Hundreds of volunteers, one plan
Timeline, filters and status colours show you straight away where people are missing, even at large events.
Go to shift planningFor clubs, festivals and large events
From the first shift to the last check-in.
Plan shifts, let volunteers sign themselves up, remind them automatically by email or WhatsApp and check them in at the event with a QR code. You always see where people are still missing.
- No credit card
- Volunteers need no account
- Set up in minutes
Weidenmatt Open Air 2026
14:0016:0018:0020:0022:0024:00
Bar3 shifts
Serving 6/6
Serving 4/6
3/3
Grill2 shifts
Grill 4/4
Grill 1/4
Entrance3 shifts
Tickets 2/2
Tickets 3/3
Tickets 2/3
Tills2 shifts
Tokens 2/2
Tokens 2/2
Clean-up1 shift
2/8
filledbelow targetbelow minimum
WhatsApp Reminder
Hi Lena 👋 Here is a reminder of your volunteer shift: Saturday, 20:00-23:00, Grill.
Show assignmentsAvailable for GrillSat 20:00-23:00
LM
Lena M.no shiftavailable 17:00-23:00
MB
Marco B.Tills until 20:00available from 15:00
AK
Aylin K.Bar 18:00-22:00available from 18:00
Clubs and organisers plan their volunteers with Helferplanung
One tool for the whole process. Not just for the rota.
Four phases, one tool. See what Helferplanung takes care of for you in each of them.
Two ways to a full rota.
Set up areas, tasks and shifts. Then you choose: volunteers sign themselves up via the link, or you assign them based on their availability.
- Areas, tasks and shifts with a minimum and a target
- Self sign-up: volunteers pick their own shifts and open slots fill up on their own
- Planning by availability: volunteers say when they can help, you assign them
- You always see which shifts are still open
Self sign-upBy availability
Bar · Serving drinksSat 18:00-22:00, minimum 4, target 6
4 / 64 assigned2 short of target
Available in this time slot
LM
Lena M.
available 17:00-23:00no shift
MB
Marco B.
available from 15:00Entrance until 17:00
AK
Aylin K.
Prefers: Barno shift
Signed up in under a minute.
Share a link or put up the QR code. Volunteers pick their shifts on their phone, with no account and no app. They only leave their name, email and mobile number so you can reach them.
- Public link and QR code for flyers and posters
- Custom sign-up fields such as T-shirt size
- Volunteers choose: email or WhatsApp
- Capacity limits prevent overbooking
Everyone knows when and where.
Confirmations, changes and reminders go out automatically: by WhatsApp to everyone who wants it, otherwise by email. Shifts appear in their own calendar.
- Automatic confirmation and a reminder before each shift
- WhatsApp for volunteers who want it, email otherwise
- Calendar subscription, changes appear by themselves
- Send messages to specific areas or tasks
Sign-up confirmationEmail, right after signing up
sentShift confirmationWhatsApp, Bar Sat 18:00-22:00
sentReminderWhatsApp, 24 hours before the shift
scheduledCalendar subscriptionChanges appear automatically
activeKeep track on the day.
Check volunteers in with a QR code, see live who is there, and export attendance after the event.
- Check-in with a QR code
- Attendance per shift, live on every device
- Coverage and critical shifts in Excel
- Exports for thank-you emails and next year
Scan QR code
Checked in
Camera readyLena M., Grill, 19:54Present now13 / 15
Bar5/6
Grill4/4
Entrance2/3
Tills2/2
hereleft earlyopen
Built for 20 volunteers. And for 2000.
From a village fête to a large event with several hundred volunteers: Helferplanung stays clear, fast and easy for everyone to understand.
For large events: Request a demoTargeted messages
Write to all volunteers, one area or one task, straight from the tool.
Go to the mail centreOne volunteer list for all events
All volunteers in your organisation and their shifts at a glance, next year too.
Go to the volunteer listReports and exports
Export volunteers, shifts and sign-ups for your analysis or the next event.
[Customer quote: one or two sentences naming a concrete result, for example hours saved or fewer no-shows.]
[Name], [Role]Openair Solothurn“No more WhatsApp groups with 50 questions about who can help when. Everything at a glance.”
“Volunteers choose, sign up, and the shift plan is done. That saves hours.”
Start for free, grow with your event.
Planning by availability and Attendance tracking are included in every plan. Even the free one.
Free
CHF 0 per month, Free, no credit card
CHF 0CHF 0per month
Free, no credit card
Try it for free with no commitment, or run a small event.
- 1 event
- 20 shifts per event
- 20 assignments per event
- No WhatsApp notifications
Included in every plan
Start for free- Planning by availability
- Attendance tracking
Small
Yearly: CHF 14.08 per month, CHF 169 billed yearly
Monthly: CHF 29 per month
CHF 14.08CHF 29per month
CHF 29 CHF 169 billed yearlyBilled monthly
For organisations with one smaller event a year.
- 1 event per year
- 100 shifts per event
- 1000 assignments per event
- 2400 WhatsApp credits per year (Yearly), 200 WhatsApp credits per month (Monthly)2400 WhatsApp credits per year200 WhatsApp credits per month
Included in every plan
Choose Small- Planning by availability
- Attendance tracking
Medium
Yearly: CHF 32.50 per month, CHF 390 billed yearly
Monthly: CHF 69 per month
CHF 32.50CHF 69per month
CHF 69 CHF 390 billed yearlyBilled monthly
For organisations with several events a year, without limits.
- Unlimited events
- Unlimited shifts
- Unlimited assignments
- 9000 WhatsApp credits per year (Yearly), 750 WhatsApp credits per month (Monthly)9000 WhatsApp credits per year750 WhatsApp credits per month
Included in every plan
Choose Medium- Planning by availability
- Attendance tracking
Frequently asked questions
Your question is not listed? Write to us and we will get back to you in person.
Ask a questionDo volunteers need an account?
No. Volunteers sign up via a link or QR code and only enter their name, email and mobile number so you can reach them.
Do volunteers have to use WhatsApp?
No. When signing up, volunteers choose whether they receive confirmations and reminders by email or by WhatsApp. Email is always the fallback: if WhatsApp does not work, the message is sent by email.
Can I change shifts later?
Yes. You can make changes at any time and volunteers see them straight away.
Does sign-up work on a phone?
Yes. The volunteer view is optimised for smartphones and tablets.
Your next event, without spreadsheet chaos.
Set up in minutes. Your volunteers sign up via a link or QR code. For larger events, we are happy to walk you through everything in person.