is your cost plus your buffer, then your Staffing markup. The list shows Auto under You charge.
With a charge typed, that rate is the price. The Staffing markup is not added on top. If Apply contingency buffer is ticked, the buffer is added to your typed rate, and You charge shows that billed figure. With a 10% buffer, a typed $50 an hour bills $55. Price rounding can still round the staffing total up.
The buffer is padding for costs that run over. It isn't profit. How markup, margin and the buffer set a price explains the difference.
What the other fields do
- Default Count
- How many of the role the calculator starts with.
- Guests per Staff (auto-calc)
- Adds staff as guests grow. A value of 50 means one per 50 guests, rounded up. Zero means you set the count by hand.
- Always include on events
- Adds the role to every event.
- Tax class
- Applies to this role alone. Staff inside a bundle follow the bundle's tax, and staff on their own line follow their own class. Choose whether staffing is taxed explains both.
Who sees what you pay
By default Sales and Viewer seats see no figure under You pay, and the owner can change that for a role. A quote's labor cost still shows to every seat that reads costs.
Something look off?
Work through each check in order. Most fixes take under a minute.
A quote says there is no rate on file
A role with no rate prices at $0, and the quote can still go out. The calculator notes there is no rate on file. Click Set it in Settings, open the role, enter Cost Rate ($/hr) and click Save.
Apply contingency buffer is missing
The box shows only once you type a charge above 0 in Your Rate ($/hr) or Your Price ($ per shift). With the charge blank, EventSage adds the buffer for you.
You can't add or change a role
The card is view only for your seat. Ask someone who can edit Price list to add the role or change its rates.