Manage your cycling event volunteers
A hundred kilometres of open road, forty junctions to hold, and a named list of marshals to file with the authorities weeks before the event.
The junction is the unit
On a sportive, the organisation is not built around teams but around points: every junction, every tricky stretch, every feed station needs one or two people, on site from the moment the first rider passes to the broom wagon. Forty points means forty positions, each with its own time window.
Declared once, they carry over from one edition to the next along with the route. See teams and positions.
The marshal list, ready to file
This is the administrative constraint specific to the discipline: marshals must be declared by name, with their location. Because your assignments are up to date in the tool, the list exports to Excel or CSV, complete, instead of being retyped, and re-exports the day three people change.
Mail merge also produces the individual briefing sheet: the junction, the time to be in position, the instructions, the race control number. Printed in a batch, handed out at breakfast.
Telling forty points at once
Delayed start, diversion, thunderstorm: email campaigns let you write to every marshal, to one team, or to the volunteers of a single sector. Everyone also has their own page, up to date, readable on a phone at the roadside.
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
Can we plan substitutes on the junctions?
Yes. With shift booking switched on, volunteers can sign up as substitutes or join a waiting list, and promotion happens automatically when a place frees up.
Our marshals come from several clubs.
Volunteer groups give each club its own sign-up link and managers, who run their members while you keep the complete list.
What does it cost for a hundred volunteers?
Billing is per accepted volunteer, with no subscription: a hundred volunteers stays a three-figure expense, paid once for the edition. The detail is on the pricing page.