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.
Three disciplines, two transitions, and water safety that cannot be improvised: a triathlon needs to know not only how many volunteers, but which ones.
The swim ties up boats and water safety for an hour; the transition area is staffed from dawn to the last return; the bike course needs marshals at every junction, and the run moves them all somewhere else. Head counts follow one another instead of adding up.
Each phase becomes a position with its own hours, and the requirement is declared hour by hour — the only way to see that the transition area is thin while everyone is on the swim. See teams and positions.
Lifeguard, boat pilot, qualified official, first-aider: these are not filled by the first person who volunteers. Add the question to the sign-up form — qualification, licence, experience — and the answer arrives with the application, in the list, filterable. You assign knowing what you have instead of asking again by email.
A transition area needs a lot of people in a very short window, then nobody. Short, back-to-back shifts are exactly what a spreadsheet handles badly and what the tool shows plainly: the fill table shows the gap before it costs a penalty.
And if you would rather let volunteers place themselves, shift booking shows them the remaining places, with substitutes and a waiting list.
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
Yes: the answers to your custom questions appear as columns in the volunteer list, which filters and exports.
The list of assigned volunteers exports to Excel or CSV, filtered by team or by position.
That is the normal case: a volunteer can be assigned to several shifts, with the tool checking that they do not overlap and that they respect the declared availability.