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 trail checkpoint is sometimes a two-hour walk from the nearest road, with no signal, from 10pm to 4am. Whatever was not prepared before the start cannot be fixed.
What is specific to trail racing is the posts you cannot resupply with volunteers at the last minute: a ridge checkpoint, a mid-course aid station, a night cut-off. Each needs a full crew for eight to twelve hours, often in two handovers.
Each post carries its own hours and its own requirement, handover by handover, and the tool checks that everyone assigned declared themselves available for that shift. See teams and positions.
With no signal, a web page is no use at 2am at kilometre 48. Mail merge produces each volunteer's sheet from a Word template — name, post, hours, access, instructions, the number of the sector manager and of race control — which you print in a batch and hand out at the briefing.
Email campaigns let you write to every volunteer in a sector or on a handover: briefing call-up, change of meeting point, weather forcing a fallback. You save your templates once and reuse them edition after edition.
A volunteer working a night post eats and sleeps on site. Perks are declared per volunteer and deducted by scanning the QR code on the badge: meals, drinks, next morning's breakfast. Nobody keeps a paper list at the door of the tent.
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
An edition is created from the previous one and then adjusted: renaming a post, moving an hour or deleting one does not mean redoing everything.
Yes, by switching on shift booking: a volunteer sees the remaining places, books, and can sign up as a substitute or join the waiting list on a full post. You confirm, or not.
Every screen exports to Excel or CSV exactly as filtered: by team, by position, by shift.