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Calendar subscription for your volunteers.

Your volunteers subscribe to their shifts in Apple, Google or Outlook. If a shift changes, their calendar follows.

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Everything for the shift, right in the entry.

What sits in their own calendar does not get lost next to work and family. On the day, nobody has to hunt for the confirmation.

Volunteer shift: Entrance - Weidenmatt Open Air 2026

Saturday, 4 July 2026, 16:00-20:00

Volunteer shifts Weidenmatt Open Air 2026

Task:
Entrance
Area:
Gate
Description:
Check tickets and hand out wristbands. Meeting point: volunteer tent.
Location:
Festival grounds
Contact:
Sandra Keller, sandra.keller@example.ch

Manage my shifts

What and where
Task, area and location are in the entry, plus the description you added to the task.
Who to ask
The contact is the area lead or your organisation, with email or phone.
Cancel themselves
The link “Manage my shifts” opens the volunteer area. There, volunteers cancel themselves until the deadline.

One link, six ways into the calendar.

The link comes with the confirmation email. It opens a page where volunteers choose their calendar app.

Calendar subscription

Keep your volunteer shifts in your calendar

Automatic updates

A subscription updates when shifts change. A downloaded .ics file only adds the current entries once.

Apple CalendarRecommended

Best for iPhone, iPad, Mac, and Safari. Opens a calendar subscription prompt.

Open subscription
Google Calendar

Best for Android and Google accounts. Adds the feed through Google Calendar on the web.

Add to Google
Outlook desktop

Best for the installed Outlook app on Windows or macOS.

Open in Outlook
Microsoft 365

Best for work or school accounts in Outlook on the web.

Add to Microsoft 365
Other calendar apps

Use this for Thunderbird, desktop calendar apps, or a one-time .ics import.

Open .ics file
Copy subscription link

Use the feed URL manually when your calendar app asks for a subscription or internet calendar address.

https://api.helferplanung.app/calendar/k7Qm2xR9vTn4.icsCopy link
Matched to the device
The page recommends Apple Calendar on the iPhone, Google Calendar on Android and Outlook on Windows.
Subscription, not a file
Only the subscription stays current. An .ics file copies the state once, later changes are missing.

When the plan changes, the calendar follows.

The calendar app fetches the shifts again and again. Your volunteers see the current state without opening another email.

Fri 3
Volunteer shift: Bar18:00-22:00Removed

Cancelled

If someone cancels or you remove them from the shift, the entry disappears.

Sat 4
Volunteer shift: Entrance16:00-20:00was 15:00-19:00Moved
Volunteer shift: Grill20:00-23:00

New time

If you move a shift, the entry moves with it. Nobody turns up at the old time.

Sun 5
Volunteer shift: Clean-up10:00-13:00New

Extra assignment

If you assign someone to another shift, it appears in the same calendar.

The calendar only shows confirmed shifts. If you approve sign-ups first, they appear after your approval.

Around the shift.

  • No account needed

    Volunteers need no login at Helferplanung. The personal link from the email is enough.

  • One calendar per event

    Each event gets its own calendar. More shifts in the same event go into the existing subscription.

  • Cancel until the deadline

    Until the deadline, volunteers cancel themselves in the volunteer area. After that, they see who to contact.

    More on event settings

  • QR code for check-in

    Volunteers find their personal QR code in the volunteer area. It is scanned at the shift.

    More on volunteer check-in

  • Reminders by email

    Separately from the calendar, Helferplanung sends a reminder before the shift. You choose when.

    More on reminders

  • Or by WhatsApp

    Anyone who chooses WhatsApp gets confirmation and reminder there. Email steps in if it fails.

    More on WhatsApp reminders

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

    More on shift planning
  2. 02

    Sign up

    Link or QR, no account

    More on volunteer sign-up
  3. 03

    Inform

    Email, WhatsApp, calendar

    You are here
  4. 04

    Run

    Check-in and reporting

    More on volunteer check-in

Questions about the calendar subscription

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

Ask a question
Do I have to set anything up as an organisation?
No. The link to the calendar subscription comes automatically with the confirmation email. The subscription is included in every plan, including Free.
How quickly does a change show up in the calendar?
The calendar app decides. Helferplanung asks it to check every hour. Apple Calendar follows that, Google Calendar refreshes on its own schedule, which can take longer.
Does the calendar remind volunteers of their shift?
Each entry contains reminders one day and one hour before the start. Apple Calendar shows them, Google Calendar does not for subscribed calendars, Outlook not always. Your reminders by email or WhatsApp arrive either way.
Can anyone else see the shifts?
Only people who have the link. It belongs to one person and one event and should not be shared. It gives no access to your organisation.

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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