Publish your event and share it with volunteers.
One switch, and your volunteers can sign up. Share the link, put up the QR code or embed the sign-up page.
Your event is private and not visible to volunteers yet.Your event is public and volunteers can register for shifts.
Publish your event to see these options.
You decide when sign-up opens.
Until you publish, you can prepare at your own pace. The same switch takes the event offline again.
- Not publishedWhat volunteers seeEvent not foundWe couldn’t find this event. The link may be outdated or incorrect.
You set up areas, tasks and shifts. Anyone who already has the link sees no shifts yet.
- PublishedWhat volunteers seeChoose your shiftsSaturday, 04.07.2026Entrance16:00 - 20:003/52 freeGrill20:00 - 23:002/42 free
Volunteers sign up. The event now also appears under “Upcoming events” for your organisation.
- UnpublishedWhat you seeUnpublish eventThe event will be taken offline. Volunteers can no longer register.CancelUnpublish
New sign-ups stop. Existing assignments and reminders stay. Publish again and the same link works.
The right link for every group.
Filter the invite link to one area or one task. Whoever opens it lands straight on the matching shifts.
- QR code included
- The QR code follows your selection. Download it as an image for posters, flyers or a screen.
- Only where there is room
- With “Hide fully booked shifts”, volunteers only see shifts with free places.
booking.helferplanung.app/weidenmatt-open-air-association/weidenmatt-open-air-2026?aor=bar&task=serving?hideFullyBooked=true&hideFullyBooked=trueSign-up on your own website.
Copy the snippet into your website. Your volunteers choose shifts and sign up without leaving the page.
- The preview in the app shows you how the widget looks before you use it.
- The widget uses the filter from the “Share” tab, for example the bar only.
- It works wherever you can insert HTML. You set the height in the snippet.
<iframe src="https://booking.helferplanung.app/weidenmatt-open-air-association/weidenmatt-open-air-2026" style="width:100%;height:800px;border:0;" title="Volunteer registration" loading="lazy"></iframe>Copy iframe- 1Select shifts
- 2Your details
- 3Done
More about publishing.
QR code as an image
The app saves the QR code as a PNG. So it goes on any poster, without a detour via a generator.
Link on the dashboard too
Once the event is published, the dashboard shows the invite link to copy and the QR code.
All events on one page
Published events appear under “Upcoming events” for your organisation. Volunteers get there via the name in the header.
More on volunteer sign-upSeparate link for availability
If you plan by availability, collecting it has its own link with a QR code. You find it on the same page.
More on availability planningTasks for assignment only
If a task is not open for self sign-up, it does not appear on the sign-up page, whichever link is used.
More on areasNames of those signed up
In the event settings you decide whether and how the sign-up page shows the names of registered volunteers.
More on event settings
Part of one continuous workflow.
Helferplanung takes you through four phases, from the rota to check-in at the event.
- 01
Plan
Areas, shifts, assignments
More on shift planning - 02
Sign up
Link or QR, no account
You are here - 03
Inform
Email, WhatsApp, calendar
More on reminders - 04
Run
Check-in and reporting
More on volunteer check-in
Questions about publishing
Your question is not listed? Write to us and we will get back to you in person.
Ask a questionDo I need a paid plan for the link, QR code and widget?
Do the link and QR code change when I edit the event?
Does the event have to be finished before I publish it?
Can volunteers change the filter in the link?
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.