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.

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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.

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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.

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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.

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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.

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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.

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Challenge: THA Staffing specialised in temporary event staffing across the Middle East and saw a market gap where staffing was not fully aligned with the events industry. When the pandemic created operational pressure, THA faced a decision between continuing manual workflows using Excel sheets and WhatsApp groups or adopting technology to differentiate. The business needed a more efficient, reliable way to manage its freelancer database and event deployments. It also needed stronger control over accountability and job execution in the field. Solution: THA implemented a staffing software platform with an admin interface and a crew mobile app to support day-to-day operations. The platform centralised database management, improved job visibility, and enhanced communication with freelancers. THA used features like geofencing check-in to confirm correct on-site attendance and automated timesheets to simplify hour tracking. The system also streamlined payment processing and strengthened payment reporting for greater transparency and accuracy. Results: The software became the cornerstone of THA’s database management and changed how the team sourced and booked talent. THA gained the ability to reach a broader pool of freelancers and also target specific crew members based on job requirements. Payment reporting became more robust, improving financial accuracy and transparency. Over time, freelancer adoption increased consistently, supported by user-friendly tools and responsive customer support.

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Bakehouse Factory’s growth made the volume of freelance staffing work overwhelming. They needed a smarter way to connect everyone at once, streamline communication, and reduce human error. Their existing approach relied on multiple channels and one-to-one contact, which increased the risk of mistakes and added overhead. The team also needed more capacity so leadership could focus on developing productions while scaling delivery. Bakehouse Factory adopted a staffing platform that integrated scheduling, communication, and payroll processes. They used it to broadcast updates to the full team in one place rather than managing multiple threads and WhatsApp groups. The finance workflow was also centralized so invoices and expenses were submitted and handled through the system. The interface helped the team quickly see which jobs were fully cast and which still had gaps. After implementation, Bakehouse Factory freed up time to focus on developing productions and became better equipped to take on more projects. Communication improved by reducing fragmented messaging and lowering the chance of human error. Invoicing and payroll became easier for the operations team because invoices and expenses flowed directly to finance for processing. Staff feedback was strongly positive, including comments that the system was “a million times better.”

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Three Counties Showground managed staffing for a diverse mix of events, each with different requirements. With four major shows a year plus third-party events, tracking staffing needs, scheduling, and communication became overwhelming. Their manual process using Word and Excel created time-consuming admin work and limited efficiency. They needed a solution that could keep up with a busy venue’s changing demands. Three Counties Showground evaluated staffing software and moved on from an alternative tool that was difficult to navigate. They implemented a more user-friendly staffing platform with guided onboarding. The solution supported event-specific staffing, scheduling, and coordination for both in-house shows and third-party events. It also digitised payroll workflows and centralised staff communication through in-platform updates and assistance. The new system simplified payroll by removing manual calculations and improving accuracy. Communication improved as updates were shared digitally, reducing reliance on letters and postal outreach. Scheduling and managing casual staff became easier, reducing the time and effort required to coordinate events. The venue also planned further ahead by posting shifts for the next year to improve budget and staffing visibility.

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Hammerton Barca wanted to empower local professionals and reduce reliance on external labor for sports and entertainment events across Africa. They repeatedly saw that outside producers struggled to find and hire local freelancers because there was not enough accessible data. This lack of structure made it difficult to connect regional talent with global opportunities. As a result, recruitment processes remained manual and inefficient. Hammerton Barca partnered with Liveforce to introduce a workforce management platform instead of building a database from scratch. They used the platform to begin accumulating freelancer data and managing a roster more efficiently, leveraging prior familiarity with the tool from other client work. They also introduced the platform to freelancers through workshops at the Sportsbiz Africa Forum in Rwanda focused on career development. The planned full integration aimed to automate workflows like job notifications and scheduling. The partnership began showing early adoption signals at the Sportsbiz Africa Forum, where freelancers reported they had not seen anything like it before in countries such as Kenya, Uganda, Rwanda, or Tanzania. Hammerton Barca expected the growing database and full platform integration to replace manual emailing and speed up recruitment. They also anticipated saving time and money by automating end-to-end processes from job notifications to scheduling. Beyond operations, the structured approach improved how freelancers could present their skills and increased credibility with government stakeholders impressed by the use of global-standard tools.

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Events by The Camberwell Arms faced major difficulties managing staffing for catering events using a manual, ad-hoc process. Staff were contacted individually for each event, which was time-consuming and inefficient. This made it hard to consistently ensure proper staffing levels. The approach also created administrative headaches and increased the risk of service disruptions. The team implemented staffing software to streamline shift scheduling and staff engagement. Instead of manually reaching out to each person, they posted shifts for staff to view and apply to directly. The platform also supported planning teams further in advance with a year-level view of staffing needs. It improved communication by centralizing event details and updates so everyone stayed aligned. After implementation, the company reported improved staffing efficiency across scheduling and workforce management. Planning and timeline management improved by allowing teams to be organized well ahead of events with a global view of the year. Communication and coordination improved because event information was shared through one platform. Recruitment and administration were streamlined through shareable application links and easier access to payroll-related details, reducing operational burden.

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Emmaus Global’s growing freelance safeguarding pool and expanding client portfolio made coordinating people, shifts, and communications across multiple assignments unsustainable. Their existing shift setup was tied to a complicated CRM that was over-engineered, expensive, and required heavy manual input. Freelancers struggled to book and manage work, and the team lacked visibility into skills, availability, and fair shift distribution. The gap between the precision of their client delivery and their behind-the-scenes operations became difficult to maintain. Emmaus Global implemented a purpose-built platform to manage their entire freelance operation in one system. The rollout centralized staffing, enabled real-time visibility of who was available/confirmed per assignment, and added controls to match skills and balance teams fairly. They used shift scheduling across multiple assignments, in-app communication for updates and briefings, and real-time availability tracking to reduce back-and-forth. With onboarding support, the team adapted quickly and began seeing measurable improvements within weeks. After implementation, Emmaus Global significantly reduced the hours spent planning and arranging shifts and eased the internal operations workload. They handled last-minute changes and cancellations more smoothly through the app and improved clarity on shift times, roles, and pay. The team gained consistent visibility into availability and team composition, helping ensure the right qualified people were placed in the right roles. Overall, the new operational foundation supported growth without adding manual work.

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