Manage your community centre volunteers
Eight weekly activities, forty volunteers, three weeks of school holidays in the middle. A community centre schedule is not an event schedule: it starts again every Monday.
One activity, one position, one shift that comes back
Tuesday's 5pm homework club, Thursday's sewing workshop, Friday morning's digital drop-in: each is a position with its required head count and its weekly shift. You set them once for the school year, take out the holiday weeks, and the schedule holds on its own until June.
Availability is declared, not guessed
A community centre volunteer is not available at random: Tuesdays yes, Thursdays no, and not before 5pm. They declare it themselves on their volunteer account, and the tool refuses to place them outside it. You stop rebuilding from memory, on the phone, what forty people told you in September.
One manager per activity, not one central schedule
Whoever runs the sewing workshop knows their volunteers; you do not have to approve on their behalf. Each activity becomes a team with its own manager, who accepts their volunteers, watches their own shift fill and chases their own people. You keep the week's overall schedule, and volunteer tracking to see who has not been back for a month.
Volunteers arrive all year round
A community centre does not recruit once in September: somebody turns up in January, another in March. The registration form stays open, and every application waits for your approval before appearing on a shift. Your existing list imports from a spreadsheet to get started.
A price that does not depend on how many activities you run
Billing per accepted volunteer amounts to charging you for having several workshops. The annual licence is a fixed price for twelve months, up to the volunteer ceiling of your tier, weekly series included. The next school year starts again from your activities as they stand.
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.
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.
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.
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.
Frequently asked questions
Can we track the hours each volunteer puts in?
Partly: a manager records the arrival at the post and the departure, and hours worked are totalled beside planned hours. What is missing is valuation, an hourly rate and a statement to attach to a funding file; if a valued-hours report is a requirement for you, look at a permanent-programme product instead.
Can school holidays be left out?
Yes. A weekly shift series runs over a period you set, and weeks with no activity are deleted shift by shift.
Can one volunteer run two different activities?
Yes. The same volunteer books shifts on several positions, in several teams, and their own account gathers them into a single schedule.