Non-Managerial Staffing Process

Phase 1: Event Setup in Events App (EA)

This phase ensures all event pages are correctly generated and templated before staffing begins.

1. Scheduled Events: Staffing receives info. on scheduled events by obtaining the 2026 Master Sheet- Assignors, Staffing, Fundraising Groups from the Facilities team.
2. Information Verification: Review the Master Sheet 60 days out (one week before launch) to confirm all event details are accurate.
3. Template Creation: * Designate the first tournament of the year as the primary template page.
   • Submit the template for review by Asana board team members.
4. Bulk Import Execution:
   • Copy event data per brand into the Bulk Event Clone Import sheet.
   • Save individual files for each brand (PRZ, PD, PH, PHG, etc.) as CSV files.
   • In EA, navigate to Events > More to select the import/clone option.
   • Upload the CSV and select Clone to generate event pages.

Phase 2: Staffing Requirements & Assessment

Begin this phase 60 days prior to the event date.

1. Identify Event Type: Determine if the event is a Tournament or a Showcase to define personnel needs.
   • Use the Staff Payment Guidelines to determine the number of staff per position that you need to hire for each event.
   • Use the Staffing Breakdown per Brand as a resource to determine the number of staff needed for each event if needed.

Tournament Staff Needed: Admissions, Check-In, Athletic Trainers, Flex Workers, Field Managers (PRZ), Security (some venues.)

Showcase Staff Needed: Admissions, Athletic Trainers, Coaches, Scoreboard (PH & PGH), and position coaches (PRZ.)

2. Evaluate Headcount in EA:
   • Go to Events and search for the specific event name in the search field.
   • Click on 83 teams to review the number of teams/fields to calculate required staff.

3. You can also view additional events details by clicking on the arrow to the left of the Prep Redzone image

3. Confirm Specialized Roles:
   • Under Event Name -click on Battle in the Bluegrass State
   • You will see staff hired for the event
     1. Athletic trainers are on-site or need to hire
     2. Will show the number of courts and or fields and the max teams for the event.
   • Verify if Armed Security is needed based on the Prep Network Security Breakdown (armed security is preferred but not mandatory for all PRZ and PH/PGH events)

Phase 3: Sourcing & Outreach

Use a multi-channel approach to fill roles starting 60 days out.

1. Direct Outreach:

• Referrals: Contact Event Directors for lead names. Use the Coach Staffing Inquiry Email Template for interested candidates.
• Returning Staff: Text contractors who worked the event last year. Ensure they re-submit a Staff Application to update their records.
• Returning Staff: Go to Operations >Staffing>Staff Database>filter by sport, state, role to find previous workers to reach out to for staffing needs.

2. Fundraising Groups: Send email to groups Staff Outreach Template

• If group is interested in working our event; send out PH Fundraiser Contract Template(Change the brand logo as needed)

3. Database Research: Use the college coach database and search by state and local D2, D3, and JuCO athletic directories near the venue.

4. Internal Teams: Solicit referrals from previous coaches, Scouts, Sales Team, and ROMs.

5. Official Assignors: Reach out to official assignors hired for the event or using the staffing database in EA

6. Asana/Braze Integration:

• Navigate to the Braze L10 Board in Asana.

• Create a New Braze Request using the College Coach Event Staffing template
• Submit details to noelle@prepnetwork.com for mass email distribution
• Braze Template -

• 

  

8. Use AI tools (like ChatGPT) to identify high school coaches within specific zip codes.

9. External Platforms:

• Jazz HR: Post positions we are hiring for on their job board. Jazz HR
  • Email address to use - staffing@prepnetwork.com
  • The password changes regularly (ask team via Slack - event-operations)
• Go4Ellis: Post event positions on their job board to hire athletic trainers.How to Use Go4Ellis

Phase 4: Adding Event Staff details in EA

1. Link Staff to Events once they have filled out their staff application.

• Go to Operations > Staffing > Staff Database.
• Search for the individual by name and select the tab - Add Event and enter in the event and position detail > save event

2. Manually Adding Staff to Event:

• Click on Events > type event name in search field> event name
• Click on Staffing>scroll to the bottom of the page>add staff

3. Add staff pay and any additional information such as their available hours to work the event here.

Phase 5: Checklist Management in EA

1. View Checklist per Event

• Navigate to Operations> Checklists>Filters>fill in assigned to>event type
• Click on the task once completed.
• It’s extremely important that we complete the staffing checklist tasks in a timely manner. This is what the event operations team uses to identify what tasks need to be completed among shared services leading up to the event.

2. Edit Checklists

• Go to Settings > Application Settings>Checklists

• Checklist Types: Per Brand & Per Type (e.g., PH Tournament vs. PH Showcase).
• There are all-encompassing Master Brand Checklists that can be edited to add additional tasks. (Standardized checklists are maintained in EA Settings to ensure consistency across brands.)

Phase 6: Staff Communication

Communication is key to confirming staff availability for events.

1. Pre-Event Staff Communication:

• 30 Days Out: Perform initial hire outreach. Use text message first; follow up with email/phone if there is no response to confirm agreement to work.
• 2 Weeks Out: Send out email communication on the day of the event details. Example email - PH Event Check-in Template
• The documents to include in Event Check-In email -
  • PRZ -Admissions Staff Responsibilities
  • Flex Worker Job Responsibilities PRZ Team/Player Check-In Staff Responsibilities PRZ Field Manager Staff Responsibilities PRZ Field & FOH Setup Task List PN Event staff Uniform Guidelines
  • PD/PH/PGH - Admissions Staff Responsibilities Flex Worker Job Responsibilities
  • PD/PH/PGH Team/Player Check-In Staff Responsibilities
  • PN Event staff Uniform Guidelines

2. For Athletic Trainers Confirm Availability (2 Weeks Out): Email the AT to confirm:

"David, with the [Event Name] less than two weeks away, I wanted to confirm you are still available to work at [Venue Name/Address]. [List Shift Times]. Please arrive 15 minutes early."

• Upon Confirmation: Email the following documents:
  • PN Event staff Uniform Guidelines
  • Incident Form & Process Sheet - Ambulance Call-In

3. Reminder (Week of Event):

• Send a text reminder to all staff confirming they can work the upcoming weekend's event.
• Once the event schedule is finalized:
  • Check the Schedule: go to the #eventcontentcoverage Slack channel (request access if needed) to review the game schedules. **Makes sure you review the game schedules**
  • Verify Go4Ellis: Cross-reference the Slack schedule with Go4Ellis to ensure scheduled work times are accurate. This prevents overpayment for unneeded hours.
  • Notify staff if event hours have changed.

Phase 7: Verify Staff Records in EA

1. 2 days prior to event date- Export from the staffing section in EA the event staff list to verify all payroll information is complete.

2. Fill in any missing information

Phase 8: Post Event Communication

Automated communication

Additional Tools in the Events App-

• How to pull up venue information
  • Click on Operation>Venues
  • Enter in venue name in search field to view venue details - Venue Address, number of entrances, concessions - yes/no

Click on the Tabs for additional information-

• Venue Contact information
• Additional Details

How to get to the event website-

Click on Events -

• Go to Events and search for the specific event name in the search field.

  

Click on View Event

-This will take you to the official event website.