When should you start hiring flexible staff for busy periods? Get ahead with these smart tips.

As a business owner in hospitality, retail or events, you know the feeling: the busy season is coming, your calendar’s filling up—and suddenly it hits you: you need more people, and your planning isn’t up to speed yet. You’re not alone. Every peak season begins the same way: I need more staff than I thought.

So the big question is: when should you start hiring flex workers?
Spoiler alert: sooner than you think.

Start early – it gives you a serious advantage

1. The labor market is tight and competitive
Good flex workers are in high demand. Chances are, they’ve got multiple offers and you’re just one of many trying to grab their attention (and availability). Wait too long, and the best ones may already be taken.

2. You can’t build a strong team in a week
Onboarding new people, explaining your way of working, making availability agreements—it all takes time. Starting early gives both you and your team space to get properly prepared.

3. You’ll avoid gaps in your schedule
Last-minute hiring often leads to understaffing, stress, and mistakes. With a proactive approach, you can plan ahead and adjust more flexibly as things evolve.

So when should you start?

Also take a look at your past data. Which months were busy last year? When did bookings start picking up? CrewPlanner offers handy dashboards that help you spot those trends at a glance.

How to recruit effectively and strategically

1. Be visible where your target group hangs out
Don’t just post vacancies on your own website—use platforms where flex workers actually are: student job boards, social media, staffing apps. And don’t underestimate word of mouth—it’s still gold.

2. Make it appealing (and honest)
Be clear about what you offer. What’s the pay? What are the hours? Do you provide lunch? Is there a travel allowance? Most of all: why is working with you better than working next door?

3. Automate where you can
With smart tools like CrewPlanner, you can:

• Request availabilities with a single click
• Send out shifts to your core and flex teams
• Keep track of who’s working when
• Communicate in one central platform (no more stressful group chats!)

4. Build your own flex pool
Don’t start from scratch every time. Keep contact info of good workers, invite them for future shifts, and build your own community. You’ll save yourself a lot of headaches down the road.

FAQs from business owners

“But what if I don’t know how busy it’ll be yet?”Start with an inventory anyway. You can tentatively schedule people or ask for their availability upfront. That way you’re ready—without committing too early.

“What if I schedule people and it doesn’t get busy?”Flex work is, well… flexible. Clear communication is key. Be upfront about the possibility of a shift being canceled. Transparency builds trust.

“Can I do this without a tool?”Of course. But why make it harder than it has to be? Tools like CrewPlanner save you hours of work, give you clear oversight, and reduce errors. And honestly—that peace of mind is worth it.

Start early and work smart

Busy periods are inevitable. Stress doesn’t have to be. By starting early with your hiring strategy, you give yourself breathing room, attract better candidates, and significantly increase your chances of a smooth season.

So don’t wait for the first sunny terrace day or that last-minute reservation. Start today.
Your future self (and your customers) will thank you.

Curious how CrewPlanner can help you recruit, schedule, and communicate with your flexible staff?

Book NOW your demo. Efficient planning = stress-free business.