Calls, texts, and contact lists holding it all together
Without an affordable, centralised platform, the team relied on phone calls, text messages, and personal contact lists to book staff, share event details, and confirm availability. It worked when the company was smaller.
At scale, it created exactly the kind of gaps that staffing agencies cannot afford: missed messages, unclear confirmations, and event details scattered across too many places.
Rollin Hero was not short of clients or staff. The business had built a strong reputation across seven states, delivering everything from intimate private dinners to large-scale corporate events. The problem was never demand. It was the operational cost of meeting that demand with disconnected tools and a software pricing model that punished the company for growing.
The bigger the team got, the harder it became to keep everyone on the same page.
Every new hire made the software bill worse
Tommy Oliver, Rollin Hero’s founder and CEO of Operations, had been through several staffing platforms before. Each one solved part of the problem but introduced a new one, usually around cost.
Most systems charged per staffer, which made sense for agencies with small, stable teams. For a company that is constantly hiring to cover events in seven states, that model turned every new staff member into a line item on the software bill.
The maths stopped working. The more Rollin Hero grew, the more expensive the tools became. And the tools themselves were not delivering enough value to justify the rising cost.
Growth should not make your systems more expensive without making them more useful.
“We have used several past systems that were not financially viable for our organization because we are constantly hiring. Most systems charge per staffer, but Liveforce does not, which fits our budget very well.”
Rollin Hero Staffing & Events
Oliver knew the business needed something different. A platform that could handle a large, constantly shifting workforce without penalising the company for growing.
A system where the team could enter events, organise staff, and communicate directly, all from one place, at a price that made sense for how the business actually operates.
One platform for every event, every state
Rollin Hero integrated Liveforce into their day-to-day workflow, replacing the patchwork of calls, texts, and disconnected tools that had been holding the operation together.
The shift was straightforward. When a client books an event, the team enters it into Liveforce. From there, staff are organised and assigned within the platform. Communication with staff runs through the system rather than through personal phones and scattered message threads.
What had previously required multiple touchpoints, chasing confirmations by phone, texting event details individually, keeping track of who was working where across seven states, now ran through one central platform.
One system. Every event. Every state.
“We enter any booked client events into the system, organize those events and communicate directly with staff through Liveforce.”
Rollin Hero Staffing & Events
Key features implemented
Event scheduling and staff organisation
When a client event is booked, the team enters it into Liveforce and assigns staff from one central view. This replaced the process of coordinating bookings through calls and personal contact lists, giving the team clear visibility over who is working at which event, and when.
Direct staff communication
Shift details, updates, and confirmations are sent through Liveforce rather than through separate text chains and phone calls. Staff receive the information they need in one place, reducing the chance of missed messages or outdated details.
Workforce management at scale
With over 1,000 individuals on Rollin Hero’s books, the ability to manage a large, constantly growing pool of staff without per-staffer pricing pressure was a practical requirement, not a nice-to-have.
Less chasing, more delivering
The operational shift showed up in the day-to-day. Event coordination became faster because the team stopped chasing information across multiple channels. Staff communication became more reliable because updates went through one platform instead of scattered texts and calls.
“Efficiency has definitely gone up. Liveforce is very easy to use and their back-end team is receptive to updates.”
Rollin Hero Staffing & Events
For a company operating across seven states, from California to Florida, the ability to manage the full operation from one system removed a layer of complexity that had been growing alongside the business. Events in Los Angeles, Dallas, Nashville, and Miami all run through the same platform, with the same visibility and the same communication structure.
The admin overhead stopped scaling with the business. The system absorbed the complexity instead.
Oliver also noted that the Liveforce team has been responsive to feedback. For a staffing business where operational needs shift constantly, having a platform provider that listens and acts on product feedback matters. It means the system keeps pace with the business rather than falling behind it.
Before and after Liveforce
Before Liveforce
Staff booked through calls, texts, and personal contact lists
Communication spread across calls, texts, and multiple apps
Per-staffer pricing from previous systems stretched the budget
Event details tracked across scattered notes and messages
Limited visibility over who was confirmed for which event
After Liveforce
Events entered and organised in one platform
Direct staff communication through Liveforce
Flat pricing model that fits a constantly hiring business
All event information stored centrally and accessible to the team
Real-time staff status and event organisation in one view
The difference
Clear visibility over every booking and assignment
One channel for updates, fewer missed messages
Predictable costs, even as the workforce grows
Less time searching, more time delivering
Fewer gaps, fewer surprises on event day
4,000 events and counting
Rollin Hero Staffing & Events continues to deliver events across seven US states, serving a client base of over 120 companies with a workforce of more than 1,000 hospitality professionals. The difference now is how that operation is managed.
Event details, staff assignments, and communication all run through Liveforce. The team spends less time coordinating and more time delivering. The budget pressure from per-staffer software pricing is gone. And the business has a platform that can grow with it, not against it.
The structure is in place. The operation runs from one system. The team can focus on what they do best: making every event count.
Rollin Hero did not just find a better tool. They found a system that fits how their business actually works, and that made the difference between managing growth and being overwhelmed by it.
