Just Cruzin’ Productions relied on an analogue, paperwork-heavy staffing process that was slow and error-prone. Registering new freelancers, sending contracts, scanning documents, and managing payroll created a heavy administrative burden. During a large event in October, the team had to onboard 80 new freelancers, which took significant time. Manual data entry and illegible handwriting also triggered frequent follow-up calls and payroll issues. The team implemented an automated staffing and scheduling platform that let freelancers enter and manage their own details online. New freelancers received a single email directing them to complete their information digitally, eliminating paperwork. All freelancer contacts were stored in a secure database, making it easier for staff to find and contact crew members from within a shift. Payroll processes improved by reducing last-minute manual entry and enabling cleaner data for pay runs. After adoption in mid-January, the first pay run by mid-February ran smoothly without the usual influx of payroll-related calls. Administrative workload dropped as onboarding and record-keeping shifted to self-service data capture. The secure database reduced the need to keep hundreds of freelancer contacts on personal devices and sped up communications. The dashboard also enabled forward planning by giving visibility into available freelancers and upcoming staffing needs.

Complete Works was performing well with strong clients, but its admin process for scheduling staff was slow and created bottlenecks. Event managers had to text every staff member before each shift, and workers then had to log in an hour before starting. A small team spent countless hours on mundane coordination work instead of business development. The manual approach relied heavily on Excel and significant effort, which limited how much could be accomplished in a day. Complete Works implemented Liveforce to streamline workforce management and scheduling. The platform automated processes that previously required event managers to manually message staff ahead of shifts. Liveforce replaced the Excel-based workflow with a more organised system and improved visibility through its visuals. Liveforce also adapted the product based on Complete Works’ feedback as the platform developed. After adopting Liveforce, Complete Works removed the need for event managers to text staff before every shift, which saved time and reduced administrative load. Quicker scheduling and management let the team focus more on client care, business development, and trade shows. The time and money saved could be reinvested into gaining more business. Overall, the business reported being happier with the operational experience compared with what they expected from alternative providers.

RAW Adventures managed staffing through manual spreadsheets, personal knowledge of qualifications, and multiple email threads to recruit staff for specific events. As the company grew, it became harder to store and record staff qualifications and to replace staff quickly after late cancellations. Payments took longer than desired, and the lack of centralised records created potential legal challenges for licensed activities. RAW Adventures implemented a staffing and scheduling system to centralise workforce management. They used a workforce calendar for event scheduling, streamlined staff sign-up to support SOP compliance, and broadcasted work opportunities to their full database or invited specific staff. The solution also supported simpler booking and emailing, status-based historic data analysis, and copy-and-paste event setup to save time. After adoption, RAW Adventures streamlined scheduling and payroll and improved overall time efficiency and staff management. They recruited staff for events more efficiently and improved coordination by sharing event details more effectively. They also maintained more comprehensive and accurate staffing records to support ongoing operations.

Active Training World managed event staffing using spreadsheets, which were time-consuming to set up and prone to inefficiencies. Multiple spreadsheet versions created confusion and increased the risk of errors. These issues made it harder to coordinate staffing and communicate updates across events. Active Training World adopted a centralised staffing platform after a recommendation. The software enabled direct in-app communication with event staff, helping organisers share updates and advertise job vacancies more easily. It also captured bank details at sign-up to simplify and speed up payment processing. Additionally, event duplication reduced the effort required to set up recurring events. After implementation, Active Training World improved its ability to manage staffing processes and communicate effectively with event staff. The organisation found it easier to fill staffing requirements by messaging staff directly about vacancies. Staff reported greater satisfaction because they could view upcoming events with vacancies in advance and plan availability. Overall, the changes increased efficiency and improved satisfaction for both event organisers and staff.

Profiles Personnel’s events division relied on pencil-and-paper processes to manage bookings and temp records. Cancellations and booking changes were cumbersome, with staff literally rubbing out entries when someone cancelled. Although they had a database, it was not user-friendly and access was limited, creating inefficiencies and a poor internal experience. The team evaluated multiple staffing solutions but found many options bulky and difficult for candidates to use. They implemented Liveforce because its interface was easy for staff, and its job board and scheduling tools fit their workflows. The platform let them post bookings instantly to staff and get real-time visibility of scheduled personnel. Scheduling boards also improved management oversight and consistency for client delivery. After implementation, Profiles filled jobs faster, improving the client experience and boosting consultant productivity. They filled jobs in minutes instead of hours rather than taking longer manual cycles. The agency also improved candidate quality by assessing skills and experience in a more detailed way through candidate profiles. Consistency improved as staff could better match client requirements and return preferred staff to repeat events.

Indulge Catering and Event Management faced growing scheduling and communication challenges as the business expanded. Its existing approach left room for errors and made it difficult to coordinate staff schedules and event details. With a team of over sixty, managing changes and keeping everyone aligned became increasingly time-consuming. Indulge implemented Liveforce after it was recommended by a staff member who had used it at another company. The platform provided real-time notifications to keep staff informed without constant follow-ups. It also introduced an at-a-glance calendar that centralized event information and staffing needs. Liveforce further improved visibility by consolidating staffing data into one organized view. After implementation, Indulge improved staff communication and event organisation through real-time updates and centralized scheduling. The team gained clearer visibility into staffing data, reducing the need to search for scattered details. Recruitment processes were also improved as part of the broader operational streamlining. The user-friendly app helped ensure adoption even among less tech-savvy staff.