persoo — Staff planning for events

Why persoo?

Coordinate, plan, inform — in one place

Who’s available when? Who does what? And who has just cancelled? Without a tool, this runs through chats, calls and spreadsheets. With persoo, your staff keep their own details up to date, get the invitation automatically and accept or decline with one click.

Post your demand — suitable staff apply, you just confirm
Suitable suggestions based on skills, rating and availability — or auto-assign straight away
Invitations, reminders and changes go out automatically
Declines with a reason — you see immediately which slot is open again
Event details, meeting point and times on the phone at any time

Without persooWith persoo

CoordinateWho’s available when?

Messenger, phone, email

Staff maintain their details and absences themselves

StaffWho takes it?

Ask everyone individually

Suitable staff apply themselves, you choose

PlanWho, what, when, where

Excel list, scraps of paper

Planning board with suitable suggestions

InformShare the plan

Group message to everyone

Invitation and reminder automatically

Track timeWho was there when?

Paper timesheets

Check-in and check-out via QR code, NFC or app

ReactDeclines, questions

Chasing people by phone

Decline with reason, open slot visible immediately

Two sides, one plan

You plan — your staff see it instantly.

Whatever you enter on the planning board goes straight to your staff: as an invitation, in their calendar and in their own overview.

team.persoo.de

Your planning board

Staff plan in persoo: on the left the event with fill level, venue and client, in the middle the Bar position with late and night shifts, on the right options such as Silent, Auto-assign, Message, Share plan, Tasks and Chat

Who has accepted, who still needs to reply, which slot is open
Suggestions, auto-assign, messages, reminders and plan sharing in the options bar
Tasks, team chat and clocking in and out right at the event

crew.persoo.de

What your staff see

Overview in persoo Crew: next assignment, open requests, hours and earnings, agenda for the week

Next assignment, open requests and suitable shifts at a glance
Hours and earnings for the month — also for the mini-job limit
Enter holidays and preferred times themselves, and planning sees them

More for your staff →

Screenshots with test data (German interface) · click to enlarge

Post your demand instead of chasing people

Your staff apply — you choose.

Instead of asking everyone individually, you post the open slots. Whoever fits and has time applies themselves. All you have to do is confirm — and decide who fits best.

Post a shiftFlip the switch on the shift and set requirements such as “Bar, tapping beer”.
Suitable staff applyOnly those who meet the requirements see the shift in persoo Crew and get an email — one click, applied.
You pick who fitsAll applications with rating, monthly hours and message. Accept, reject, done.

Bar · Saturday, 16:00 – 23:30

3 slots open · posted · 5 applications

Tapping beerTill

NWNina W.Rating Top · 12 h this month · “Can stay longer”Accept

DKDavid K.Rating OK · 4 h this monthAccept

SLSara L.Rating Top · 20 h this monthAccept

TBTim B.Would exceed his monthly hours limit

Applications are free · only the confirmed slot is charged · this is also how you find new staff: persoo Recruiting →

How it works

From an empty plan to a full shift

Four steps — and your staff are in the loop without you chasing anyone by phone.

1

Create an event

Set up days, positions such as Entrance, Bar or Set-up, and shifts with the number of slots needed — or start from a template. You can duplicate recurring days to up to 60 dates at once.

2

Post your demand

Post the shift — suitable staff apply themselves and you choose. Or invite people directly: persoo shows who fits and has time, or auto-assigns at the push of a button.

3

Collect confirmations

Your staff get the invitation by email and accept or decline, with a reason if you like. persoo sends automatic reminders before the assignment, and changes to the event are passed on.

4

Run the event & do payroll

Your staff clock in and out via QR code, NFC or button — or your team records actual times, breaks and no-shows. Afterwards you export timesheets and payroll sheets.

Features

Everything for your staff planning

Easy to use — and still powerful enough for large events with many days and shifts.

Planning board

Events with days, positions, shifts and slots in one overview, with the fill level per shift. You sort events into folders, and the focus filter hides whatever doesn’t matter right now.

Duplicates & templates

Copy a finished day to up to 60 more dates, duplicate entire events or save them as templates — for trade fairs, festivals and weekly planning in hospitality.

Suitable suggestions

persoo suggests who fits a slot: based on skills, tags and your rating, taking absences and overlaps into account. Anyone who can’t make it is listed with the reason.

Postings & applications

Post open shifts and your staff apply — you decide. For new staff there are public application pages with team voting and transfer to the pool.

Staff pool

Master data, custom and mandatory fields, skills and tags, ratings (Top, OK, Poor — visible only to you). Your staff maintain their own details, and you can add to them.

Absences & preferred times

Holidays and absences, preferred and blocked times feed into the suggestions. A monthly hours limit per person warns you in good time when things get tight.

Time tracking & clocking in

Actual times, breaks and no-shows per shift. Staff clock in via QR code or NFC at the entrance, via button or via a scan by your team — with approval if you like.

Payroll exports

Staff plan as PDF and Excel, timesheets as PDF or CSV, payroll sheets per person with their hourly rate — individually or bundled as a ZIP.

Share plan

Share the plan with your client or venue via a link — optionally with a password and a choice of how names are shown. The link expires automatically after the event.

Tasks & team chat

Right on the planning board: tasks for you or the team and a chat per event — so agreements don’t get lost across five channels.

Venues & clients

Addresses, billing details, rating and image maintained centrally. Your staff see the public details on their assignment; internal notes stay within the team.

Documents & signatures

Contracts and briefings as PDF templates, with fields placed freely. Assign via filters, collect signatures, download in bulk.

Draft & silent mode

Plan in peace first, then let people know

While an event is in draft, you move and swap people at your own pace — invitations, job postings and change emails are held back. You can also switch a running event to silent mode. Once the plan is final, you activate it — with or without a message to your staff. Your staff get one message instead of ten.

Bar · Saturday, 16:00 – 23:30

1 slot open · suggestions for this shift

Tapping beerTillRating OK or better

NWNina W.Tapping beer, till · Rating TopInvite

DKDavid K.Tapping beer · Rating OKInvite

SLSara L.Has applied · Tapping beer, tillAccept

EHEmre H.Not available: absence entered

JPJulia P.Not available: overlaps with another assignment

Staffing

Who fits, who has time?

Set what a shift needs — say “Bar, tapping beer, Saturday” — and persoo shows you the right staff. You assign directly; your staff just have to confirm.

Skills with AND/OR logic, tags and minimum rating
Absences and overlaps are detected — including assignments with other agencies, without naming them
Accept or reject applications for posted shifts — and find new staff via persoo Recruiting
“Matching job” emails to suitable staff, bundled rather than one by one

New · Auto-assign

One click — and the plan is staffed.

Instead of filling each slot one by one, you let persoo fill an entire event, a day, a position or a single shift. Only people who really fit are invited — and your staff accept themselves as usual.

Requirements, absences, overlaps and monthly hours limits are respected
You set the priority: rating, preferred times, fair distribution of hours, already on site that day, or longest since last assignment
You save the order as the default for your agency and adjust it for each run
Switch to silent mode first if you like: check the result, then inform everyone at once
Whatever stays open is shown with a reason — the suggestions on the shift show what’s blocking it

“Auto-assign” dialog in persoo: priorities internal rating, preferred times, few hours this month, already scheduled on the same day, longest since last assignment; silent mode option — Auto-assign in team.persoo.de (test data, German interface)

New · Check-in and check-out

Check in via QR code, NFC or app — in seconds.

No more paper timesheets. Your staff check themselves in and out — or your staff supervisors take care of it on site. You decide per event what applies.

Your staff check themselves in

QR code at the entrancePut up the code, staff scan it — checked in. The next scan checks them out.

NFC stickerHold the phone to the sticker at the staff entrance — done.

In the app only“Check in” button in persoo Crew — for assignments without a fixed entrance.

persoo finds today’s shift by itself. If you like, your team approves the times first.

Or your staff supervisors

Scan the personal codeStaff show their code, the event lead scans it with the persoo app and sees photo and shift. With the app, coming soon.

Record manuallyActual times, breaks and no-shows directly in planning — corrections are always possible.

Full control at the entrance — and the times go straight into timesheets and payroll sheets.

Set it up once, or per shift

Set the methods for the whole agency — event, position or shift can differ
Have self-recorded times approved by your team first if you like; until then they show as “awaiting approval” on the planning board
Codes at the venue apply to all events there, codes at the event only to that entrance — print them, write them as a link to NFC stickers, block them at any time
Every time entry shows how it was recorded

Clocking settings of an event in persoo: methods QR code/NFC, button in the app, scan by the team, approval by the team, check-in codes for QR and NFC, times awaiting approval

Check-in and check-out at the event in team.persoo.de (test data, German interface)

For your staff

Accept with one click — no password

Your staff use persoo Crew for free in the browser — with their own dashboard, calendar and all agencies in one place.

Log in via email link

No password to forget: your staff log in via a sign-in link that persoo sends by email.

Accept and decline

Accept invitations or decline them with a reason, apply for open shifts and keep track of all their own assignments with times and locations.

Calendar subscription

All assignments as a calendar subscription for iPhone, Android or Outlook — across all agencies, with a reminder three hours before.

Self-managed profile

Your staff enter their contact details, qualifications, absences and documents such as their trade licence themselves. You always see the latest version.

Sign documents

Contracts and briefings as PDF templates with fields — your staff fill them in and sign directly on their phone.

Clock in and out themselves

Scan the code at the entrance or press a button — persoo finds today’s shift by itself. You decide which methods are allowed and approve times if you like.

More for your staff Staff login →

persoo as an app — now for your staff

One app, two areas: in the Team area you see declines immediately and get replacements suggested. In the Crew area invitations arrive on the phone — accept with one tap, check in and out on site. The Crew area is in the App Store and on Google Play; the Team area is in the works.

Download on theApp Store Get it onGoogle Play

More about the app

Who is it for?

Many industries, one solution

Wherever you plan with a pool of temporary, freelance or volunteer staff.

Event organisers & agencies

Many events, many shifts, one staff pool: with persoo, coordination takes minutes instead of days.

For agencies →

Hospitality & catering

Bar, café, club or catering: set up a week, duplicate, adjust — holidays and preferred times are already taken into account.

For caterers →

Festivals

Several days, set-up and tear-down, thousands of guests: the plan holds even when it rains — and you see declines immediately.

For festivals →

Trade fairs & conferences

Hosts, stand staff, technicians and speaker slots — duplicated day by day and properly staffed.

For trade fairs →

Clubs & charities

Coordinate volunteers: who is at the food counter when, who is on the till? Helpers apply for open shifts themselves.

For clubs →

Promotion & sampling

Assignments at many locations, changing teams, proof of work and timesheets for billing the client.

For promotion →

Flexible plans instead of a rigid rota

A rota app plans fixed weeks for fixed employees. Events work differently: different days, venues, positions and people every time. That’s why persoo plans per assignment — and your pool of temporary staff and freelancers accepts shifts themselves.

Plan per event: days, positions and shifts exactly as the job requires — from a catering evening to a festival over several days.
Duplicates & templates: set up recurring assignments in minutes instead of starting from scratch every time.
Staff accept themselves: open shifts go to your pool, and you see acceptances and declines immediately.
Costs only when you plan: billing per confirmed slot, no base fee — your first 50 confirmed slots are free.

Data protection & security

Staff data in safe hands

Planning staff means processing sensitive data. persoo is built for that.

Encrypted details

Sensitive data such as social security and tax numbers are stored encrypted. In planning you only see whether they have been provided.

Two-factor login

Secure your access with an authenticator app and backup codes. Team and staff log in via separate interfaces.

DPA & GDPR

You conclude the data processing agreement directly in persoo (view sample). Retention periods, GDPR data access requests and template legal texts for consents are built in.

Traceable

Exports and access to staff data are logged, and uploaded files are scanned for malware.

Pricing

You only pay when you plan

No base fee, no subscription with volume limits. Every confirmed slot is billed — that is, every confirmed place in a shift.

Per confirmed slot

€0.25

per confirmed place in a shift

Your first 50 confirmed slots are free — once, for trying it out.

Declined within 24 hours of accepting? Not charged. Reassigning costs nothing extra.

Your team

2 included

team members for planning

Each additional member €3.50 per month. Your staff don’t count.

Always free

€0

for staff, invitations, applications

A large staff pool costs nothing. Neither do declines, job postings or the Crew interface.

All prices net, plus 19% VAT · monthly invoice from €10 net · Example: 20 people × 2 shifts × 3 days = 120 confirmed slots = €30 net

Start for free Pricing & calculator

FAQ

Frequently asked questions

What does persoo cost?

There is no base fee. Your agency’s first 50 confirmed slots are free; after that you pay €0.25 net per confirmed slot – that is, per person and shift your staff confirm. Two team members are included, each additional one costs €3.50 net per month. Invitations, declines, applications and the size of your staff pool cost nothing. All prices

What counts as a confirmed slot?

A confirmed slot is a confirmed place in a shift. Someone working one shift on each of three days counts as three confirmed slots. If a slot is merely reassigned, no second fee is charged. If someone declines within 24 hours of accepting, the slot is not charged.

Can my staff apply for shifts themselves?

Yes. You post a shift with a single switch. Suitable staff – based on the skills and tags you set – see it in persoo Crew, get an email and apply with one click. You see all applications with rating and monthly hours and accept whoever fits best. The person confirms once more, and the slot is filled.

How do my staff record their working time?

However you like: your staff clock in and out via QR code or NFC sticker at the entrance, via a button in persoo Crew – or your team scans their personal code. You set the methods for the agency and can configure them differently per event, position and shift. If you want, your team approves self-recorded times first. Corrections and manual entries are always possible. More on clocking in and out

Can persoo fill shifts automatically?

Yes. Auto-assign fills open slots of an entire event, a day, a position or a single shift with suitable staff. It takes requirements, absences, overlaps and monthly hours limits into account; among the suitable candidates, your priority decides, such as rating, preferred times or fair distribution. Staff are invited and accept themselves.

Do my staff need an account?

Your staff log in without a password via a sign-in link sent by email and accept or decline there. persoo is free for staff.

Is there an app?

Yes. The persoo app for your staff is available for iPhone in the App Store and for Android on Google Play. The planning area is coming to the same app. Planning is done in the browser – on your computer and on your smartphone. More about the app

How does persoo protect my staff’s data?

Sensitive details such as social security or tax numbers are stored encrypted. Login can be secured with a second factor, the data processing agreement is concluded directly in the product (sample), and GDPR retention periods and data access requests are built in.