Hiya!
What systems do you use for scheduling your staff (bonus points if it helps with union rules/different roles) or do you have a kick-ass spreadsheet you use for your schedule that you would be willing to share? Looking for some inspiration!
Megan Quintal Ticket Database Specialist
San Francisco Ballet
mquintal@sfballet.org
I inherited our system, and I love it! It's literally a GoogleSheet that stays the same from season to season.
The first page has all of the contact information of all staff, so if anyone needs them they can contact them quickly and easily. There are also columns next to names to indicate what someone has been trained on. The second page is the schedule itself. I make a new tab for each show, and circulate the document to remind people to put in their availability and give them a deadline.
Ours is a "claim your shift" model, where the staff member puts their name down in the far corner if they can work a particular shift. I then schedule people rather equally based on this availability. Unfortunately this sometimes leads to holes when no one can make it, but I can usually get creative and pester someone into taking the shift! Then I lock the sheet so no one can edit except for me, and tell everyone that the schedule is set, and from then on they need to find coverage if they can't make a shift.
A small index of terms:
-BOS = Box Office Supervisor. BOA = Box Office Associate. CON = Concessionaire (bar and snacks). HM = House Manager. ASA = Audience Services Associate (usually denotes daytime shift).
It's a bit hard to read at first, but I find this sooooo useful. Especially for people with wildly different schedules. I also like that it is one document, that never changes, so everyone can bookmark it and always find it! Feel free to use the template attached to copy into a GoogleSheet. And I'm happy to answer questions/screenshare/call to discuss!
FOH Schedule Copy.xlsx
Brandea Turner (Past Member) Thomas Williams Stephanie Trembley