A Great View of the Whole
The general view of the teams allows you to know the filling rate of each of them. This way you know which teams are not full yet.
The "Logs" tab lets you follow the latest changes made by other administrators or managers.
An adventure race moves its crew along with its competitors: today's transition camp is struck tomorrow morning, and the team follows.
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.
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.
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.
By delegating tasks to team leaders, you no longer have to handle everything yourself as each team can be set up independently.
When assigning a volunteer to a position, their availability is automatically checked so there are no more risks for error!
Whether it is to set up a preparatory meeting, or for last minute information before the event, you can send an email in just two clicks to the group of volunteers you want:
No software installation is required, you can access your data from any browser on your computer, smartphone or tablet.
Volunteers can easily check their assignments at any time without having to call the team manager. This autonomy reduces the workload of each manager.
The general view of the teams allows you to know the filling rate of each of them. This way you know which teams are not full yet.
The "Logs" tab lets you follow the latest changes made by other administrators or managers.
Teams are used to distribute organisational work between the various officials, who may have access to only one team for example.
Each team is divided into positions, which may correspond to a daily or geographical division of the team for example.
The number of volunteers required for a given position usually varies depending on the time of day. A catering position for example may require more volunteers from midday to 2pm than from 2pm to 6pm.
By defining the volunteer requirements on an hourly basis, you create a very accurate table, which you can fill up by picking among available volunteers.
One public link, a QR code and a form that asks your own questions: applications arrive already sorted by preferred team and by availability.
Split the event into teams and positions, hand each team to its lead, and say how many volunteers you need, hour by hour.
Assign people without ever creating a clash, follow staffing position by position, and send everyone their own schedule.
Let volunteers pick their own shifts, with substitutes and a waiting list, while you keep control of confirmation.
Write in two clicks to a team, a position, unassigned volunteers or everyone, from reusable templates.
Call-up letters, certificates, running sheets: one Word template, and one document per volunteer filled in with their details and schedule.
Print badges with a photo and a QR code, and track the meals, drinks and t-shirts handed to each volunteer.
A partner organisation brings its own volunteers? Give it its own sign-up link and its own leads, without opening up the whole event.
200 volunteers
600 volunteers
1000 volunteers
3000 volunteers
Each one declares their availability day by day when signing up, and the tool refuses an assignment on a shift they did not tick.
Yes: each format, each camp and each day can be a separate team or position, organised however you like.
Billing counts the volunteers accepted on the edition, whatever their role. There is no subscription, no tier and no setup fee.