--- title: "Volunteer scheduling for clubs, festivals and large events" description: "Plan shifts, let volunteers sign themselves up, send automatic reminders by email and WhatsApp, and check people in at the event with a QR code." url: "https://helferplanung.app/en" language: "en" --- For 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. [Start for free](https://app.helferplanung.app) [See how it works](#rundgang) - No credit card - Volunteers need no account - Set up in minutes Clubs and organisers plan their volunteers with Helferplanung - ![Openair Solothurn](https://helferplanung.app/logos/openair-solothurn.webp) - ![Höllefäscht](https://helferplanung.app/logos/hoellefaescht.webp) - ![UBS Kids Cup](https://helferplanung.app/logos/kidscup.svg) - ![Bucheggberger Bierwanderung](https://helferplanung.app/logos/bucheggberger-bierwanderung.svg) - ![Landenberg Fest](https://helferplanung.app/logos/landenberg-fest.webp) - ![Nachteulen Festival](https://helferplanung.app/logos/nachteulen-festival.webp) ## 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 [More on shift planning](https://helferplanung.app/en/features/shift-planning) ### 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 [More on volunteer sign-up](https://helferplanung.app/en/features/volunteer-sign-up) ### 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 [More on reminders](https://helferplanung.app/en/features/automatic-reminders) ### Keep 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 [More on volunteer check-in](https://helferplanung.app/en/features/volunteer-check-in) ## 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 demo](mailto:info@helferplanung.app?subject=Demo%20request%20Helferplanung) ### 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 planning](https://helferplanung.app/en/features/shift-planning) ### Targeted messages Write to all volunteers, one area or one task, straight from the tool. [Go to the mail centre](https://helferplanung.app/en/features/mail-centre) ### One volunteer list for all events All volunteers in your organisation and their shifts at a glance, next year too. [Go to the volunteer list](https://helferplanung.app/en/features/volunteer-list) ### Reports and exports Export volunteers, shifts and sign-ups for your analysis or the next event. [More on reports](https://helferplanung.app/en/features/reporting) > \[Customer quote: one or two sentences naming a concrete result, for example hours saved or fewer no-shows.] ![](https://helferplanung.app/logos/openair-solothurn.webp) **\[Name], \[Role]** Openair Solothurn > “No more WhatsApp groups with 50 questions about who can help when. Everything at a glance.” **Daniel M., Club board member** Bucheggberger Bierwanderung > “Volunteers choose, sign up, and the shift plan is done. That saves hours.” **Simon E., CEO** Planet Kono GmbH ## Start for free, grow with your event. Planning by availability and Attendance tracking are included in every plan. Even the free one. ### Free 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** - Planning by availability - Attendance tracking [Start for free](https://app.helferplanung.app) ### Small For organisations with one smaller event a year. - 1 event per year - 100 shifts per event - 1000 assignments per event - **Included in every plan** - Planning by availability - Attendance tracking [Choose Small](https://app.helferplanung.app) ### Medium For organisations with several events a year, without limits. - Unlimited events - Unlimited shifts - Unlimited assignments - **Included in every plan** - Planning by availability - Attendance tracking [Choose Medium](https://app.helferplanung.app) Cancel any time, effective at the end of the term All prices in CHF, incl. VAT [Compare all plans](https://helferplanung.app/en/pricing) ## Frequently asked questions Your question is not listed? Write to us and we will get back to you in person. [Ask a question](mailto:info@helferplanung.app?subject=Question%20about%20Helferplanung) **Do 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. [Start for free](https://app.helferplanung.app) [Request a demo](mailto:info@helferplanung.app?subject=Demo%20request%20Helferplanung)