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 show runs on shifts: two or three hours per person, morning to evening, three days running. The real work is filling the grid without leaving a hole at 4pm on Sunday.
Nobody staffs a show's welcome desk for eight hours straight. The unit of work is the two or three hour slot, repeated from Friday to Sunday across five or six points: entrance, ticketing, cloakroom, refreshments, information, exhibitor support.
Each point is a position, each slot a shift, and the requirement is declared per time band — more people at opening and over lunch, fewer mid-afternoon. The fill table shows the holes before they happen. See assigning volunteers.
At a show, volunteers move through areas the public never reaches, and they have to be identifiable to the venue and to exhibitors alike. Badges print in batches from the volunteer list, with name, photo, team and role, on your own template. You print them the night before, not one by one with a marker pen on the morning.
Floor plan, safety instructions, till procedure, a form to sign: mail merge produces each volunteer's document from a Word template, with their details already filled in, and puts it on their personal page. They find it there themselves, and you do not chase signatures.
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
Yes. With shift booking switched on, each volunteer sees the remaining slots and takes the ones that suit them — with confirmation by a manager if you would rather keep control.
That is the normal case: a volunteer declares their availability when signing up, and the tool refuses to assign them to a shift they did not declare themselves available for.
Yes, every screen exports to Excel or CSV, filtered exactly as you see it.