Manage your adventure race volunteers

An adventure race moves its crew along with its competitors: today's transition camp is struck tomorrow morning, and the team follows.

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Posts that move with the race

This is what sets an adventure race apart from every other format: checkpoints and transition camps change location from one day to the next. A volunteer is not assigned to a place, they are assigned to a succession of places, and what has to be known, the evening before, is who goes where and at what time.

Each camp and each day is a separate position, with its own hours and head count. Availability checking chains them without overlap, checking declared availability.

The crew eats and sleeps on site

Over several days, crew logistics weigh as much as the competitors'. Perks are declared per volunteer (meals, breakfasts, drinks), and deducted by scanning the QR code on the badge. You know what has been used, and you stop keeping a paper list at the door of the tent.

Instructions change every day

Mail merge produces each volunteer's running order from a Word template: their camps, their hours, the access, the race control contact. And email campaigns let you warn a whole camp of a change of programme, which happens on every adventure race.

Every team has its own lead

The event is split into teams: bar, welcome desk, security, set-up, shuttles. Each one goes to one or more leads, who create their own positions and assign their own volunteers without access to the rest of the organisation.

This page gives the filling rate of every team, and one click takes you down into the one that is stuck. You have nobody to ask to know where the event stands.

The list of an event's teams, with the filling rate and the lead of each one.

A position is a dated assignment

Inside a team, a position says what has to be done and between which hours: the Saturday bar, from 8am to 2am. A team splits into sub-teams where it needs to, by site or by day, each with its own leads.

The next edition is created from this one, with its teams, its positions, their hours and their requirements. You adjust what changed, the rest is already there.

A team, its sub-teams and its positions, each with its hours and its filling rate.

Requirements are declared hour by hour

A position does not need the same headcount all day: two people from 8am to noon, four from noon to 3pm. The filling rate is read on those bands, and that is where a gap shows up while there is still time to fill it.

Opposite, every volunteer shows the availability they declared and the positions they already hold. An assignment that contradicts them is refused, every time, without you having to think about it.

A position, its volunteer requirement per time band, and the declared availability below.

Features

Volunteer registration

One public link, a QR code and a form that asks your own questions: applications arrive already sorted by preferred team and by availability.

Volunteer import and export

Bring your list in from a spreadsheet, as CSV or Excel, and take your volunteers, schedules and their answers back out whenever you want.

Volunteer tracking

Filter by status, team, availability or assigned position, choose your columns, and find each volunteer's full history.

Teams and positions

Split the event into teams and positions, hand each team to its lead, and say how many volunteers you need, hour by hour.

Volunteer scheduling

Assign people without ever creating a clash, follow staffing position by position, and send everyone their own schedule.

Shift booking

Let volunteers pick their own shifts, with substitutes and a waiting list, while you keep control of confirmation.

The volunteer's account

Every volunteer has their own page: their next shift, their hours, their documents, their perks, and their calendar up to date on their phone.

Emails to volunteers

Write in two clicks to a team, a position, unassigned volunteers or everyone, from reusable templates.

Documents and mail merge

Call-up letters, certificates, running sheets: one Word template, and one document per volunteer filled in with their details and schedule.

Badges and perks

Print badges with a photo and a QR code, and track the meals, drinks and t-shirts handed to each volunteer.

Volunteer groups

A partner organisation brings its own volunteers? Give it its own sign-up link and its own leads, without opening up the whole event.

A new edition every year

The new edition carries over teams, positions and hours shifted to the right dates, and last year's volunteers are invited back.

Volunteer data and GDPR

Hosted in France, a published processing agreement, and retention periods applied by code rather than merely announced.

Accessibility for volunteers

Measured screen by screen and published: 100% of the applicable RGAA 4.1 criteria, self-assessed, and a statement that also says what that does not cover.