Everything you need to run your crew
From scheduling and invitations to timesheets, payroll, and PTO — StaffMagic Pro gives your team one system that handles it all.
Scheduling
Build schedules in minutes, assign the right people, and keep every shift covered.
Job and venue-based schedules
Create shifts tied to specific jobs or venues so your crew always knows where to be.
Skill-based employee matching
Filter and assign employees by skill set to put the right people on every shift.
Staff required and position tracking
Set headcount targets per shift and see at a glance which positions are still open.
Linked schedules
Chain multi-part shifts together so employees move seamlessly from one segment to the next.
Conflict detection
Automatic checks prevent double-booking employees or trucks across overlapping shifts.
Truck and vehicle assignment
Assign trucks to schedules with driver tracking so nothing rolls without a crew.
Supervisor assignment
Designate a scheduling supervisor for each shift to own staffing and communication.
Dress codes and start locations
Attach dress code and start-location details so employees arrive prepared.
Day-rate overrides
Set per-employee day rates on individual shifts when flat-rate pay applies.
Schedule viewing
Everyone sees exactly what they need — calendar, list, or synced to their phone.
Interactive calendar view
Color-coded calendar with filtering by job, venue, and supervisor for a quick overview of every shift.
My Schedule (employee view)
Employees see only their upcoming shifts, complete with venue, time, and description details.
Scheduling list (admin view)
Admins get a searchable, filterable list of all schedules with position and staffing status.
Client schedule view
Clients can log in to view schedules associated with their venues and events.
Google Calendar sync Optional
Employees sync "My Schedule" events and admins sync "Jobs" directly to Google Calendar.
Help wanted board
Employees browse open shifts they can apply to, filling gaps without admin intervention.
Invitations and staffing
Fill positions fast with SMS invitations, smart queuing, and one-tap responses.
SMS schedule invitations
Invite employees to shifts via text. They accept or decline right from their phone.
Invitation queue
When positions are filled, extra invitees are automatically queued and promoted if a spot opens.
Direct scheduling
Skip the invitation step and assign employees directly to a shift when you need certainty.
Invitation notes
Attach custom notes to each invitation batch so employees get context with every invite.
Cover My Shift Optional
Employees request another team member to cover their shift, with SMS notifications to both parties.
Cancellation requests
Employees can request to cancel a confirmed shift. Admins approve or decline with full audit trail.
Move employee between schedules
Reassign an employee from one shift to another with automatic notifications to all parties.
Filter by skills, venues, or vehicles
Narrow the employee list by capability so the right crew shows up for every job.
Job creator notifications
The person who created the job is notified whenever employees are added, removed, or moved.
Shift submittal
Simple timesheet entry with built-in safety guards that catch mistakes before they reach payroll.
Time-in and time-out entry
Employees log start and end times with 15-minute precision for clean payroll data.
Break tracking
Record break duration per shift so net hours are calculated automatically.
Flat-rate shifts
Support for flat-rate pay alongside hourly, giving you flexibility for any pay structure.
Reimbursements
Attach reimbursement amounts to individual shifts and include them in payroll totals.
Schedule-linked shifts
Shifts are tied back to the original schedule for full traceability from plan to paycheck.
Per-payroll-type targeting
Every safety guard below can be scoped to Payroll employees, 1099 contractors, or both — so each group gets the right rules.
Configurable safety guards
Late submission reminder Optional
Set a threshold of 1 to 7 days after a shift. Late submissions are flagged, tracked per employee, and cleared weekly on payment.
Conflicting shift detection Optional
Blocks overlapping or duplicate shifts for the same employee so double-entries never reach approval.
Zero-hour flat rate guard Optional
Prevents flat-rate shifts from being saved with zero hours logged — essential for overtime calculations and tax compliance.
Disproportionate rate warning Optional
Warns when a flat rate works out to more than double or less than half of the employee's hourly rate, with an option to override.
Edit shift controls Optional
Choose whether employees can edit pending or approved shifts. Editing an approved shift automatically returns it to pending for re-review.
Delete shift controls Optional
Choose whether employees can delete pending or approved shifts. Deletions automatically recalculate overtime for the entire pay week.
Shift approval
A configurable review pipeline that keeps payroll accurate before a single dollar is processed.
Configurable approval chain
Choose which admins and supervisors can approve shifts, with a default final approver.
Approve or decline with comments
Reviewers approve, decline, or add comments to any shift before it reaches payroll.
Supervisor pre-review
Supervisors can review and comment on submitted shifts before they reach admin approval.
Batch shift viewing
Review multiple shifts at once to speed up the end-of-period approval process.
Edit history tracking
Every change to a shift after submission is logged so you always have a complete audit trail.
Undo approved or paid shifts
Made a mistake? Roll back a shift to a previous status without losing any data.
Payment processing
Turn approved shifts into clean payroll batches with full hour breakdowns and adjustments.
Transaction creation
Group approved shifts into transactions with automatic totals for regular, overtime, and double-time hours.
Overtime calculation
Weekly and daily overtime thresholds are applied automatically based on your company rules. See Overtime Rules below.
Payroll batch archiving
Finalize batches grouped by payroll type and delivery method for easy export to your payroll provider.
Adjustments and admin comments
Add one-off adjustments or notes to any transaction before it is finalized.
Payroll type grouping
Separate W-2 and 1099 employees into distinct batches so each group processes cleanly.
Paid confirmation emails
Employees receive an itemized confirmation when their paycheck is processed.
Configurable exports
Export payroll data to CSV or Excel, with pre-built templates for popular accounting software like QuickBooks, ADP, and more.
Overtime rules
Fully configurable overtime calculation per staff type — daily, weekly, and special rules that match your local labor laws.
Per-staff-type rules
Define separate overtime rules for each staff type (Payroll, 1099, etc.) so every worker class calculates correctly.
Daily overtime Optional
Set a daily hour threshold and multiplier (e.g., time-and-a-half after 8 hours) that applies automatically to every shift.
Daily double-time Optional
Add a second daily tier with its own threshold and multiplier (e.g., double-time after 12 hours).
Weekly overtime Optional
Set a weekly hour threshold and multiplier (e.g., time-and-a-half after 40 hours). Recalculates across all shifts in the pay week.
Seventh day rule Optional
Automatically apply overtime rates when an employee works all seven days in a work week.
After midnight premium Optional
Apply a premium multiplier for hours worked during a configurable late-night window (e.g., 12:00 AM to 4:45 AM).
Minimum shift hours Optional
Guarantee a minimum number of paid hours per shift, even if the employee clocks out early.
Split shift gap Optional
Define a gap threshold that separates same-day shifts into independent blocks for overtime calculation.
Work week start day
Choose which day your work week begins so weekly overtime aligns with your pay period.
Bulk recalculate
After changing rules, recalculate overtime across all unpaid shifts in a single click.
PTO and time off Optional
Flexible paid time off that accrues automatically and tracks every hour to the penny. Enable per employee.
Percentage-based PTO accrual
Set a PTO percentage per employee that accrues automatically with each paycheck.
Basic PTO balances
Assign flat PTO balances and deduct hours as employees use them.
PTO audit trail
A running ledger shows every accrual, deduction, and manual adjustment with timestamps.
Manual adjustments
Admins can credit or debit PTO balances with a single entry for corrections or bonuses.
Request days off
Employees submit time-off requests. Admins approve or decline with automatic notifications.
Overtime banking Optional
Excess hours above configurable weekly or daily thresholds bank into a comp-time reserve. Set triggers and multipliers at the company level with per-employee overrides. Full ledger history and simulator included.
Sick pay Optional
Enable sick pay per employee. Employees submit sick-pay shifts that route through the same approval process as regular timesheets.
User setup and roles
Every person sees only what they need — no more, no less.
Admin
- Full access to scheduling, approval, and payroll
- Manage employees, supervisors, clients, and vendors
- Configure company settings and billing
- View PTO balances and audit trails
Supervisor
- Create and manage assigned schedules
- Send invitations and fill positions
- Review submitted shifts before admin approval
- Optional scheduler permission for full scheduling access
Employee
- View personal schedule and upcoming shifts
- Accept or decline invitations via SMS
- Submit timesheets and request time off
- Cover My Shift and cancellation requests
Client
- View schedules associated with their venues
- Read-only access for transparency and coordination
Vendor
- External partner access for collaboration
- Scoped visibility based on assigned relationships
Account management
- User approval workflow for new registrations
- Skill and payroll type assignment per employee
- SMS opt-in/opt-out preferences
- Secure phone change with OTP verification
Related modules
Everything else your operation needs, built right in.
Jobs management
Create jobs, attach documents, and link schedules. Calendar view shows every job at a glance.
Venue management
Define venues with non-job headers and clearance requirements for organized location tracking.
Incident reports Optional
Employees and admins file incident reports with document uploads and automatic email alerts.
Document management
Upload and manage tax forms and compliance documents with approval workflows.
Company settings
Configure work week, notification preferences, branding, company logo, and approval chains.
Multi-tenant architecture
Each company operates in its own isolated tenant with custom branding, settings, and data.
Notifications
The right message, to the right person, at the right time — via SMS, email, or both.
Every notification respects each user's preferred channel. If SMS delivery fails or is blocked, the system automatically falls back to email.
Tenant branding included — every SMS and email is automatically prefixed with your company name so recipients always know who is contacting them.
Security and compliance
Built with an extensive focus on protecting sensitive employee and company data at every layer.
SMS verification for document viewing
Viewing sensitive documents like tax forms requires a one-time SMS code — for every role, every time. Codes expire after 30 minutes.
Phone number change approval
Employees cannot change their own phone number. Changes require Default Admin approval with OTP verification. Admin self-changes require SMS to their current number first.
Document access protection
Uploaded documents are locked behind server-level access rules. No direct URL access — every download is routed through authenticated, role-checked controllers.
Required document gate
Employees cannot access any part of the application until required compliance documents (e.g., W-4, W-9) are uploaded and approved by an admin.
Role-based access control
Every action in the system is gated by role. Employees, supervisors, clients, vendors, and admins each see only what they are authorized to access.
Multi-tenant data isolation
Each company operates in a fully isolated tenant. Data, settings, and documents are never shared or visible across organizations.
Phone verification at signup
New accounts require SMS-based phone verification before activation, ensuring every user is tied to a real, verified phone number.
Global force-logout
Platform administrators can instantly invalidate all active sessions across every tenant with a single action for emergency response.
Maintenance mode
Lock the entire platform with a custom message during updates or incidents. Superadmin bypass keeps control available at all times.
Onboarding guard
New users are guided through a required setup wizard before accessing the application, ensuring profiles and settings are complete.
OTP expiration and hashing
All one-time codes are hashed in storage and expire automatically. No plain-text codes are ever persisted on the server.
Secure password reset
Password recovery uses SMS-delivered one-time codes — no email-based reset links that can be intercepted or forwarded.
Your Small Team, Powered by Enterprise-Grade Tech.
Why do the biggest venues in the world run so smoothly? Because they spent years and millions building custom software to manage their crews.
StaffMagic Pro levels the playing field. We've packed 20 years of event-industry know-how into a package that makes a 10-person crew look and act like a 500-person powerhouse.
Automated SMS invites, branded notifications, and Google Calendar sync make every interaction look polished and organized.
Built-in conflict checks, overtime rules, shift safety guards, and automated pay batching eliminate the manual work that slows you down.
No servers to maintain, no developers to hire, no spreadsheets to babysit. Everything runs from a single login.
You focus on the event. We'll handle the engine.
The Cost of Doing Nothing
See what you're really paying when you try to piece it together yourself.
| The DIY Way | The StaffMagic Pro Way | |
|---|---|---|
| Setup cost | $100,000+ (Dev & R&D) | $0 |
| Monthly tech fees | $200+ (Servers, SMS, APIs) | Included |
| Human error | High (Spreadsheet fatigue) | Zero (Auto-conflict checks) |
| Implementation | 6 – 12 months | 6 – 12 minutes |
| Ongoing maintenance | You (or a developer) | Handled for you |