Default
Self sign-up
You share a link or QR code. Volunteers pick their own shifts, and open slots fill up on their own.
More on volunteer sign-upShift planning for volunteers.
Set up areas, tasks and shifts, and give each shift a minimum and a target. You see straight away where volunteers are missing.
Weidenmatt Open Air 2026
14:0016:0018:0020:0022:0024:00
Grill1 task
Grilling
4/4
1/4
Bar2 tasks
Serving
6/6
4/6
Restocking
1/2
Entrance1 task
Tickets
2/2
2/3
Edit shift
- Area
- Grill
- Task
- Grilling
- Start
- Sat 20:00
- End
- Sat 23:00
- Volunteers
- 4
- At least
- 3
- Repeat
- Once
1 of 4 signed up2 missing
- Bar, ServingSat 18:00-22:00, Minimum 4, target 6filled6 of 6 signed up
- Entrance, TicketsSat 18:00-22:00, Minimum 2, target 3below target2 of 3 signed up1 missing
- Grill, GrillingSat 20:00-23:00, Minimum 3, target 4below minimum1 of 4 signed up2 missing
Set how many volunteers each shift needs.
Every shift has a minimum and a target. The colour shows at a glance how well it is staffed.
- Minimum
- The number of volunteers the shift needs at the very least. Below that, it counts as critical and is marked red.
- Target
- The number of places in the shift. Between minimum and target it is yellow. Once every place is taken, it turns green and is fully booked.
Two ways to fill your shifts.
Self sign-up is the default. If you would rather assign volunteers yourself, you plan by availability.
Planning by availability
Volunteers mark when they can help. You assign them as drafts, see any conflicts and release the rota once it is ready.
More on availability planningEverything a rota needs.
Areas and tasks
Split your event into areas such as the bar or the entrance, and each area into tasks. Volunteers see the descriptions when they sign up.
More on areasPlan right on the timeline
Drag across a time range and the shift is created. Moving, extending and shortening work by dragging too, even on a tablet.
Recurring shifts
Create a shift once and repeat it daily, weekly or on your own pattern until the end of the event.
Rules for each task
Set a minimum age or a minimum number of shifts. Or hide a task from sign-up and assign people to it yourself.
No overbooking
Full shifts are closed for sign-up. If you like, you can also stop anyone booking two shifts at the same time.
Copy for the next event
Copy an event together with its shifts and just change the name and dates.
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
You are here - 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
More on volunteer check-in
Questions about shift planning
Your question is not listed? Write to us and we will get back to you in person.
Ask a questionHow many shifts can I create?
Up to 20 shifts per event on the Free plan and up to 100 on Small. Medium has no limit.
Can I plan events that run over several days?
Yes. On the timeline you move from day to day and plan each day on its own.
Can I assign volunteers to shifts myself?
Yes. As long as a shift has free places, you can assign existing or new volunteers and send them a confirmation if you wish.
Can I export the rota?
Yes. The shift overview can be exported as a Gantt chart and as a list with all volunteers and their contact details.
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.