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 evening rides on three hours of get-in and two hours of clearing up. There is no slack for a volunteer who does not turn up and whom nobody replaced.
A concert does not have one volunteer requirement, it has three: the get-in during the afternoon, the show itself, and the get-out after the last song. Three shifts, with three different head counts and rarely the same people — whoever builds the stage is not the one on the till.
You declare the requirement hour by hour on each position, and the table tells you where you are short instead of leaving you to guess. The detail is on teams and positions.
This is the risk specific to short formats: on a festival an absence is absorbed during the day; on a single evening it leaves a hole. Shift booking covers that case — a volunteer takes a shift, others sign up as substitutes or join a waiting list, and when somebody pulls out the first substitute is promoted and notified automatically. You do not spend the evening on the phone.
Soundcheck moved, entry through the back door, parking relocated: you write to the volunteers of one team, one position, or all of them, with email templates saved from one event to the next. Everyone also has their own page with their hours, up to date, readable on a phone: that is what stops the calls an hour before doors.
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.
75 volunteers
300 volunteers
1600 volunteers
3000 volunteers
Online sign-up and the schedule take ten minutes to set up, and the first eleven volunteers are free on a new event: a small evening pays nothing at all.
Yes, each date is an edition of your event, created from the previous one with its teams and positions. The volunteers of the last date can be re-invited in one go.
An account is needed — it is what lets them find their assignments and re-enter nothing next time. You can also sign them up yourself or import a list, in which case they receive a login link.