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.
Three days, twelve teams, two hundred people who have never met — and a shared spreadsheet that stopped keeping up. Take back sign-ups, schedules and perks.
A festival does not recruit volunteers, it recruits a box office, a bar, an artists' desk, a stage crew, a campsite, a cleaning team and a build crew — each with its own leader, hours and constraints. That is what makes a spreadsheet untenable: it is not one list, it is twelve lists that have to agree with each other.
You create your teams and positions, hand each one to its leader, and stop being the only person who can move things forward. The bar leader fills their own shifts without waiting for you to open the file, and you see at a glance which teams are still short.
The three-day pass, the meals, the drinks: that is often what makes a volunteer sign up, and it is always what causes arguments at the staff bar. Perks are declared once — two meals and five drinks per day on site, say — and are deducted by scanning the QR code on the badge the volunteer is wearing. Whoever runs the bar scans, sees what is left, serves, and nothing is up for discussion.
Many festivals work with organisations that bring their own group: a sports club, a staff association, a local branch. Volunteer groups give them their own sign-up link and their own managers: they register and follow their members, you keep the overall picture, and nobody sends you a free-form list three days before the gates open.
A night shift, a build that starts three days before the public arrives, a strike on Monday morning: volunteer requirements are declared hour by hour, and the tool checks at every assignment that the person actually declared themselves available then. That is the check nobody does properly by hand on a Sunday evening.
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
As many as you like: billing is per accepted volunteer, with no tier and no subscription, and the first eleven are free on an event's first edition. A two-hundred-volunteer festival stays a three-figure expense.
Yes. A new edition is created from the previous one: it carries over the teams, positions and settings, and you can re-invite last year's volunteers, who find their account with nothing to re-enter.
Yes. When signing up, a volunteer ticks the teams they are interested in and declares their availability; the manager then assigns positions, with those preferences in view. You can also let volunteers book their own shifts.