Spreadsheets have been a go-to tool for event businesses managing staff schedules. They seem simple, flexible, and familiar. But as your business grows, spreadsheets quickly become a headache.

They create confusion, waste time, and increase the risk of errors. Event professionals need a better way to manage staff scheduling. Here’s why spreadsheets are no longer the best option—and what you should use instead.

1. Spreadsheets Lead to Scheduling Mistakes

Managing staff schedules on a spreadsheet means constantly updating information. If one person forgets to make a change, everyone else is left working with outdated details.

A small mistake—like assigning someone to two events at the same time—can throw an entire event into chaos.

With automated scheduling tools, staff availability updates in real-time. Everyone sees the same information, reducing double bookings and last-minute cancellations.

2. You Waste Hours Updating Spreadsheets

Every time an employee’s availability changes, you have to manually update the spreadsheet.

Every time you add a new event, you have to check who’s available.

Every time someone calls in sick, you scramble to find a replacement.

This process repeats daily. A scheduling system does this work for you. It automatically tracks availability, assigns staff, and notifies them of changes—without endless back-and-forth emails or calls.

3. Spreadsheets Don’t Send Notifications

Spreadsheets don’t remind your team of their shifts. If someone forgets to check, they might miss an event.

Modern scheduling tools send automatic reminders. Staff get notified about their shifts, any updates, and even location details. No more missed assignments or last-minute texts asking, “Am I working this event?”

4. Finding Staff Takes Too Long

Need a last-minute replacement? With a spreadsheet, you have to:

• Open the file.

• Check everyone’s availability.

• Call or message each person.

• Wait for responses.

• Assign the shift.

This can take hours.

A scheduling system instantly shows you who’s available. You can send out a shift request to the right people and get a quick response—all without endless phone calls.

5. No Centralized Communication

Spreadsheets store data, but they don’t help teams communicate. If an event detail changes, you have to:

• Update the spreadsheet.

• Send an email or message.

• Hope everyone sees it.

A scheduling platform centralizes everything. It includes built-in messaging, so event details, shift changes, and updates are all in one place.

No more switching between spreadsheets, emails, and text messages.

6. Spreadsheets Don’t Track Staff Performance

Who always shows up on time? Who cancels last minute? Who gets great client feedback?

A spreadsheet can’t track this.

A scheduling tool keeps records of attendance, performance, and reliability. You can quickly see who your top staff members are and who might need extra training or accountability.

7. Spreadsheets Can’t Prevent Overbooking

Event businesses often manage multiple events in one day. Keeping track of who’s assigned where is tough.

With a spreadsheet, it’s easy to accidentally assign someone to two places at once. You might not even notice until it’s too late.

A scheduling tool prevents this. It won’t let you double-book staff, ensuring every event has the right coverage.

8. No Easy Way to Track Pay and Hours

Payroll is another challenge with spreadsheets. You have to manually calculate hours worked, overtime, and pay rates.

A scheduling system tracks hours for you. It records when staff check in and out of events, making payroll easier and more accurate.

9. Spreadsheets Don’t Work Well on Mobile

Most event staff rely on their phones for work updates. Spreadsheets aren’t built for mobile use.

They require constant zooming, scrolling, and editing. If a staff member tries to update their availability on the go, mistakes happen.

A scheduling app lets staff update availability, check assignments, and communicate—all from their phone.

10. Collaboration Becomes a Mess

When multiple people edit a spreadsheet, things get messy.

One person forgets to save changes. Another accidentally deletes a row. Someone else adds notes that aren’t clear.

Suddenly, no one knows what’s accurate.

With a scheduling system, everything updates in real-time. Everyone sees the latest schedule without confusion or accidental changes.

11. Spreadsheets Don’t Scale with Your Business

What worked for a few events per month doesn’t work when you’re managing dozens.

Spreadsheets become harder to maintain as your team and workload grow. A small scheduling mistake can cost time, money, and reputation.

A scheduling tool adapts to your needs, making it easier to manage more staff, more events, and more logistics—without extra stress.

What’s the Alternative?

Event scheduling software replaces spreadsheets with a faster, automated system.

Instead of spending hours managing schedules manually, a scheduling tool:

• Shows staff availability in real-time.

• Prevents double bookings.

• Sends automatic shift reminders.

• Lets staff update their availability.

• Tracks performance and attendance.

• Keeps all communication in one place.

If you’re still using spreadsheets, you’re making scheduling harder than it needs to be.

Switching to an automated system saves time, reduces errors, and makes managing staff effortless.

Try Scheduwize and see the difference.