How It Works
From Contract to Check-Out
in Four Steps
A linear, auditable loop that replaces the jumble of spreadsheets and group texts with institutional operations. Each step feeds the next — no gaps, no manual handoffs, no lost data.
Step One
The Win
A contract is secured. This becomes a Program — the commercial foundation of everything that follows. The Program defines headcounts, base rates, and travel policies. Every subsequent event, schedule, shift, and assignment traces back to this single source of truth.
This is where most agencies lose money before operations even begin. Without a structured Program, rate changes propagate manually through spreadsheets, travel policies live in someone's inbox, and headcount targets are verbal agreements at best. Popsicle turns the contract into structured data that drives everything downstream.
Step Two
The Activation
A date and location are locked in as an Event. The Event is broken into Schedules (day-based groupings) and Shifts (time-based windows with role requirements and headcount targets). This is the operational blueprint that takes shape before a single staff member is assigned.
Most agencies try to manage this in spreadsheets — one sheet per event, one tab per day, one row per shift. The moment something changes (and it always does), version control collapses. Popsicle gives you a structured hierarchy where a schedule change propagates instantly, headcount gaps are visible in real time, and nothing falls through the cracks.
Step Three
The Deployment
Staff are assigned to Shifts. Each assignment automatically generates a unique, cryptographically secure URL token that is delivered to the staff member via SMS. No app download, no account creation, no password to forget. One tap to check in, one tap to check out.
This is the step where most competing systems break down. They require field staff to download a mobile app, create an account, and navigate a dashboard — all before they can even check in for their first shift. Popsicle's URL-token approach eliminates every point of friction, achieving near-universal compliance without training.
Step Four
The Reconciliation
The system calculates actual hours from verified check-in and check-out timestamps, applies rate overrides and expense adjustments, and aggregates everything into a single exportable report. One click produces pristine CSV data for your accounting team.
This is where the ROI becomes undeniable. Agencies using manual reconciliation typically spend two to three days per event chasing timesheets, verifying hours, and resolving disputes. Popsicle collapses that to minutes. The data is verified at the point of capture, calculations are automatic, and the export is ready before the event venue is even packed up.
Ready to Replace
Spreadsheet Chaos?
Your 14-day trial starts today. See the full loop — from contract to check-out — with your own data.
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