Agency Track Record and Assigned Team Check
Check what the agency delivered separately from what the proposed person actually did. Identify conflicting assignments or unconfirmed leads, then agree the documents, authority and tests a replacement must receive or complete.
A list of key people, assignment dates, substitution conditions and handover documents to include in the contract.
- File formats
- English XLSX · CSV (UTF-8)
- Version
- 2.0
- Editorial review
- 24 Oct 2026
- Use this for
- Use for pre-selection questions and the kickoff meeting. Do not judge the assigned team solely by company size or the founder’s experience.
When to use it
Use for pre-selection questions and the kickoff meeting. Do not judge the assigned team solely by company size or the founder’s experience.
Example projects and staff are fictional. Check personal histories and references lawfully. Do not apply overseas public-procurement substitution notice periods automatically to local contracts.
Start with the guide: Agency Selection and Assigned Personnel Verification: A Practical Guide by RoleFill in the template step by step
When to use it
Use to compare proposals, confirm key personnel and decide whether a replacement can take over.
What to have ready
- Evidence of the work actually delivered by the company
- Records of each proposed person’s role on that project
- Assignment hours, concurrent duties, substitution terms and handover material
List the essential role and the period during which it is needed.
Check corporate delivery and the individual’s actual role separately against their supporting records.
Obtain written confirmation of working hours, conflicting assignments, authority and replacement conditions.
For a replacement, check experience, transfer of documents and authority, and rehearsal results before updating the contract staffing list.
Worked example
Fictional example, not an actual event or supplier record
Eight columns · scroll horizontally to view the complete worked example.
| Required role and working period | Work delivered by the agency and evidence | Work the proposed person performed | Availability for this assignment | Checks still outstanding | Replacement terms and candidate | Documents, authority and handover check | Selection or start approval |
|---|---|---|---|---|---|---|---|
| AG-01 / Fictional show caller / 11-11–12 | REF-A: company ran stage operations for a 2025 corporate event / client evidence received | PM-A called cues and ran rehearsals / working file ROS-A supports the role | Available throughout rehearsal 11-11 and show 11-12 / written AVAIL-A | No concurrent assignment / interview completed 2026-11-03 14:00 | Any replacement must provide comparable role evidence and a handover plan for client PM review | ROS-v3 and contact list received 11-05 / change authority agreed | Client PM records PM-A in key-personnel schedule STAFF-01 |
| AG-02 / Registration lead / 11-12 08:00–18:00 | For REF-B the agency supplied registration software only | REG-B’s actual role was floor assistant | Another event on 11-12 afternoon conflicts with the full-day availability reply | Agency PM to provide working hours and an alternative lead by 11-04 12:00 | REG-C proposed / evidence of lead duties and rehearsal attendance still needed | Registration manual and authority to handle failures not yet handed over | Selection held until full-day availability and exception-decision authority are confirmed |
| AG-03 / Playback lead / 11-11–12 | Company delivered REF-C live output / evidence of TECH-C’s role checked | TECH-C handled playback and backup switching / post-event report ROLE-C | TECH-C unavailable, notified 11-06 / TECH-D proposed as replacement | TECH-D’s comparable work and equipment explanation checked 11-07 | Client PM accepts conditionally 11-08 / final decision after joint rehearsal 11-10 | TECH-C→D handover PACK-v4 / backup playback test recorded 11-10 16:00 | Handover and testing complete 11-10 17:00 / TECH-D entered in STAFF-v3 |
Blank template preview
This preview shows a few rows. The downloaded file contains 24 prepared rows.
Eight columns · scroll horizontally to view the complete blank worksheet.
| Required role and working period | Work delivered by the agency and evidence | Work the proposed person performed | Availability for this assignment | Checks still outstanding | Replacement terms and candidate | Documents, authority and handover check | Selection or start approval |
|---|---|---|---|---|---|---|---|
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
| — | — | — | — | — | — | — | — |
Sources used to develop this template
EVENTODIT created this template using the working methods described in the public sources below. It is not an official form and has not been reviewed or approved by those organisations.
- US HHSAR · Key Personnel
Adapted distinctions between company history, named personnel and justified substitution. US procurement notice periods and legal effect are not applied to Korean private contracts.