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One volunteer list for all your events.

Anyone who signs up once stays on the list. Existing members you import from CSV or Excel.

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Check first, then import.

Upload your member list as CSV or Excel. The preview shows what happens to each row before anything is saved.

  1. Columns are recognised

    If your columns are called First name, Last name, Email and Phone, for example, the app maps them itself. Otherwise you pick them. First name, last name and email are required.

  2. The email address decides

    If the list already knows the address, the volunteer is updated, otherwise created. Empty cells overwrite nothing.

  3. Faulty rows stay out

    If a name or the email is missing, or the address is invalid or appears twice in the file, the row cannot be selected.

  4. No message to volunteers

    The import sends no email and no invitation. The app deletes the uploaded file afterwards.

Per event, only those who signed up.

Your organisation’s volunteer list shows everyone. Inside an event, “Registered volunteers” shows only those who signed up for it.

  • Who belongs to the event

    Everyone with a sign-up you have not rejected. Pending sign-ups count too.

  • Excel for both lists

    With first name, last name, email, phone and number of shifts. From an event, the answers to your sign-up fields come along.

  • Email everyone at once

    The button above the list opens the mail centre with exactly these volunteers as recipients.

    More about the mail centre

One email address, one profile.

When someone from your list signs up, the sign-up lands in their existing profile. No second person is created.

  1. Imported

    Reto is in your member list with his email address.

  2. Signed up

    He signs up for serving with the same address.

  3. One profile

    The shift appears in his profile, with time on shift and next shift.

What else the volunteer list can do.

  • Add volunteers by hand

    Add individual people with first name, last name and email address. No email is sent.

  • Search

    Find volunteers by name or email address, in the organisation and in every event.

  • Channel at a glance

    The list shows for every volunteer whether they get messages by email or WhatsApp.

    More about WhatsApp reminders

  • A profile with every shift

    Shifts with status and attendance, time on shift and next shift, plus the answers to your sign-up fields.

    More about sign-up fields

  • Correct contact details

    Change name, email address and phone number directly in the profile.

  • New QR code for check-in

    If a code gets lost, create a new one in the profile. The old one then stops working at every event.

    More about volunteer check-in

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 volunteer list

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

Ask a question
Do I have to import my volunteers first?
No. Anyone who signs up through your sign-up page is on the volunteer list automatically. You only need the import for lists you already have, such as your members.
How do I invite imported volunteers to an event?
Write to them in the mail centre with “All volunteers of this organisation” and include the link to the sign-up page. They then choose their shifts themselves.
What happens when I delete a volunteer?
Deleted from an event, they lose their sign-ups for that event. Deleted from the organisation, they lose all sign-ups for current events. If they helped at archived events, the app archives them instead of deleting them. If future shifts are affected, you can send them a cancellation email.
Do the volunteers on the list count towards my plan?
No, the volunteer list has no limit. Plans limit the assignments per event: 20 in the Free plan.

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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