Project, event & function - briefly explained

Created by Julia Kronister, Modified on Wed, 20 Sep 2023 at 02:14 PM by Julia Kronister


Project Structure 


The hierarchy within projects in Staffcloud can be interpreted in different ways. It is therefore important to know the underlying structure.  

Please find an example for the simplified structure of a project below. 

What is a project? 

A project is something akin to a folder filled with different bits of information pertaining to the events or functions it contains. This information can either be shown only to planners, or seen by employees as well. 

A project can be an organised event, a work project, or a work shift which takes place over any given period of time. It contains information such as the name and type of project you would like to implement. 

In the planner view, this information is divided into 2 columns. 

In the lefthand column, you can find the project’s basic data, such as its name, as well as the customer, contact and planner. The system sets these as basic data points, however only the project name is mandatory, while customer and contact can be left empty. 

The righthand column shows the project details. These are entirely customisable. You can find out more about how to do this here: Data Fields & Forms 



The project itself does not contain data such as dates, times or locations. This information is configured for the individual events within the project and is automatically summarised on the project level. 



In addition, a project itself does not have a status, as a status can only be given to the events within the project. Thus, the same project can be displayed in the tabs Active, Archived, and Draft. If a Project comprises Events which do not have the currently selected status, this is shown below the project name when events are expanded. By clicking on the text (e.g. ‘2 active events’ as shown here), you are directly sent to the events with this status. 


What is an event? 

An event always forms part of a project.  


It is defined by date, time and location. This information is used by employees as a marker for their shift/assignment. 


The event time can be overridden by entering a function time, as can the location. What matters for the assignment – and the assigned employees – is the information given at the lowest level. 


This means that if nothing is entered at the function level, an employee’s assignment time can be identical with the event time.  


Event function 


Event functions denote the actual jobs taken on by your staff members. They define an employee’s assignment. An event can contain one or more event functions, which taken together form a ‘team’. 


Each event function has a name and can be given a different time and location to the event.  


In the example above, a function (shift) has been created for every event (each assignment day).  


The first function in the event on 22/03/2022 contains a time (function time) as well as an assignment location which both differ from the time and location on the following days. Overriding the event time or location via the function can be used to make assignments more precise. Thus, with several people working at the same event, a team lead is told to start work 30 minutes before their team, and the logistics crew knows to meet in a different location. 


To create an event function, 2 data points are required. The first one is the Type of Event Function – or simply ‘Function’ – and describes the assignment type.  It can be selected from the previously defined list of functions.  Secondly, the Number describes how many employees are required for this event function. 

In addition, the event function can be further defined by a description. This can help in distinguishing between event functions of the same type.  


Once an event function is created, it is automatically allocated to a shift.  Event functions which have been created simultaneously (for several events) are thus added to the same shift. A shift describes the ‘same’ job in different events, such as an event function which takes place from 8AM-12PM and is repeated daily (for one event per day), i.e. a morning shift. When planning assignments, shifts can be used to easily select and create assignments. 


If nothing further has been configured, staff members are invited to functions. This means that they can directly apply for the associated assignments.  



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