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.
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.
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.
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.
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.
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
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.
Yes, each race is an event and each year an edition. Credits bought and not used carry over from one edition to the next.
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.