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Volunteer scheduling for clubs.

From the club festival to the Christmas market: your members sign themselves up via a link. You always see where people are still missing.

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Clubs and organisers plan their volunteers with Helferplanung

  • Openair Solothurn
  • Höllefäscht
  • UBS Kids Cup
  • Bucheggberger Bierwanderung
  • Landenberg Fest
  • Nachteulen Festival

Where volunteer planning in a club gets stuck.

The work often lands on a few people on the committee. Four typical problems and how to solve them.

  • Without a central tool:

    Endless WhatsApp groups

    Important information gets lost. In the end, nobody knows exactly who has actually signed up.

    With Helferplanung:

    Members sign themselves up for open shifts via a link or QR code. You always see who is assigned where.

    More on volunteer sign-up
  • Without a central tool:

    Promises you can’t rely on

    Whoever says yes in the chat has often forgotten the date by the day of the event.

    With Helferplanung:

    Every sign-up is confirmed, and a reminder goes out by email or WhatsApp before the assignment. With the calendar subscription, the shift appears in their own calendar.

    More on automatic reminders
  • Without a central tool:

    Planning eats up volunteer time

    Comparing lists and chasing people by phone starts from scratch for every event.

    With Helferplanung:

    Copy last year’s event including its shifts. The dashboard shows you where people are still missing, without any counting.

    More on shift planning
  • Without a central tool:

    It’s always the same people helping

    Some members take on every job, others never sign up.

    With Helferplanung:

    Ask when your members are available and assign them yourself. You see how many hours each person has already done.

    More on availability planning

One club year, one volunteer list.

All your club’s events use the same volunteer list. So for every member, you see everywhere they help out during the year.

Import your member list
Upload your list as a CSV or Excel file. First name, last name and email are enough, the phone number is optional.
Every member at a glance
Shifts, time on shift and pending sign-ups across all events, plus the answers to your sign-up fields.
Ready sooner next year
Copy an event with its areas and tasks, and with its shifts too if you want.
More on the volunteer list

So it’s not always the same people helping.

For events where you would rather assign people yourself: your members tell you when they are available. The planning board shows you who has already done a lot of hours.

Optional

Planning by availability

You switch it on per event, in every plan. Self sign-up remains the default: members choose their own shifts.

More on availability planning
“No more WhatsApp groups with 50 questions about who can help when. Everything at a glance.”
Daniel M., Club board memberBucheggberger Bierwanderung

What else clubs need.

  • Your own sign-up fields

    Ask for T-shirt sizes or whether someone is bringing a vehicle. You set up the questions once and use them for every event.

    More on sign-up fields

  • Sign-up on the club website

    Embed the sign-up in your website, or send the link and QR code in the club newsletter.

    More on publishing

  • Reach every member

    Write to all of the club’s volunteers, the volunteers of one event or a single area, straight from the mail centre.

    More on the mail centre

  • Assignments in their own calendar

    Members subscribe to their assignments in Apple, Google or Outlook. If a shift changes, the calendar updates too.

    More on the calendar subscription

  • Cancel before a deadline

    Members can cancel themselves up to a deadline. After that, they see who to contact.

    More on event settings

  • Reports and exports

    Export the volunteer list, shift overview and attendance, for example for the annual report.

    More on reports

Questions about volunteer scheduling for clubs

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

Ask a question
Do our members need an account?
No. They open the link or QR code, choose their shifts and enter their name, email and mobile number. There is no login.
What does Helferplanung cost for a club?
Nothing for a small event: the Free plan includes one event with up to 20 shifts and 20 assignments. Small covers one event per year, Medium as many as you like.
Can people who aren’t club members help too?
Yes. Anyone with the link can sign up, including family, friends or parents of junior members. You can hide individual tasks from the sign-up and fill them yourself.
What about members who don’t sign up online?
You add them yourself and assign them to a shift. That way the whole event is in one plan, even if not everyone is online.
Do all members need WhatsApp?
No. Each member chooses whether to get confirmations and reminders by email or WhatsApp. WhatsApp is available from the Small plan, and email steps in if WhatsApp doesn’t work.

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.

Start for freeRequest a demo