Manage your trail race volunteers
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.
Remote posts, long shifts, handovers
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.
What is printed is what works in the field
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.
The safety briefing and the reminders
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.
Feeding and housing the crew
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.
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 posts change every year with the course.
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.
Can volunteers choose their post and handover?
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.
How do we get the list of volunteers per post for race control?
Every screen exports to Excel or CSV exactly as filtered: by team, by position, by shift.