WhatsApp reminders for your volunteers.
Your volunteers choose: email or WhatsApp. If WhatsApp fails, the reminder arrives by email. From the Small plan.
Event-specific reminders
Volunteers who chose WhatsApp receive the standard WhatsApp message at the same time. The template selection only applies to email.
Hi Lena 👋
Here is a reminder of your volunteer shift:
📅 Saturday, 4 July
🕐 16:00-20:00
📍 Entrance
You can find all details and changes here:
Choose your preferred channel for reminders and confirmations. We use email when WhatsApp is unavailable.
Every volunteer picks their channel.
You do not have to ask anyone what they prefer. Volunteers decide for themselves, and you still reach everyone.
- When signing up
- Volunteers choose email or WhatsApp when they sign up. Without a choice, it stays email.
- Later in the volunteer area
- Volunteers change their channel and mobile number themselves. You do not have to update anything.
- Never twice
- Each message arrives on exactly one channel. Nobody gets the same reminder by email and on WhatsApp.
If WhatsApp fails, email steps in.
In three cases, a message goes out by email instead of WhatsApp. That way, nobody misses their shift.
- WhatsApp switched on?By email
WhatsApp is switched off
You switch WhatsApp on or off for your whole organisation. The volunteers’ choice stays saved.
- Credits left?By email
Credits have run out
If the balance is not enough, the message goes by email. The app shows you how many messages went by email for this reason.
- Delivered?By email
Delivery fails
Wrong number or no WhatsApp: the email follows, and you get the credit back. After three failures in a row, the volunteer is switched to email.
Keep an eye on credits before they run out.
Every WhatsApp message needs credits. You see your balance in the menu. If scheduled reminders exceed it, the app warns you on the dashboard and by email.
- The Small plan includes 200 credits per month, the Medium plan 750.
- A message to Switzerland or Austria needs 1 credit, to Germany 3 credits, to other countries 3 credits.
- Need more? Buy a pack, from 500 credits for CHF 24. Purchased credits never expire.
- The Free plan has no WhatsApp, and no packs either.
Subscription & usage
Credit balance
Scheduled reminders exceed your Credit balanceThe scheduled reminders need 48 Credits. You are 12 Credits short, so 12 volunteers would receive email instead of WhatsApp.
Choose Credit PackMore than reminders.
Confirmations too
The confirmation after signing up and the message when you assign someone also go out on the chosen channel.
One message per day
If someone has several shifts on the same day, one reminder covers them all. That saves credits.
A button to their own shifts
Every message has a button to the volunteer area. There, volunteers see their shifts and cancel if they need to.
Choose the timing
Remind hours, days or weeks before the shift, even several times. Defaults for the organisation, exceptions per event.
More about remindersPlus the calendar subscription
Volunteers subscribe to their shifts in their own calendar. If a shift changes, the change appears by itself.
More about the calendar subscriptionYour own messages by email
For everything you write yourself, there is the mail centre. These messages always go by email.
More about the mail centre
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
You are here - 04
Run
Check-in and reporting
More on volunteer check-in
Questions about WhatsApp reminders
Your question is not listed? Write to us and we will get back to you in person.
Ask a questionCan I change the text of the WhatsApp message?
How does a volunteer switch back to email?
What happens to the data with WhatsApp?
Are the plan’s credits enough?
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.