Shift scheduling for events
47 shifts. 150 people. Scheduled in seconds.
ShiftCrew replaces the Google Form, the spreadsheet, and the email chain. Build an intake form, collect availability with a single link — no accounts, no app — and let the constraint-based scheduler assign everyone fairly, within their hours, without conflicts.
30-day free trial · no card needed · staff never create accounts
Built with a major ATP/WTA tournament’s transportation committee·Coordinating hundreds of staff across multi-week events·18 field types·AES-256 PII encryption
You know the drill: a Google Form, twelve spreadsheet tabs, an email chain, and seconds to figure out who’s working when.
there is a better loop ↓01 — How it works
One link in. One schedule out.
From intake form to inboxes in five steps. Most events are set up in an afternoon — and no spreadsheet ever enters the picture.
02 — The scheduler
It doesn’t guess. It solves.
The scheduler treats your event as a set of rules and satisfies all of them at once — what took a committee three weeks in a spreadsheet takes one click.
Rules it satisfies — all at once
It tells you what it couldn't solve
Every run ends with an honest warnings report: understaffed shifts, under-assigned people, role gaps — surfaced, never hidden.
You stay in charge
Drag-and-drop any assignment, lock what must not move, and re-run the scheduler around your locks — locked picks are never touched.
- Sat Aug 2 Evening — 1 dispatcher short
- 3 people under hour target
- 12 locked assignments preserved
03 — Intake
A form builder that knows what a shift is.
Drag in availability grids, role pickers, and commitment tiers — fields a generic form tool doesn’t have — then share one link and watch responses roll in.
Conditional logic
Show licence questions only to people who chose a driving role — everyone else never sees them.
18 field types
From availability grids matched to your real shift slots to role, tier, and location pickers that stay in sync with your event setup — prefilled with the fields every event needs.
Encrypted where it matters
Flag any field as sensitive and it’s AES-256 encrypted before it touches the database, with an Encrypted badge your staff can see.
04 — For your team
Your staff click a link. That’s the whole onboarding.
Built for teams that include people who don’t do apps — a magic link in their email opens their availability form and, later, their personal schedule.
No accounts, no passwords, no app store
Works in any browser, on any phone or desktop — for a 70-year-old first-timer and a 22-year-old stagehand alike.
Personalized schedule emails
When you publish, every person gets their own branded shift list. Republish, and updates go out.
Day-before reminders
An automatic “you’re on shift tomorrow” email with one-click opt-out. Nothing to configure.
05 — Around the schedule
Everything the spreadsheet never did.
Live, together
Multiple organizers on the same schedule see each other’s changes instantly — a presence pill shows who’s on right now.
no refresh · no "which version is right?"
Publish with confidence
One click emails every person their own schedule. Republish, and updates go out.
150 emails · one click
Keep pairs together
Link two people and the scheduler keeps them on the same shifts.
Sarah ⟷ Marcus
A full paper trail
Every run, assignment, lock, and publish logged — with who and when.
Bring your co-organizers
Invite admins, keep private notes on people, and correct a response on someone’s behalf.
Reports that run the day
Coverage summary, daily dispatch roster, staff-by-shift availability matrix, per-person schedules — exported to PDF and Excel.
Start from a sample event
Sign up into a fully-loaded demo event with a guided tour — and in-app chat when you need a human.
Fix anything by hand
Drag-and-drop overrides, and locked assignments the scheduler never touches.
Built for sensitive data
AES-256 encryption
Sensitive fields encrypted at the application level — not just the disk.
Two-factor auth
Enforce authenticator-app 2FA for every admin in your organization.
Consent, built in
Staff acknowledge collection before submitting personal information.
PIPEDA-minded
Designed around Canadian privacy law from day one.
06 — Pricing
Pay per event, or go unlimited.
Start free, buy a one-time pass when your event is real, subscribe when you run several a year. Every plan includes the auto-scheduler, email publishing, and CSV export.
Free Trial
Your first event, free for 30 days.
- First event · 30-day window
- Up to 25 staff
- Basic availability form
- Auto-scheduler + warnings report
- Email publishing + reminders
- CSV export
- ShiftCrew branding
Event Pass
One event, paid once.
- Activates one event for 6 months
- Custom form builder
- Your logo on portal + emails
- PDF + Excel exports
6-month access · one-time payment
Buy a passAnnual Pro
For teams running events all year.
- Unlimited events
- Up to 750 staff per event
- Custom form builder + your branding
- Priority support
- SoonYear-over-year event cloning
- SoonGoogle Sheets live sync
- SoonShift swap requests
- SoonPost-event reports
Enterprise
For federations and multi-committee organizations.
- Unlimited events + staff
- Dedicated SLA
- Extended audit log access
- SoonMulti-committee, shared staff pool
- SoonSSO (SAML / Google)
- SoonWhite label + custom domain
- SoonREST API access
Running two or more large events a year? Annual Pro pays for itself.
07 — FAQ
Questions organizers actually ask.
Q.01
How is ShiftCrew different from SignUpGenius or a Google Form?
Those tools collect names; ShiftCrew builds the schedule. A sign-up sheet makes people grab slots first-come-first-served, and a Google Form leaves you with a spreadsheet to untangle by hand. ShiftCrew collects availability against your real shift slots, then a scheduler assigns everyone at once while honoring role counts, hour targets, rest windows, and fairness — and tells you exactly which shifts it couldn't fill. Publishing, reminder emails, and printable reports are built in.
Q.02
Does it work for paid staff, volunteers, or both?
Both, including a mix. ShiftCrew was built alongside a volunteer committee coordinating a major tennis tournament's transportation, and it schedules paid festival and event crews with the same engine. Commitment tiers (half-time vs full-time hour targets) work the same whether people are paid, stipended, or volunteering — nothing in the tool assumes either.
Q.03
Do my staff need to create accounts or install an app?
No. Each person gets a magic link by email — clicking it opens their availability form, and later their personal schedule, in any browser on any phone or computer. No passwords, no app store, nothing to remember. Only organizers (admins) have accounts.
Q.04
How long does it take to set up an event?
Most events are set up in an afternoon. You can start from a sample event with a guided tour, the intake form comes prefilled with the fields every event needs, and defining your shifts is a matter of dates, times, and how many of each role you need. From there it's one link out to your team, and one click to schedule when responses are in.
Q.05
What if the auto-schedule gets something wrong?
You review everything before anyone is notified. Drag any person to a different shift, remove them, or lock an assignment so future scheduler runs never touch it — then re-run the scheduler around your locks. Every run also ends with a plain-English warnings report (understaffed shifts, people under their hour target) so problems are surfaced, never hidden.
Q.06
Can several organizers work on the schedule at the same time?
Yes. Invite co-organizers as admins, and everyone on the schedule sees each other's changes appear live — no refreshing, no emailing spreadsheet versions around. A presence indicator shows who's on the schedule right now, and an activity log records every scheduler run, assignment, and publish with who did it and when.
Q.07
Does ShiftCrew remind people about their shifts?
Automatically. The day before each working day, everyone scheduled gets a "you're on shift tomorrow" email listing their shift times, role, and location. There's nothing to configure, and every reminder includes a one-click opt-out for people who'd rather not receive them.
Q.08
Is sensitive information like licence numbers secure?
Yes. Any form field you flag as sensitive is encrypted with AES-256 at the application level before it reaches the database — not just disk encryption — and staff see an "Encrypted" badge on those fields. Organizations can enforce authenticator-app two-factor login for all admins, staff acknowledge data collection before submitting personal information, and the platform is designed around Canadian privacy law (PIPEDA).
Q.09
Can I get my data out — and what happens when my event ends or my pass expires?
Your data is always exportable: schedules and form responses as CSV on every plan, with PDF and Excel exports (coverage summaries, dispatch rosters, per-person schedules) on Event Pass and above. When an event's access window ends or an Event Pass expires, the event becomes read-only rather than disappearing — you can still view everything and run the exports your plan includes. Nothing is held hostage.
Q.10
How does billing work — is it a subscription?
Only if you want one. The Free Trial needs no card. An Event Pass is a one-time payment for a single event — $499 for up to 100 staff, $1,999 for up to 300, $4,999 for up to 750 — with six months of access, not a recurring charge. Annual Pro is a $9,000/year subscription for unlimited events (up to 750 staff each) with priority support; it pays for itself at two large events a year. Enterprise is custom and invoiced. Payments run through Stripe checkout.
Your next event, scheduled in an afternoon.
Set up your first event free. If it doesn’t beat the spreadsheet, the spreadsheet is still there.
30-day free trial · no card needed