Reports and exports for your volunteer planning.
Download the shift plan, volunteer list and attendance of your event as Excel or CSV. In one click, always up to date.
The reports provide you with structured data from the system that you can export and process as needed.
- Critical shifts reportExports all critical shifts including statistics.Export
- Shift summaryExports all shifts as a GANTT chart and as a list view, including all volunteers and contact details / answers to custom fields.Export
- Volunteer listExports a list of registered volunteers for this event.Export
- Attendance listExports a CSV with one row per registration: volunteer, shift, times, attendance state, check-in time and who recorded it.Export
- Custom field - answersExports the custom field answers for this event.Export
One shift plan, two views.
The shift summary is an Excel file with one sheet per event day and a list of all shifts with contacts. Switch sheets below.
| Shift no. | Start | End | Area | Task | Total capacity | Minimum staffing | Volunteer | Phone | Languages | T‑shirt size | |
|---|---|---|---|---|---|---|---|---|---|---|---|
| 4 | 04.07.2026 16:00 | 04.07.2026 20:00 | Gate | Entrance | 5 | 4 | Jonas Bühler | +41 78 205 36 14 | jonas.buehler@example.ch | German | L |
| 4 | 04.07.2026 16:00 | 04.07.2026 20:00 | Gate | Entrance | 5 | 4 | Andrea Kunz | +41 76 531 90 28 | andrea.kunz@example.ch | German;English | S |
| 4 | 04.07.2026 16:00 | 04.07.2026 20:00 | Gate | Entrance | 5 | 4 | Lena Meier | +41 79 123 45 67 | lena.meier@example.ch | German;French | M |
| 4 | 04.07.2026 16:00 | 04.07.2026 20:00 | Gate | Entrance | 5 | 4 | Luca Rossi | +41 79 867 12 40 | luca.rossi@example.ch | German;English | XL |
| 4 | 04.07.2026 16:00 | 04.07.2026 20:00 | Gate | Entrance | 5 | 4 | Mira Suter | +41 77 402 65 31 | mira.suter@example.ch | German | M |
| 5 | 04.07.2026 18:00 | 04.07.2026 22:00 | Bar | Serving | 4 | 2 | Reto Brunner | +41 79 412 58 06 | reto.brunner@example.ch | L | |
| 5 | 04.07.2026 18:00 | 04.07.2026 22:00 | Bar | Serving | 4 | 2 | Tim Schaller | +41 76 918 44 03 | tim.schaller@example.ch | M |
One sheet per event day
Each volunteer is a bar with their name, on a 15-minute grid. The colour shows whether the shift is full, at its minimum or below it.
One row per volunteer
The list names every volunteer of each shift with phone and email. Each row holds the whole shift, so you can filter and sort freely.
Answers as columns
Each sign-up field becomes a column, named after the question in your catalogue. Multiple answers are separated by semicolons.
More about sign-up fields
See where volunteers are still missing.
The critical shifts report lists every shift below its minimum, across all event days. With target, minimum and how many are still missing.
| Area | Task | Start | End | Total capacity | Minimum staffing | Current volunteers | Missing volunteers | Utilisation | Minimum met |
|---|---|---|---|---|---|---|---|---|---|
| Bar | Till | 04.07.2026 22:00 | 05.07.2026 02:00 | 2 | 2 | 1 | 1 | 50.00% | 50.00% |
| Infrastructure | Clean-up | 05.07.2026 10:00 | 05.07.2026 13:00 | 4 | 2 | 1 | 1 | 25.00% | 50.00% |
Gaps in red
Missing volunteers and a minimum below 100% are marked red. So you see where to follow up.
Confirmed assignments only
Only confirmed volunteers count. Pending sign-ups count once you approve them.
Sorted by start
Shifts appear in time order, from the first to the last event day.
More about minimum and target
Export wherever you are.
Reporting keeps all exports in one place. You also find most of them right next to the data.
Dashboard
Above the list of critical shifts, as soon as you open the event.
Critical shiftsExportkritische-schichten_weidenmatt-open-air-2026.xlsxCritical shifts reportControlling
In the timeline with the staffing of every shift. You get the whole shift summary.
schichten_weidenmatt-open-air-2026.xlsxShift summaryRegistered volunteers
In the event’s list. The organisation’s “Volunteers” list exports everyone across all events.
Export volunteershelferliste_weidenmatt-open-air-2026.xlsxVolunteer listAttendance
On the day and afterwards, once attendance tracking is switched on.
Export attendanceanwesenheit_weidenmatt-open-air-2026.csvAttendance list
Only in Reporting: the count of answers to your sign-up fields. More about sign-up fields
More about reports and exports.
Volunteer list with answers
First name, last name, email, phone and number of shifts. Plus the answers to your sign-up fields, per-shift answers on a second sheet.
More about the volunteer listAnswers counted
The count shows how often each answer was given, per question. So you know how many shirts to order in which size.
More about sign-up fieldsAttendance as CSV
One row per assignment with status, check-in time and who checked the person in. In Reporting once attendance tracking is on.
More about volunteer check-inAlways up to date
Each file is built from the app’s data when you click. Export again later and new sign-ups are included.
Opens in any spreadsheet
Open the Excel files in Excel, Numbers or Google Sheets. The CSV file uses semicolons and keeps umlauts and accents intact.
In every plan
All exports are included in the Free plan too. Export as often as you like.
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
More on volunteer sign-up - 03
Inform
Email, WhatsApp, calendar
More on reminders - 04
Run
Check-in and reporting
You are here
Questions about reports and exports
Your question is not listed? Write to us and we will get back to you in person.
Ask a questionWhich sign-ups are in the exports?
How do shifts past midnight appear?
Can I look at just one area or one day?
How do I get the contacts of all volunteers in a shift?
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.