Automatic reminders for your volunteers.
Before every shift, a reminder goes out by email or WhatsApp. You decide once when.
Organisation-wide reminders (can only be enabled or disabled)
Event-specific reminders
Hours, days, weeks or months before.
Every reminder counts back from the start of the shift. You choose the interval and unit, and as many reminders as you need.
- Months1 month beforeThu 04.06., 16:00
- Weeks1 week beforeSat 27.06., 16:00
- Days1 day beforeFri 03.07., 16:00
- Hours2 hours beforeSat 04.07., 14:00
- Shift startsEntranceSat 04.07., 16:00
Shift moved
Move a shift and its reminder moves with it. Nothing to update by hand.
Late sign-up
Anyone who signs up after the reminder time still gets it the same day. Once the day has passed, it is dropped.
Cancelled
Anyone who cancels or whom you remove gets no more reminders for that shift.
Two shifts, one message.
Lena helps at the Entrance on Saturday and then at the Grill. Still, she gets nothing twice.
One confirmation per sign-up
If someone picks several shifts at once, one message confirms them all.
One reminder per day
If several shifts fall on the same day, one reminder goes out at the time of the first.
On the volunteer’s channel
Everyone chooses email or WhatsApp. If WhatsApp fails, email steps in.
Messages to Lena Meier
Around the reminder.
Message on assignment
When you assign someone by hand or publish the plan, you decide whether a message goes out.
More on the staffing overviewConfirmed shifts only
Pending sign-ups get no reminder. As soon as you approve them, they are included.
Turn a default off per event
If a default reminder does not suit an event, switch it off there. Your other events keep it.
Comes along when copying
When you copy an event, the copy takes over its reminders and the defaults you switched off.
More on event settingsPlus the calendar subscription
Volunteers who subscribe to their shifts in their own calendar also see every change there.
More on the calendar subscriptionYour own messages
For everything else, write in the mail centre to an event, an area, a shift or individual volunteers.
More on the mail centre
Part of one continuous workflow.
Helferplanung takes you through four phases, from the rota to check-in at the event.
- 01
Plan
Areas, shifts, assignments
More on shift planning - 02
Sign up
Link or QR, no account
More on volunteer sign-up - 03
Inform
Email, WhatsApp, calendar
You are here - 04
Run
Check-in and reporting
More on volunteer check-in
Questions about automatic reminders
Your question is not listed? Write to us and we will get back to you in person.
Ask a questionDo I have to set up reminders first?
Does the app also remind volunteers I assign myself?
Do reminders keep going if I take the event offline?
What do reminders cost?
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.