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.
On a marathon, volunteers are not in the same place and do not work the same hours: the aid station at 35 km opens when the one at 5 km has already packed up.
An aid station only exists while runners are going past, and that window shifts by several hours between the first and the last point on the course. Scheduling a marathon means scheduling thirty micro-events in sequence, not one uniform day.
Each point becomes a position, with its own hours and its own volunteer requirement — more people at 30 km than at 5 km. The detail is on teams and positions.
Marshals posted at junctions have to be declared by name, with their location. Because your list of assigned volunteers is complete and exports to Excel or CSV, that document takes seconds instead of being retyped by hand the week before the race.
And mail merge produces, from a Word template, each marshal's briefing sheet with their name, their junction and their hours — put on their personal page, or printed in a batch.
Every volunteer has their page: position, hours, location, the name and number of their manager, and the documents you have given them. They read it on their phone that morning. Email campaigns also let you write at once to every volunteer in a sector — the only workable way to tell thirty points on a course that the timings have changed.
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
A first edition takes an evening: the teams, the positions with their hours, then the sign-up link to circulate. Later editions are created from the previous one and carry everything over.
It is automatic: volunteers declare their availability when signing up, and the tool refuses an assignment that does not fit.
Volunteer groups give each club its own sign-up link and managers, who run their members without going through you.