Every operation has a busy season. For many warehouses and distribution centers, it’s the holiday rush. For others, it’s back-to-school, spring restocking or the months after a big new contract.
When volume jumps, your core team can only stretch so far. That’s where seasonal staffing comes in. Done well, it lets you scale up quickly, protect your permanent team from burnout and scale back down when the rush is over.
This guide covers how seasonal staffing works, when to start planning, how to figure out how many people you need and how to keep your best seasonal workers.
What is seasonal staffing?
Seasonal staffing means bringing in temporary workers for a specific period of high demand. The workers are usually employed and paid by a staffing agency, which recruits, screens and onboards them for you.
When the season ends, so does the assignment, unless you decide to keep some of them on.
Why use seasonal staffing?
Handle volume without overloading your team
Running your regular crew on overtime for weeks leads to fatigue, mistakes and turnover. Seasonal workers share the load.
Avoid permanent hires for temporary demand
Hiring full-time employees for a few months of extra work creates problems when volume drops. Temporary staffing gives you flexibility.
Save your HR team’s time
Recruiting dozens of people at once is a big job. A staffing agency handles sourcing, screening, paperwork and payroll.
Find future employees
Seasonal work is a great way to spot strong workers. Many companies hire their best seasonal associates permanently.
When to start planning
The biggest mistake employers make is waiting too long. By the time you’re feeling the pressure, many of the best candidates have already taken jobs elsewhere.
A general timeline:
- 8 to 12 weeks before peak: Review last year’s data, forecast volume and share it with your staffing partner.
- 6 to 8 weeks before: Finalize headcount, shifts, pay rates and job details.
- 4 to 6 weeks before: Your staffing partner begins recruiting and screening.
- 2 to 4 weeks before: Start bringing people on, so they’re trained before volume peaks.
- During peak: Weekly check-ins to adjust headcount and fix issues fast.
- After peak: Review performance and decide who to keep.
How many seasonal workers do you need?
There’s no single formula, but these questions help:
- What was your volume last peak season? Orders, units, trucks or whatever you measure.
- How much did your team handle per person per shift? This gives you a productivity baseline.
- What’s your forecast this year? Is volume expected to go up or down?
- How many shifts will run? Will you add a shift or weekend coverage?
- What’s your expected absence rate? Plan a buffer for no-shows and turnover.
Once you have a rough number, your staffing partner can help you refine it based on experience with similar operations.
Writing a strong seasonal job order
Give your staffing partner the details that matter:
- The exact tasks and equipment involved
- Physical requirements, like lifting and standing
- Shift times, days and expected overtime
- Start date and expected end date
- Pay rate
- Safety gear and site rules
- Drug screen or background requirements
- Whether there’s a chance to be hired permanently
The more specific you are, the better the match. And if your staffing partner can visit your site, even better.
Getting pay rates right
During peak season, many facilities hire at the same time. Candidates compare pay, shifts and commute, and they choose quickly.
Before you finalize your budget, ask your staffing partner for an honest read on local rates. A rate that’s slightly below the market can slow your hiring and increase turnover right when you can least afford it.
Onboarding seasonal workers well
A good first week makes a big difference in who stays through the season.
- Have a clear orientation and safety walk-through
- Pair new workers with experienced team members
- Give simple, clear instructions and expectations
- Check in at the end of the first few shifts
- Make sure they know who to go to with questions
Seasonal workers who feel prepared and welcomed are much more likely to stay.
Keeping your best seasonal workers
Peak season is a chance to find great people. To keep them:
- Track performance and attendance during the season
- Let strong workers know you’d like to keep them
- Talk with your staffing partner about temp-to-hire conversion
- Recognize good work, even with something simple like a thank-you
Common seasonal staffing mistakes
- Starting too late. The best candidates get hired early.
- Underestimating headcount. Plan a buffer for absences.
- Vague job descriptions. Unclear jobs lead to poor matches.
- Skipping training. Rushed onboarding leads to mistakes and safety issues.
- No feedback loop. Weekly check-ins with your staffing partner catch problems early.
How Axiom helps with seasonal staffing
Axiom Staffing Group has helped employers on the East Coast handle busy seasons since 1999. We staff warehouses and distribution centers with everything from entry-level support to forklift-qualified associates.
Here’s how we work:
- We start with your needs. Our consultative approach begins with understanding your hiring challenges and site.
- We learn your floor. When possible, our team visits your site to learn the nuances of each position.
- We respond fast. Some clients have called us for special projects with only a few hours notice. Depending on your needs, next-day starts are possible.
- We’re honest. We’ll tell you what’s realistic in your market.
- We offer flexible options. Temporary, temp-to-hire and direct hire.
We also support our associates with weekly pay and benefits options, which helps us attract and keep dependable workers through your season.
Axiom has branches in Georgia, Florida, Virginia, West Virginia and Pennsylvania. Find your nearest branch.
Frequently asked questions
When should I start planning seasonal staffing?
Ideally 8 to 12 weeks before your peak, so you have time to forecast, recruit and train.
How long do seasonal assignments last?
It depends on your needs. Many last a few weeks to a few months.
Can I hire seasonal workers permanently?
Yes. Many companies keep their best seasonal associates through temp-to-hire.
Who pays seasonal workers?
When you work with a staffing agency, the agency pays the workers and handles employment admin.
What if a seasonal worker doesn’t work out?
Talk to your staffing partner. A good agency will work quickly to find a replacement.
Get ready for your next peak
Your busy season doesn’t have to mean burnout, missed orders and endless overtime. With the right plan and the right staffing partner, you can hit your numbers and protect your team.
Request Talent and let’s plan your season together. Our job is making your job easier.