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.
A cross country meeting is eight or ten races back to back in one morning, a finish crew that cannot stop, and helpers coming from several schools.
The pace is the main constraint: each race needs the start, the finish crew, course marshals and bib collection, and the next one goes off before the previous has been sorted out. The positions do not change all morning, but the head count needed does, race by race.
Requirements are declared per time band on each position, which makes the overlap visible. See assigning volunteers.
At a school or county meeting, volunteers are teachers, parents and helpers attached to a school or a club. Volunteer groups give each institution its own sign-up link and manager: they register their helpers, and you get the complete list without chasing eight people by email.
Mail merge produces each volunteer's sheet from a Word template — position, hours, the name of their manager — to print in a batch for the morning welcome. And badges tell people apart on a field where everyone arrives at once.
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
The work of a cross country meeting is upstream: gathering the helpers and spreading them out. That is exactly what online sign-up and groups save, and the first eleven volunteers of a new event are free.
Yes, a new edition carries over teams, positions and settings, and last year's volunteers can be re-invited.
The sign-up link stays open as long as you want, and you can also register somebody yourself in thirty seconds.