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Staffing overview for your volunteer shifts.

See every shift with its staffing, approve sign-ups and assign volunteers by hand. No reloading.

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Open a shift, handle everything.

Clicking a shift opens its details. You see who is assigned and carry on working right there.

  • Utilisation with minimum

    The bar shows the assigned volunteers, the marker shows the minimum. Next to it you see how many slots are still free.

  • Approvals in the shift

    If you approve new sign-ups, you decide right here. Anyone you reject gets a cancellation email, with a reason if you like.

  • Contact in two clicks

    The menu next to the name copies email or phone and opens the volunteer profile. If a detail is missing, it says «not on file».

  • Write to everyone in the shift

    «Mailing» opens the mail centre with this shift as the recipient.

    More about the mail centre

Assign volunteers by hand.

If someone is missing, you assign them directly. From the volunteer list or as a new person who never signed up.

  • New with first and last name

    For new volunteers, first and last name are enough; email and phone are optional. Anyone you assign is confirmed straight away.

  • Confirmation if you want

    Tick the box and the volunteer hears about the assignment, via WhatsApp or email. Without an email address, neither confirmation nor reminders go out.

  • Warnings before you assign

    If the person is already assigned at that time or is short of the minimum number of shifts, the window tells you. You can still assign them.

    More about task rules
Who are you assigning?

The dashboard shows where people are missing.

When you open an event, you first see four figures and the critical shifts. Until the plan exists, the checklist is shown instead.

Registered volunteers
38
Everyone with a sign-up, pending ones included. Someone with several shifts counts once.
Shifts fully staffed
11/14
Shifts where every slot is taken by a confirmed volunteer.
Critical shifts
2
Shifts with fewer confirmed volunteers than their minimum.
Overall utilisation
78.6%
The share of fully staffed shifts, not of filled slots.

Clicking a row shows the shift with its staffing and time. «Export» downloads the critical shifts report as Excel.

More about reports and exports

If areas, tasks or shifts are missing, the dashboard shows the checklist instead of the figures. It walks you through in order.

More about the staffing overview.

  • No reloading

    When someone signs up or cancels, or you approve or assign, the staffing changes at once. For everyone who has Controlling open.

  • A list on your phone

    On narrow screens the day is a list by area and task. The details of a shift slide up from the bottom.

  • Filters and days

    Filter by area and task. Step from day to day or pick a date.

  • Preview on hover

    Hover over a shift with the mouse to see the latest registrations and pending approvals without opening it.

  • Shift overview as Excel

    The export in Controlling gives you all shifts with volunteers and contacts, plus one sheet per event day.

    More about reports and exports

  • Every step is logged

    Assigning, removing, approving and rejecting then appear in the event’s activity feed.

    More about activity

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

    More on reminders
  4. 04

    Run

    Check-in and reporting

    You are here

Questions about the staffing overview

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

Ask a question
Do pending sign-ups count towards staffing?
In Controlling, «3/4 volunteers» only counts confirmed volunteers; pending ones are shown next to it. On the sign-up page, though, pending sign-ups already take their slot. The figures and critical shifts only count them once approved.
Does a volunteer find out when I remove them from a shift?
Only if you want. When removing someone you can send a cancellation email and add a reason. This works if an email address is on file. The cancellation deadline does not apply here; it only covers volunteers cancelling themselves.
Can I change shifts in Controlling?
No, the timeline in Controlling is for viewing. You change times and the number of volunteers in shift planning. Once a shift is full with confirmed volunteers, you cannot add anyone in Controlling. Raise the number of volunteers first.
Is the staffing overview included in every plan?
Yes, in the Free plan too. Volunteers you assign by hand count as an assignment, just like sign-ups. The Free plan allows 20 assignments per event.

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.

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