Part of our HR & People agents
AI agents for HR teams in event planning
Actionist is an AI automation tool whose agents operate the apps your event crew team already uses, from messaging forty freelancers for availability to a roster that tallies itself and briefing packs ready on time.
Event HR teams lose evenings to availability chasing, certificate checks, and timesheet corrections before every show.
AI Employees for Event Planning HR & People in 4 simple steps
Manual Time
We'll go over where you currently waste your time doing manual tasks.
Actionist Automations
We'll show you exactly how Actionist can automate these manual tasks.
Your Benefits
How much time and money you'll save by onboarding AI agents.
Easy to use
We'll show you how easy it is to enable AI across your business.
Where you spend your time
We know how your week actually goes
- Every shift filled before load-inAvailable freelancers are matched to each role and date, so a gap shows weeks out, not on the morning of the show.
- Nobody on site without the right ticketFirst aid, manual handling, and security badge dates are checked against the role before a booking is confirmed.
- Crew arrive knowing where to beRun sheets, site maps, parking, and uniform details reach each confirmed freelancer before their shift.
- New freelancers cleared before day oneID, right-to-work, bank details, and signed terms are collected and checked before anyone is rostered.
- Hours agreed before pay is preparedTimesheets are matched to the roster and queried before they reach whoever approves the pay run.
- Built around your crew poolThese are examples. Build a custom agent for any crew or staffing job you repeat.
And hundreds of other tasks you do manually..
An agent can take a lot off your team's plate. Take a look below to see the time and cost you could save by adding AI agents to your Event Planning HR & People team's day.
Where the hours go
Forty freelancers get the same availability request, replies trickle in by text and email, and the coordinator keeps a half-finished tally in a notebook until the week before the event, when two roles are still empty.
An agent drafts the availability request for each role, collects the replies into the roster, and flags gaps and double-bookings as they appear, leaving you to approve the messages and decide who gets the offer.
A security steward turns up with an expired badge or a rigger has no working-at-height ticket, and the problem is found at the gate because certificates live in forty separate email attachments.
An agent checks certificate and right-to-work dates against each role before a booking is confirmed and lists anything lapsing this season, so a person decides who can be placed rather than finding out on site.
Briefing emails are built by hand for every show, with the run sheet, site map, parking, and arrival times pasted in, so one late schedule change means re-sending to everyone and hoping they read it.
An agent assembles each role's briefing pack from the latest run sheet and drafts it for approval, then drafts an update when something changes and shows who has not opened it.
Timesheets arrive as photos, spreadsheets, and messages after the show, and the coordinator re-keys hours, queries overtime, and chases missing returns, all before the pay run closes on a fixed day.
An agent matches returned hours to the roster, flags overtime and missing returns, and prepares the pay sheet for the person who approves pay, who always makes the final decision.
Actionist Will Automate
What one automation looks like
A week with your Event Planning HR & People agents
Some of the apps for your Event Planning HR & People team
Some of the crew and staffing apps your agent works in on your behalf. Hundreds more are in the Actionist App Store.
Your Agent wakes up Automatically whenever something happens
Your agents watch the apps you already use and act the moment something happens, usually within about a minute, handle it based on your instructions, 24/7.
When an event reaches four weeks out with roles still unfilled, the agent reads the staffing plan within about a minute, finds freelancers free on the dates with the right certificates, and drafts the requests. A coordinator approves before anything is sent.
Your benefits
Where the time goes back
What you do manually today
What your agent runs for you
- Roster and availability150 min / weekTexting forty freelancers one by one
A coordinator sends the same shift request individually, records each reply by hand, and chases the silent ones the day before the deadline.
Roster and availability Agent0 minAgent drafts, collects, and talliesAn agent drafts each role's request, records replies in the roster, and lists gaps and silent freelancers for approval.
- Certificates100 min / weekOpening files to check expiry dates
Someone opens each freelancer's folder to confirm first aid, security badge, and height tickets are in date before every booking.
Certificates Agent0 minAgent checks tickets against each roleAn agent reads the certificates on file against the role and event date and lists anything missing or lapsing for a person to decide.
- Briefing packs120 min / weekBuilding forty emails per show
A coordinator pastes the run sheet, site map, and arrival time into a fresh email for every confirmed crew member.
Briefing packs Agent0 minAgent assembles packs for approvalAn agent builds each role's pack from the latest run sheet, drafts the emails, and drafts an update when something changes.
- New freelancer files80 min / weekChasing half-finished paperwork
Each new starter sends ID and bank details in separate messages, and someone checks the set is complete before rostering.
New freelancer files Agent0 minAgent collects and checks the fileAn agent sends the checklist, files each document, and marks the file complete or lists what is outstanding.
- Timesheets and pay prep140 min / weekRe-keying hours after the show
Hours arrive as photos and messages, and a coordinator re-keys them, queries overtime, and chases missing returns before pay day.
Timesheets and pay prep Agent0 minAgent matches hours to the rosterAn agent matches returns to booked shifts, queries overtime, and prepares the pay sheet for the person who approves pay.
What that's worth
Calculate what your team saves
Based on typical team usage: the visible tasks plus a few other automations the agent runs: ~6 hrs / person / week of admin work automated.
How easy it is to use
We'll do all the heavy lifting for you.
From entering your website address to having a working AI team, no effort from you.
- Step 1
Enter your website
- We'll research your business
- Automatically configure everything for you
- Step 2
Actionist Auto
Optional- Watches you work
- Creates your agents, workflows and schedules
- Step 3
Marketplace
- Hundreds of apps, plus agents and workflows
- Pre-configured by other users
- Step 4
Invite your team
- We'll automatically onboard them too
- Focus on the things that matter
Enter your website URL for a personalised demo
See exactly what Actionist would automate for your business.
You stay in control
Crew files hold identity documents, bank details, and pay, so Actionist is built for you to see what the agent read, approve every message to a freelancer, and keep every decision about who is hired and paid.
The agent prepares shortlists and pay sheets. Choosing who to book, what to pay, and whether a conduct issue affects rebooking stays with a person.
Availability requests, briefing packs, and schedule updates are drafted and queued for sign-off. Nothing reaches a freelancer unless you widen that autonomy yourself.
Each certificate checked, timesheet matched, and flag raised is logged with a timestamp, so you can show how a decision was reached.
ID, right-to-work evidence, and bank details are encrypted and never used to train any model. Self-host on a VPS if records must stay on your own infrastructure.
More Event Planning teams
Frequently asked questions
Does our crew coordination team need to be technical to use this?
How do I get started with an HR agent for our event crew?
How do I make customised AI agents for how our crew team works?
How quickly can we set up an agent for crew scheduling?
Where do freelancer IDs, bank details, and pay data live, and is it used to train AI models?
Our roster is a spreadsheet and our crew portal has no public API. Will it still work?
Will it message a freelancer without me seeing it first?
Does it decide who we hire, rebook, or pay?
Can it handle the rush before a very large event with a hundred crew?
See an agent fill a roster and brief the crew
Book a free demo and watch an Actionist agent match freelancers to open roles, check their certificates, and draft the briefing pack, end to end.