Manage your running race volunteers
A 10K, a kids' race, a walk: three starts in one morning, and volunteers who have to move from one role to the next without anyone getting lost.
Several races in the same morning
A club race is rarely a single event. The 5K goes off at 9am, the 10K at 10.30, the walk at 11, and the children's race slots in between. The same volunteers work bib collection, then the course, then the finish.
By declaring the requirement hour by hour, you see immediately where two races overlap and you are short: rather than finding out at 10.25. See assignment and availability checks.
Club volunteers come back every year
That is what sets a club race apart from a big event: it is largely the same people from one year to the next. Their account, their details and their history stay; the next edition is created from the previous one with its teams and positions, and you re-invite your regulars in one go. They have nothing to re-enter.
A sign-up form that asks your questions
T-shirt size, licence to drive the lead car, club membership, availability the day before for course marking: the sign-up form takes your own questions, required or not, and the answers arrive normalised in the list rather than as free text in a message thread.
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
Our race has fewer than thirty volunteers, is it worth it?
The first eleven volunteers are free on a new event's first edition, and the minimum order is €10. A small race pays a few tens of euros, once, with no subscription.
Can we run several races a year on the same account?
Yes, each race is an event and each year an edition. Credits bought and not used carry over from one edition to the next.
Our volunteers are not comfortable with computers.
The sign-up form is one page and works on a phone. A manager can also sign somebody up on their behalf, or import an existing list.