Manage your cross country volunteers
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.
Races every twenty minutes
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.
Each school brings its own helpers
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.
On the day, one sheet per person
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.
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.
Events of all sizes simplify their organisation with Volunteo
200 volunteers
600 volunteers
1000 volunteers
3000 volunteers
Frequently asked questions
The event lasts one morning, is it worth the trouble?
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.
Can we reuse the setup from one year to the next?
Yes, a new edition carries over teams, positions and settings, and last year's volunteers can be re-invited.
How do we handle parents who sign up at the last minute?
The sign-up link stays open as long as you want, and you can also register somebody yourself in thirty seconds.