--- title: "Send emails to volunteers: a mail centre for your events" description: "Write to all volunteers or just one event, area, task, shift or individual people. With a reply-to address, drafts and delivery status for each recipient." url: "https://helferplanung.app/en/features/mail-centre" language: "en" --- 1. [Features](https://helferplanung.app/en/features) 2. Mail centre # 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](https://app.helferplanung.app) [Request a demo](mailto:info@helferplanung.app?subject=Demo%20request%20Helferplanung) ## 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 **Area Gate** Entrance, Sat 16:00-20:00 **Task Grill** Catering, Sat 20:00-23:00 **Shift Serving** Bar, Sat 23:00-02:00 - 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. ## 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 with **All volunteers of selected areas** Gate ### One shift In controlling you open a shift and write to everyone assigned to it. Opens the mail centre with **All volunteers of selected shifts** 04.07.2026 16:00-20:00 (Gate / Entrance) ### One person In a volunteer profile you write to exactly that volunteer. Opens the mail centre with **Selected volunteers** Lena 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 with **All volunteers of selected events** Weidenmatt 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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/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](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 - [Automatic reminders](https://helferplanung.app/en/features/automatic-reminders) - [WhatsApp reminders](https://helferplanung.app/en/features/whatsapp-reminders) - [Calendar subscription](https://helferplanung.app/en/features/calendar-subscription) 4. 04 ### Run Check-in and reporting [More on volunteer check-in](https://helferplanung.app/en/features/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](mailto:info@helferplanung.app?subject=Question%20about%20Helferplanung) **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 free](https://app.helferplanung.app) [Request a demo](mailto:info@helferplanung.app?subject=Demo%20request%20Helferplanung)