Book an event and assign staff

Create the event

1. Open Events and click New Event.
2. Set the client, the date and time, and the venue or location details.
3. Save the event. From here you can build a proposal for it and assign staff.

Events move through a status lifecycle so you always know where each booking stands — from an early inquiry through to a completed event.

Assign staff

Open the event to see its details and the Staffing section. The event detail page shows everything in one place: status, client, venue, guest count, and the staff already assigned.

1. In the Assign staff form, choose a staff member from the dropdown.
2. Enter the Position and the Shift start and Shift end times.
3. Click Assign staff to confirm.

Conflict warnings

Before confirming, Catertoo checks the staff member's schedule and flags two kinds of conflict:

• Double-booking — the staff member is already assigned to another event during that window.
• Time off — the staff member has approved time off that overlaps the shift.

If there's a conflict, Catertoo shows a warning with the details so you can choose someone else, adjust the times, or click Assign anyway to proceed regardless.

Managing time off

Record time off for a staff member so the conflict checker knows when they're unavailable. Time off shows up on the calendar and is factored into every future assignment check.

What's next?

• See your schedule on the calendar for a visual view of every event and staff member.