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Event settings for your volunteer scheduling.

For each event, decide who is in straight away, what volunteers may book and until when they can cancel.

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One switch, two flows.

Same event, same sign-up. Turn approval on and see what changes for Lena and for you.

  1. Lena signs up

    Your selected shifts
    EntranceSat 04.07., 16:00 - 20:00
    Submit registration

    For Lena, signing up is the same with or without approval.

  2. What Lena sees

    Thanks for your help!You have been signed up for the following shifts:
    Registration submittedYou have registered for the following shifts. Once they are confirmed, we will notify you.
    EntranceSat 04.07., 16:00 - 20:00

    The confirmation follows straight away, by email or WhatsApp.

    The confirmation only comes once you approve. Until then, her volunteer area says “Pending”.

  3. What you see

    Sign-ups1
    EntranceSat 04.07., 16:00 - 20:004/5
    LMLena MeierConfirmedPending

    Lena is on the shift. You don’t need to do anything.

    The menu counts open sign-ups. Lena’s place stays reserved until you decide.

Approve or reject, one sign-up at a time.

The “Sign-ups” page shows who is waiting for your decision. When you reject, you can add a reason.

Sign-ups

Volunteers hear about it directly.

When you approve, the confirmation goes out on the channel the volunteer chose. When you reject, they get an email with your reason, and the place is free again.

More on WhatsApp messages

Cancel themselves, up to the deadline.

Until the deadline, volunteers cancel in their volunteer area and the place is free at once. After that, they see who to contact.

Counted per shift
The deadline counts back from the start of each shift. Someone helping on Friday and Sunday has two deadlines.
0 means until the last minute
With 0 days and 0 hours, volunteers can cancel right up to the start of the shift.
Contacts after the deadline
Volunteers see the area manager and the organiser, with email and phone where available.
More on the volunteer area

More settings per event.

  • Prevent double bookings

    On for new events: nobody picks two shifts that overlap or the same shift twice. Turn it off for handovers.

    More on volunteer sign-up

  • Names on the sign-up page

    Show who is already in: not at all, first name only, with initials or with full name. Six levels to choose from.

  • Availability planning

    Turn it on per event: volunteers say when they can help and you assign them. Manage capture, deadline and link under “Publish & share”.

    More on availability planning

  • Attendance tracking

    Turn it on per event: volunteers then see their QR code, and the event appears in check-in.

    More on volunteer check-in

  • Name, dates, description

    The formatted description appears on the sign-up page. Explain the meeting point, food or clothing there.

    More on publishing

  • Copy instead of setting up again

    A copy of an event keeps approval, double bookings, cancellation period, names and availability planning. Turn attendance tracking on again.

    More on copying an event

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

    You are here
  3. 03

    Inform

    Email, WhatsApp, calendar

    More on reminders
  4. 04

    Run

    Check-in and reporting

    More on volunteer check-in

Questions about event settings

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

Ask a question
What happens to existing sign-ups when I turn approval on?
Nothing. The setting applies to new sign-ups, anyone already signed up stays confirmed. If you turn approval off again, pending sign-ups stay pending until you decide.
Do I need to approve volunteers I assign myself?
No. Anyone you assign in Controlling or through the planning board is confirmed straight away. Approval applies to sign-ups through the sign-up page.
Can I still remove a volunteer after the deadline?
Yes. In Controlling you remove them from the shift, with a cancellation email and a reason if you like. The deadline only applies to volunteers cancelling themselves.
Are all settings available in the Free plan?
Yes. Approval, double bookings, cancellation period, name display, availability planning and attendance tracking are in every plan. The plan decides how many events, shifts and assignments you can have.

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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