Staffing and Payroll System
2025 - Present
VR Villa
Operations Systems Manager
Built a Google Sheets operations system for VR Villa staffing schedules, role assignments, event hours, pay calculations, and expense tracking across a live-event program that supports roughly 50 to 60 events per year, events up to 30 staff members, and a staffing model where roughly 70% of staff are contractors.
Worth noting
A few things I would call out
- Standardized schedule management across recurring events, rotating staff roles, and contractor-heavy staffing models.
- Automated pay calculations using role rates, tracked hours, and event-specific adjustments.
- Improved staff coordination, payroll confidence, expense visibility, and payout readiness for faster post-event settlement.
01 // What was getting in the way
Recurring events needed clear schedules, role coverage, hour tracking, and payout readiness, but manual coordination created avoidable errors and extra administrative work after each show.
02 // What I did
I built a shared Google Sheets workflow around the decisions event managers needed before, during, and after each event.
The system included:
- shared schedule views for staff and managers
- role mapping for event coverage
- hour tracking tied to pay formulas
- contractor and volunteer staffing visibility
- expense visibility and payout-ready summaries
03 // What changed
Created a repeatable staffing-to-settlement workflow that made role coverage planning clearer before events and payout preparation faster after events. The system reduced avoidable spreadsheet errors, improved payroll confidence, and gave operations leadership a shared source of truth for staffing, contractor coverage, volunteer coverage, and cost decisions.