Schedule servers, chefs, bartenders, and event staff for weddings, corporate events, and parties—without the last-minute chaos
Event staffing software handles different staff counts—a 50-person corporate lunch needs 3 servers, a 300-person wedding needs 15 servers, 3 bartenders, and 4 kitchen staff. Sales and catering software coordinates who's available for which events across different venues. Without it, manually booking events creates nightmares.
When a server calls off 3 hours before a wedding, catering service software sends instant notifications to your backup staff list. Software for event management handles last-minute call-offs efficiently—you need to find replacement before the event starts, not spend an hour making desperate phone calls while the client is already setting up.
Staff complain that some servers always get high-tip weekend weddings while others are stuck with weekday corporate lunches. Hospitality management software tracks event distribution objectively. Workforce management software for hospitality prevents favoritism accusations—without it, team morale suffers and your best staff leave.
Clients pay based on actual staff hours worked at their event. Software for hospitality industry calculates hours per event for client billing automatically. Catering computer software exports detailed breakdowns for invoicing. By the time you manually compile who worked what hours at which venue, billing takes days and errors create disputes that cost you money and client relationships.
See how catering companies solve real problems in minutes
đź“ŤSituation: Saturday has 3 events: 300-person wedding (5pm-midnight), 100-person corporate dinner (6pm-10pm), 50-person birthday party (2pm-6pm). Need to assign 35 total staff across all events without overlaps.
❌Old process: 6+ hours calling staff, checking who's available, manually tracking who's at which venue, creating 3 different Excel sheets, calling people back when you realize conflicts.
âś“With XShift AI:
🎯Result: 3 events fully staffed in 22 minutes vs 6+ hours, zero double-bookings, all staff knew exactly where to go
📍Situation: Saturday 3pm—Lead server for 300-person wedding (starts 5pm) has a family emergency. Wedding needs experienced lead server to coordinate 14 other servers.
❌Old process: Panic for 90 minutes calling everyone on the backup list, 8 people don't answer, 2 are already working other events, finally find someone at 4:30pm—30 minutes before event starts.
âś“With XShift AI:
🎯Result: Replacement found in 9 minutes, wedding executed flawlessly, client never knew there was an issue
📍Situation: Top server complains: "I've worked the last 3 Saturday weddings while some people only work weekday corporate events. Saturday weddings have the best tips—this isn't fair!"
❌Old process: Look through paper event schedules for 2 months, can't easily count wedding assignments per person, defensive conversation with no proof, server remains upset and considers quitting.
âś“With XShift AI:
🎯Result: Fairness complaint resolved with data in 4 minutes, server stayed with company, team trust maintained
📍Situation: Monday after Saturday 300-person wedding—need to invoice client for actual staff hours worked. Contract states billing is based on actual hours, not estimates.
❌Old process: Call all 18 staff members to ask what time they arrived and left, 6 don't remember exactly, 2 don't answer phone, manually add up hours, estimate for missing data, send invoice Wednesday, client disputes 3 hours because they have different records.
âś“With XShift AI:
🎯Result: Invoice sent Monday morning with precise data, zero disputes, client happy, payment received in 3 days instead of 2+ weeks
đź“ŤSituation: Bartender "Jake" is assigned to Friday corporate event but just got tickets to a concert. Bartender "Alex" was off Friday and wants extra hours this week.
❌Old process: Jake texts Alex, Alex agrees verbally, Jake tells manager in passing, manager forgets to update schedule, Friday arrives and Alex doesn't show up, Jake has to work and miss concert.
âś“With XShift AI:
🎯Result: Shift swap handled properly with manager approval, both employees happy, event staffed correctly
📍Situation: Friday payroll day—need accurate hours for 40 staff who worked various events across 7 different venues last week (8 events total).
❌Old process: Collect timesheets from 7 venues, manually add hours per employee, realize 5 people forgot to write down hours, call them to ask, spend 4 hours preparing payroll data, find 3 calculation errors after submitting.
âś“With XShift AI:
🎯Result: Weekly payroll processed in 20 minutes instead of 4+ hours, zero calculation errors, staff paid accurately and on time
Watch how AI Copilot handles real catering scheduling challenges with natural language commands
Manager types "Assign staff for all Saturday events" into AI Copilot. AI analyzes 4 events across 3 venues, checks staff availability, creates optimal assignments ensuring no double-bookings. All 35 staff assigned perfectly.
Result: 2 minutes vs 4 hours of phone calls. Saved 3h 58min.
2 hours before 300-person wedding, lead server calls off. Manager types "Find backup server for Johnson Wedding." AI notifies all qualified servers instantly. Maria accepts at 3:08pm. Wedding staffing secured.
Result: 8 minutes vs 90 minutes of desperate calling. Saved 82 minutes.
Server complains about not getting weekend weddings. Manager enables Fair Rotation mode. AI mathematically distributes premium events evenly across all staff. Historical data proves fairness within 1 event of perfect equality.
Result: Zero fairness complaints vs 3 hours/week disputes. Saved 3h/week.
Monday morning: Manager asks AI "Show hours for Johnson Wedding event." AI instantly provides breakdown: 15 servers averaged 7.2 hours, 3 bartenders 7.5 hours = 130.5 total hours. Invoice ready in 5 minutes.
Result: 5 minutes vs 2 days of manual tracking. Saved 15+ hours.
Saturday: 3 simultaneous events at different venues. Manager types "Check availability for all weekend events." AI shows conflicts, prevents double-bookings, recommends staff transfers between venues if needed.
Result: Instant conflict detection vs hours of manual checking. Zero double-bookings.
Friday payroll: 40 staff worked 8 events across 7 venues. Manager types "Export weekly hours for all staff." AI aggregates all clock in/out data, exports CSV. Payroll submitted by 9:20am.
Result: 20 minutes vs 4 hours manually. Saved 3h 40min.
Join catering companies who staff all their events in minutes and focus on delivering exceptional experiences