--- title: "Calendar subscription for volunteers: shifts in their calendar" description: "Your volunteers subscribe to their shifts in Apple, Google or Outlook. If a shift changes, their calendar updates itself." url: "https://helferplanung.app/en/features/calendar-subscription" language: "en" --- 1. [Features](https://helferplanung.app/en/features) 2. Calendar subscription # Calendar subscription for your volunteers. Your volunteers subscribe to their shifts in Apple, Google or Outlook. If a shift changes, their calendar follows. [Start for free](https://app.helferplanung.app) [Request a demo](mailto:info@helferplanung.app?subject=Demo%20request%20Helferplanung) ## 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. - 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. - 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. 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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/volunteer-check-in) - ### Reminders by email Separately from the calendar, Helferplanung sends a reminder before the shift. You choose when. [More on reminders](https://helferplanung.app/en/features/automatic-reminders) - ### Or by WhatsApp Anyone who chooses WhatsApp gets confirmation and reminder there. Email steps in if it fails. [More on WhatsApp reminders](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/shift-planning) 2. 02 ### Sign up Link or QR, no account [More on volunteer sign-up](https://helferplanung.app/en/features/volunteer-sign-up) 3. 03 ### Inform Email, WhatsApp, calendar You are here - [Mail centre](https://helferplanung.app/en/features/mail-centre) - [Automatic reminders](https://helferplanung.app/en/features/automatic-reminders) - [WhatsApp reminders](https://helferplanung.app/en/features/whatsapp-reminders) 4. 04 ### Run Check-in and reporting [More on volunteer check-in](https://helferplanung.app/en/features/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](mailto:info@helferplanung.app?subject=Question%20about%20Helferplanung) **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. [Start for free](https://app.helferplanung.app) [Request a demo](mailto:info@helferplanung.app?subject=Demo%20request%20Helferplanung)