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Assign volunteers by availability.

Your volunteers tell you when they can help. You assign them on the planning board and release the rota once it is ready.

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AvailabilityWeidenmatt Open Air 2026

Please reply by: Mon 15 Jun

When are you available?

Tap a slot or drag across several.

Comment (optional)
Happy to work the grill on Saturday.
Save availabilityI can’t take part

Volunteers tell you when they can help.

Using their own link or QR code, your volunteers mark on a grid when they are free. They do not need an account.

Tap or drag
Tap a slot or drag across several. A date marks the whole day, a time marks the same hour on every day.
Comment or decline
Volunteers can leave you a comment or decline explicitly. You see declines in a separate list.
Set a deadline
You open and close the form yourself. With a deadline, it closes automatically.

Assign with everything in view.

Click an open shift and you see all volunteers sorted by availability. On a tie, those with the fewest hours come first.

Fill shiftGrill, Sat 20:00-23:00
0 of 3 filled, minimum 2
Fully available
  • LM
    Lena M.0 h so far
    Assign as draft
  • MB
    Marco B.4 h so far
    • Previous assignment ends 20:00, no break
Partly available
  • SK
    Sara K.4 h so far
    • Available until 22:00
    • Conflict: Bar 18:00-22:00
No availability
  • JW
    Jonas W.4 h so far
    • No availability given

Check first, then release.

Your assignments stay drafts until you release the rota. Before that, you see understaffed shifts, conflicts and overlaps.

  • Volunteers get no message before you release.
  • If you wish, each volunteer gets their assignments by email or WhatsApp, whichever they chose.
Release rota
2 ready to release

Check before release

  • Understaffed shiftsClean-up, Sun 10:00-13:00
    1/2
  • ConflictsNone
  • OverlapsNone
Notify volunteers via their preferred channelEach volunteer gets a summary of their new assignments by email or WhatsApp.
CancelRelease anyway

Everything assigning needs.

  • Own link and QR code

    The form has its own link. Send it by email or put the QR code up in the clubhouse.

  • Add people yourself

    Not everyone replies online. You add people yourself and enter their times. The email address is optional.

  • Adjust details

    You can edit any volunteer’s availability, even after the deadline. Volunteers change their own details while the form is open.

  • Share hours fairly

    You see hours and number of assignments for each volunteer. The board flags anyone well above the average.

  • Open shifts in view

    A side panel shows every shift that is not yet full. One click shows only those below the minimum.

  • Undo

    Assigned the wrong person? Undo the last assignment with one click.

Part of one continuous workflow.

Helferplanung takes you through four phases, from the rota to check-in at the event.

  1. 01

    Plan

    Areas, shifts, assignments

    You are here
  2. 02

    Sign up

    Link or QR, no account

    More on volunteer sign-up
  3. 03

    Inform

    Email, WhatsApp, calendar

    More on reminders
  4. 04

    Run

    Check-in and reporting

    More on volunteer check-in

Questions about availability planning

Your question is not listed? Write to us and we will get back to you in person.

Ask a question
When is planning by availability worth it?
When you staff your event with people from your own organisation, such as club members. You ask when they can help and assign the shifts yourself. Self sign-up, where volunteers pick their own shifts, stays the default.
Does availability planning cost extra?
No. It is included in every plan, including the free one. You switch it on for each event in the event settings.
Do volunteers find out as soon as I assign them?
No. Assignments start as drafts. They become binding when you release the rota. You then decide whether each volunteer gets a message with their assignments, by email or WhatsApp, whichever they chose.
Do volunteers need an account?
No. They open the link, enter their name and contact details and mark their times. To make changes, they get a link by email.

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.

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