All Case Studies
Orion Entertainment

Staffing Events With Less Coordination, More Confidence

Orion Entertainment coordinated approximately 25 part-time event staff across hundreds of events a year through spreadsheets, texts, and repeated follow-ups. Loophole extended its Airtable system with a shared staffing workflow, mobile portal, and custom integrations. Orion gained clearer staffing visibility and an estimated 10 administrative hours back each week.

The Business
DJ, MC, And Photo Booth Services
The Work
Operations Consulting And Custom Staffing Platform Development
The Result
+500 Hours Saved Annually
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The challenge of coordinating a busy event schedule

With availability, shift assignments, and confirmations fragmented across communications, each assignment required manual checks and follow-up, making it harder to maintain a shared view of coverage and taking time away from other business priorities.

The operational question

How could Orion make staffing more self-directed and consistent without compromising event coverage, qualification requirements, staff visibility, or the continuity of a busy event schedule?

A shared workflow for staffing and event coverage

  1. Loophole worked with Orion's leadership to review inquiry, booking, and staffing workflows, identify repeated manual work, and define assignment rules.

  2. The workflow connected availability, open-shift selection, confirmations, and eligibility rules, so only qualified, available employees could take applicable shifts. This reduced manual checking while retaining the rules needed for dependable staffing.

  3. A mobile staff portal brought upcoming assignments and projected earnings into one place, while automated event updates reduced one-to-one scheduling texts and emails.

  4. Automated pre-event check-ins went directly to clients and assigned staff, summarizing the date, venue, setup and performance times, and event-day requirements.

Extending Orion's custom database and interfaces

Loophole extended Orion's existing custom Airtable database and interfaces, migrating current event and staffing data and rebuilding the relationships between events, packages, roles, shifts, and availability. Custom logic translated packages into staffing requirements and updated related records as assignments changed, while existing operational views were adapted to this new model. Working within the existing system reduced the disruption, migration effort, and staff retraining involved in moving to a separate, disconnected staffing platform.

Synthetic data
The owner view brings event details and open or confirmed staff roles together.

We built custom integrations directly into Orion’s Airtable environment to get more from its existing platforms. Tave bookings triggered Vibo event creation, while event details and links returned to Airtable alongside staffing information, connecting booking, staffing, and pre-event coordination across platforms.

Loophole paired the custom implementation with onboarding for management and staff and follow-up troubleshooting, supporting the team’s transition to the new workflow. The handoff was completed in one day, with ongoing operations continuing through the transition.

Synthetic data
Staff can move from the shared schedule to a shift’s role, confirmation control, date, venue, and times.

Time back and relief from daily staffing pressure

For David, staffing had been a daily source of frustration and anxiety, so seeing confirmed shifts in one place brought relief, something he described as getting his sanity back. An estimated 10 administrative hours saved each week, or 520 hours annually at that rate, freed his attention for the rest of his business and life.

Staff gained clearer access to shifts, confirmations, and projected pay, while management gained a more consistent way to coordinate event coverage, with availability and qualification rules built into the process. Automated updates reduced individual follow-up and freed attention for other business priorities.

David Schwartz, CEO of Orion Entertainment, described the impact:

“The time and mental freedom you have taken back for me, to focus on other aspects of my life and business, is priceless. I can say with confidence this is one of the best decisions I have ever made in the 11 years I have owned this company.”

David SchwartzCEO, Orion Entertainment

What this engagement demonstrates

Staffing works more consistently when availability, qualifications, assignments, and confirmations are part of the same process, giving staff and management a shared view of the information they need to coordinate across the team.

For Orion, the transformation brought a recurring operational workload into a structured workflow that supported both staff participation and management oversight. Loophole's approach was to improve how the work moved through the business, then build the technology to support it.

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