My staff do more than one job at an event: set what each person is doing so it is in their email

When one person does magic, then balloons, then face painting at the same event, you want them to know exactly what they are on for and when. KM Hub has a field for that on each staff assignment, and whatever you type in it goes straight into the email they get.

Add someone to the event with their duties

1. Open the event and go to its Staff tab. If you have renamed your team in KM Hub, the tab uses that name instead (or Event staff). The same list also appears on the event's Job tab under Who is working it.
2. Click Add staff (the button uses your own name for your team).
3. In Role, type anything that fits, for example Magician and balloons. The dropdown entries such as Performer, Balloon Twister and Face Painter are only suggestions. If you leave it blank it saves as Staff.
4. In Name, pick the person from Pick from your team list..., or choose Not on the list - type a name.
5. In What they are doing, write the duties and times, for example Magic show 2-2:45, then balloons and face painting until 4. The line under the box reads Goes into their email, under Notes.
6. Click Add.

Where that text shows up

The assignment email goes out as soon as you click Add. It shows the person's role under Your role and your text under Notes, with Yes, I can work it and No, I cannot buttons. The same text also appears:

• on their card in the event's staff list,
• on the accept-or-decline page they open from the email,
• in the confirmation email they get after they accept,
• in the reminder brief sent before the event.

If the message says No email on file, so they have not been notified., you typed in a name that has no email address behind it. Pick the person from your team list instead so the email has somewhere to go.

One row per person, or one per job?

The simplest way is one row per person with all their duties in What they are doing. You can add the same person twice with two different roles, but each row sends its own email and they have to accept each one separately.

Changing their duties after the email went out

Once someone is added, their Role and What they are doing cannot be edited on the card. The envelope button on their card sends the assignment email again, but with the same text. To change what they are doing:

1. Remove the person from the event with the bin icon on their card.
2. Add them again with the new text in What they are doing.

That sends a fresh assignment email, and they will need to accept it again.

Good to know

If your account is in Solo mode, events have no Staff tab. Switch to Agency mode to assign staff.

Still stuck? Submit a ticket from this help center and we'll take it from there.