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Send emails to your volunteers.

Choose who gets the message, combined if you like: an event, an area, a shift or individual volunteers.

Start for free Request a demo

Every volunteer gets the message once.

You can combine groups. Anyone in several of them still gets just one email. Try it out.

Recipient groups
Once per person
Lena is on Entrance and Grill and gets one email, not two.
Pending sign-ups count
Anyone still waiting for your approval gets the message. Rejected sign-ups do not count.
  • Andrea K.Gate
  • Jonas B.GateServing
  • Lena M.GateGrill
  • Luca R.Gate
  • Mira S.Gate
  • Elias H.Grill
  • Noah W.GrillPending
  • Miranda T.Serving

Select at least one recipient group or volunteer.

Not includedMira S. sign-up for Grill rejected
Recipients of this messagerecipients
Once sent, exactly this list appears in the recipient deliveries.

Write from wherever you are planning.

From the list of areas, from controlling or from a volunteer profile, the mail centre opens with the right recipients.

An area or a task

In the list of areas, one click writes to all volunteers of an area or a task.

Opens the mail centre withAll volunteers of selected areasGate

One shift

In controlling you open a shift and write to everyone assigned to it.

Opens the mail centre withAll volunteers of selected shifts04.07.2026 16:00-20:00 (Gate / Entrance)

One person

In a volunteer profile you write to exactly that volunteer.

Opens the mail centre withSelected volunteersLena Meier (lena.meier@example.ch)

Everyone at an event

The list of registered volunteers reaches everyone at an event. The volunteer list of your organisation reaches all volunteers at once.

Opens the mail centre withAll volunteers of selected eventsWeidenmatt Open Air 2026

See who received it.

Every message stays in the mail centre. For each recipient you see whether it was sent or failed.

  • Your organisation as sender

    Volunteers see your organisation’s name as the sender, with “via helferplanung.app” added.

  • Replies come to you

    Replies go to the reply-to address of the message. Without one, they go to your organisation’s contact address.

  • Copy instead of starting over

    Copy keeps the subject, reply-to address and text. You choose the recipients again.

What else the mail centre can do.

  • Drafts

    Save a message as a draft and send it later, straight from the list. No longer needed? Then delete the draft.

  • Formatting and links

    Bold, italic, underline, lists and links, for example to the site map or a form.

  • Always by email

    Even volunteers who get reminders on WhatsApp receive mail centre messages by email.

    More on WhatsApp reminders

  • Reminders run by themselves

    You do not need a mailing for the note before each shift. Reminders go out automatically at the time you set.

    More on automatic reminders

  • Pick individual volunteers

    Choose people from your organisation’s volunteer list. The selection shows name and email address.

    More on the volunteer list

  • View sent messages

    Open a sent message and read what you wrote and to which groups.

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 mail centre

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

Ask a question
Can I schedule a message for later?
No, “Send now” sends straight away. Save the message as a draft and send it when the time comes. For notes before each shift there are automatic reminders.
Do volunteers without an email address get the message?
No. Anyone assigned by hand without an email address is skipped. Add the address in the volunteer profile and the person is included next time.
Can I reach volunteers from earlier events?
Yes. Choose “All volunteers of this organisation” or individual events. Areas, tasks and shifts come from the event you currently have open.
Can volunteers see who else gets the message?
No. Each volunteer gets their own email to their own address. Other recipients are not in it.

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 freeRequest a demo