AI Workforce Assistant
Deterministic matching across 12 factors with 5 configurable strategies. Every suggestion includes a full score breakdown.
Included in all plans
The workforce operating system for event staffing
Run your entire event workforce from one platform
Keruja replaces the spreadsheets, WhatsApp groups, and disconnected tools that event staffing agencies rely on. Recruitment, scheduling, time tracking, payroll, compliance, and client management — one connected system.
GDPR compliant
Financial integrity
The Reality
You know this reality
Running an event staffing agency means holding together a dozen systems that were never designed to work with each other.
WhatsApp is your shift management system
Shift confirmations, last-minute changes, availability updates — all buried in group chats. When someone drops out at 6 AM, you're scrolling through messages to find a replacement.
Spreadsheets run your payroll
Friday afternoon means matching timesheets to rate cards, manually calculating overtime and allowances, then hoping the CSV export doesn't break your payroll provider's import.
Compliance lives in a filing cabinet
Right-to-work documents in email attachments. Training certificates in a shared drive. Expiry dates tracked in someone's head. One missed document and you're liable.
Your staff and clients live in different worlds
Staff get shift details via text. Clients chase you for updates by phone. Nobody has a single place to check what's happening, and you're the human middleware.
Recruitment is disconnected from operations
New applicants come in through a form, get trained in a separate system, and their details get re-entered when they finally start working. Every handoff loses data.
One system. Every workflow.
Keruja is a workforce operating system
Not a scheduling tool with bolt-on features. Not a collection of integrations held together with duct tape. Keruja is a single platform that handles your entire operation — from the moment an applicant applies to the moment their pay hits export.
Recruit
Attract, train, and onboard
Schedule
Plan, assign, and fill
Track
Check in, verify, approve
Pay
Cost, reconcile, export
Comply
Document, audit, protect
Manage
Communicate, report, grow
The complete platform
Six integrated modules that cover your entire operation. No add-ons. No third-party integrations required.
Recruitment & Onboarding
From applicant to shift-ready in one flow
Build custom recruitment pipelines, embed application forms on your website, train staff with video modules and quizzes, scan uploaded documents, and issue contracts — all before they work their first shift.
- Custom pipeline stages with automation (email, training assignment, webhooks)
- Embeddable recruitment widget for your website — branded, HMAC-secured
- Training modules with video lessons, quizzes, and auto-grading
- Document scanning with ClamAV integration and admin override
- Token-based onboarding: training completion then KYC enrolment
Scheduling & Staffing
Event-first scheduling that thinks in jobs, not just shifts
Keruja organises work as Events containing Jobs containing Shifts — because a 500-guest wedding isn't just a collection of time slots. Drag-and-drop assignment, AI-powered matching, offer waves, and real-time availability checking.
- Drag-and-drop staffing board with 4 assignment flows (assign, reassign, swap, AI suggest)
- AI matching engine: 12 scoring factors, 5 strategies, confidence tiers — fully explainable
- Tiered offer waves with automatic escalation (tier 1 to 2 to 3)
- Staff availability rules, leave management, and calendar sync (Google, Outlook)
- Shift swaps, change requests, and replacement finding with candidate ranking
Operations & Communication
Every message, approval, and update in one place
Email broadcast and inbox, push notifications, shift reminders with quiet-hours enforcement, job-level team chat, and a full support ticket system with SLA tracking. Stop context-switching between five apps.
- Communication hub: email broadcast, inbox, and push notifications
- Per-job team chat with WebSocket real-time messaging
- Automated shift reminders (T-24h, T-2h) with quiet-hours enforcement
- Support ticket system with SLA tracking and help centre
- Weekly utilisation summaries and notification digests
Time Tracking & Attendance
GPS check-in that works even without signal
Staff check in with GPS location and optional selfie evidence. The entire flow works offline — actions queue locally and sync automatically when connectivity returns. Timesheets flow directly into the approval pipeline.
- GPS and selfie check-in with anti-tamper device verification
- Offline-first: IndexedDB queue with idempotent sync on reconnect
- Break tracking, attendance notes, and evidence capture
- Manager approval workflow: submit, review, approve/reject, payroll
- Late alerts and pre-shift attendance reminders
Payroll & Finance
From approved hours to payroll export without a spreadsheet
Payroll runs with a proper workflow (Draft, Lock, Export). Rate cards with overtime rules, time bands, allowances, and holiday uplift. Every calculation uses integer arithmetic — no floating-point rounding errors, ever.
- Payroll runs: create, generate from approved shifts, lock, export CSV, reopen with audit trail
- Rate cards with versioning, overtime rules, time-band splitting, and allowances
- Costing engine: base pay, overtime, breaks, holiday uplift, external staff rates
- Frozen rate snapshots at assignment — payroll figures can't drift retroactively
- Export-ready payroll reports for upload into your existing finance systems
Compliance & Contracts
Right-to-work, document tracking, and e-signatures built in
Track every compliance document with expiry alerts and assignment blocking. UK Right to Work provisioning with legal confirmation. Contract templates with merge fields and digital signatures. Client-specific compliance requirements enforced at assignment time.
- Document vault: upload, review, approve/reject, expiry tracking, and reminder emails
- UK Right to Work: 3 document types, legal confirmation, RTW register CSV export
- Contract templates with merge fields, PDF generation, and e-signature
- Per-client compliance requirements — staff can't be assigned without required documents
- GDPR pipeline: soft delete, scheduled cleanup, data export, consent tracking
Why Keruja
Built differently from scheduling tools
Most workforce software starts with a calendar and bolts on features. Keruja was designed from the ground up as an operating system for event staffing operations.
Event-first data model
Keruja thinks in Events, Jobs, and Shifts. A corporate gala has a catering job, a bar job, and a front-of-house job — each with different roles, rates, and staffing needs. Your costing, scheduling, and client approvals all work at the right level of detail.
Event: Corporate Gala
Job: Catering
14:00–22:0018:00–02:00
Job: Bar Service
17:00–01:00
Recruitment to payroll in one system
An applicant applies through your embedded widget, completes training, passes document checks, signs their contract, gets assigned to shifts, checks in with GPS, submits their timesheet, and appears in your payroll export. One system. Zero re-entry.
Apply→Train→Verify→Sign→Assign→Check in→Approve→Export
Financial controls built into every calculation
Payroll errors cost agencies thousands. Keruja eliminates rounding errors with precise integer arithmetic, locks rate snapshots the moment staff are assigned, and maintains a tamper-evident audit trail across every financial record. Nightly automated reconciliation catches drift before it reaches your exports.
Precise arithmetic
Integer pence — no rounding errors in pay or costing
Locked rate snapshots
Rates frozen at assignment — payroll can't drift
Tamper-evident audit trail
Every financial record signed and traceable
Automated reconciliation
Nightly checks catch discrepancies before export
Staff work across agencies
In event staffing, freelancers work for multiple agencies. Keruja handles this natively — one login, multiple organisations, cross-org shift visibility, and proper isolation between each agency's data.
Works offline at the venue
Event venues have terrible Wi-Fi. The staff portal is a full PWA with offline check-in, evidence capture, and an action queue that syncs automatically when connectivity returns.
AI matching you can explain
The matching engine scores staff across 12 factors. Every suggestion shows exactly why it was made. Five strategies let you optimise for coverage, quality, cost, or margin. No black box.
Intelligence
AI that runs in the background
Nine autonomous services analyse your operations continuously — predicting shift risk, flagging at-risk clients, scoring staff quality, optimising rates, and forecasting demand.
- Shift risk prediction and no-show alerts
- Client churn detection and engagement scoring
- Staff quality scoring and reputation tracking (Bayesian)
- Rate optimisation recommendations
- Demand forecasting across your event calendar
Staff Experience
A mobile app your staff will actually use
The staff portal is a full progressive web app — no App Store download required. Staff manage shifts, submit timesheets, update availability, request leave, upload compliance documents, and complete training.
- Shift offers with accept/decline and wave-based escalation
- Offline check-in/check-out with GPS and selfie evidence
- Availability rules, leave requests, and calendar sync
- Compliance document uploads and training modules
- Push notifications and shift reminders
Client Portal
Give your clients their own dashboard
Clients submit event requests, approve staffing proposals, sign contracts, review staff performance, and track transport plans — all through their own branded portal.
- Event request submission and job approval workflows
- Contract viewing and digital signature
- Post-shift staff review and rating
- Transport plan visibility
- Calendar with sync to Google and Outlook
Built for Scale
Designed for high-volume staffing operations
Keruja handles the complexity that simpler tools can’t — multi-event weekends, cross-agency staff pools, client-specific compliance rules, and payroll runs across hundreds of shifts.
Read our security practicesOrg isolation
Strict multi-tenant data separation between every organisation.
Four-portal RBAC
Role-based access across agency, staff, client, and admin portals.
Financial audit trail
Signed, traceable records with nightly automated reconciliation.
Bulk import pipeline
Staff, events, clients, jobs, roles, and pay rates via CSV or XLSX.
UK Right to Work
Assignment blocking, document tracking, and RTW register exports.
Finance-ready exports
Payroll reports and shift cost breakdowns ready for download and upload into your existing systems.
From Real Agencies
Built with real agencies
“We replaced four separate tools with Keruja. Recruitment, scheduling, timesheets, and payroll — it's all in one system now. Our Friday payroll run went from three hours to twenty minutes.”
“The client portal changed our relationship with venues. They approve staffing themselves, review staff after events, and stop chasing us for updates.”
“Our staff actually use the app. The offline check-in works at venues where nothing else does, and the shift offers mean we fill positions faster without a WhatsApp group.”
Everything included
No add-ons, no hidden fees. AI Workforce Assistant and payroll exports come standard with every plan.
Payroll & Finance Exports
Export payroll runs, shift cost breakdowns, and timesheet summaries as CSV — formatted and ready for your finance team or payroll provider.
Included in all plans
Simple Pricing
Simple, transparent pricing
One plan. Everything included. Pay only for staff who actually work.
For new agencies & growing teams
Getting started?
Launching a staffing agency or building a catering team? We help you get set up properly.
- Guided onboarding
- Best-practice setup
- Early-stage pricing guidance
- Help structuring your operations
- Advice on your first hires and structure
- Direct access to our team
PRO
£3.50/staff
The complete workforce operating system. Every module, every portal, every feature.
- £50 per admin seat / month
- £3.50 per ACTIVE* staff / month
- £149 minimum monthly floor
- Full recruitment pipeline & training LMS
- AI matching with 5 strategies
- Staff, client, and admin portals
- Payroll runs & finance-ready exports
- Compliance vault & UK RTW
- 15% off with annual prepay
Enterprise
Let's talk
For large operations with complex requirements. Custom integrations, dedicated support, and tailored onboarding.
- Everything in PRO
- Volume discounts
- Dedicated account manager
- Priority support & SLA
- Custom integrations
- On-site training available
*ACTIVE staff = staff who worked at least one shift that month. You could have 5,000 staff on your roster — if only 200 worked, you pay for 200.
Enterprise Security
Enterprise-grade security
Built with the controls that serious operations require.
- GDPR compliant — data retention controls, right of erasure, consent tracking, and PII redaction
- Role-based access across 4 portals — staff never see pay rates, clients never see internal notes
- Financial integrity — integer arithmetic, HMAC audit trails, frozen rate snapshots, nightly reconciliation
- Full audit trail on every action — who did what, when, from which device
- Document scanning (ClamAV) — uploaded files checked before anyone can download them
- Working towards ISO 27001 certification
Have Questions?
Common questions
Deputy and Quinyx are shift scheduling tools. Keruja is a workforce operating system — it covers recruitment, training, scheduling, time tracking, payroll, compliance, contracts, CRM, and client management in one platform.
Yes. Keruja supports CSV and XLSX imports for staff, events, clients, jobs, roles, and pay rates. Map columns to Keruja fields, validate before import, and roll back if something goes wrong.
No app store download required. Keruja is a progressive web app — staff open it in their browser and add it to their home screen. It works offline, supports push notifications, and includes GPS check-in with evidence capture.
The matching engine scores every available staff member across 12 factors: skills, reliability, reputation, availability, proximity, experience, pay fit, client history, venue familiarity, role depth, fairness, and margin. You choose from 5 strategies. Every suggestion shows exactly why it was made.
No. The client portal shows hours worked and charge totals only. Pay rates, margins, internal notes, and staff contact details are never visible to clients.
When a staff member checks in without connectivity, the action is saved to local storage on their device with GPS coordinates and timestamp. When connectivity returns, it syncs automatically. Idempotency keys prevent duplicate submissions.
Keruja generates payroll-ready CSV exports from approved timesheets. Each export includes staff details, approved hours, rates, overtime, and deductions — formatted for upload into your payroll provider or finance system.
PRO is month-to-month with a £149 minimum — cancel anytime. You only pay for staff who actually worked a shift that month. Annual prepay saves 15%.
Keruja provisions three UK Right to Work document types (passport, visa/BRP, share code). Documents go through an approval workflow with legal confirmation. Staff without valid RTW documents are blocked from assignment.
Stop running your agency from six different tools
One platform for recruitment, scheduling, time tracking, payroll, compliance, and client management. See the full system in a guided demo.