Manage your food bank volunteers
Two collections a week, sorting on Thursday, distribution on Saturday morning, fifty-two times a year. Your problem is not recruiting, it is knowing who turns up next Saturday.
A year is entered once, not fifty-two times
A food bank does not live through a peak, it lives a routine. The work is not filling three days, it is keeping a schedule that never goes stale. Weekly shift series write the whole year in one go: Saturday from 9am to noon, at the warehouse, four volunteers required, September to June. Whatever changes afterwards is corrected shift by shift, leaving the rest alone.
Volunteers take their dates, you keep the overview
Your regulars know which Saturdays they can do better than you do. Shift booking lets them take their own, with substitutes and a waiting list on full shifts: a Friday-evening cancellation promotes the first substitute and notifies them, without you having to notice. On your side you read the shifts still short of people, and chase only those.
The warehouse, the stores, the social grocery: one team each
Each site becomes a team with its own manager, who approves their own volunteers and follows their own schedule. A warehouse manager does not see the social grocery's schedule, and has no reason to. You keep the overall schedule, site by site and week by week.
Groups that come as reinforcements
A school, a company, a parish sending fifteen people on a collection: volunteer groups get their own sign-up link and their own leads, so they organise themselves without adding work for you.
Paying by the year, not by the head
A tool billed per accepted volunteer makes no sense when it is the same sixty people all year. That is exactly what the annual licence fixes: one price for twelve months, a ceiling of accepted volunteers, weekly series included. Carrying over from one year to the next brings back your sites, teams and positions: the second year does not have to be typed in.
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.
Frequently asked questions
Do we have to create a new event every week?
No. You create one edition covering your year, and the distributions are recurring shifts. Weekly shift series write all fifty-two Saturdays in a single go.
How do we pay when the volunteers are the same all year?
With the annual licence rather than credits: a fixed price for the year, as many accepted volunteers as your tier allows, and nothing left to count.
Does a volunteer who comes once a month only see their own dates?
Yes. Every volunteer has their own account, showing only their shifts, with the place, the hours and their manager's contact details.