--- title: "Volunteer scheduling for clubs: organise helpers easily" description: "Plan the volunteers for your club festival, tournament and Christmas market in one place. Members sign themselves up via a link and get reminded automatically." url: "https://helferplanung.app/en/solutions/volunteer-scheduling-clubs" language: "en" --- 1. [Solutions](https://helferplanung.app/en/solutions) 2. Clubs and associations # 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. [Start for free](https://app.helferplanung.app) [Request a demo](mailto:info@helferplanung.app?subject=Demo%20request%20Helferplanung) Clubs and organisers plan their volunteers with Helferplanung - ![Openair Solothurn](https://helferplanung.app/logos/openair-solothurn.webp) - ![Höllefäscht](https://helferplanung.app/logos/hoellefaescht.webp) - ![UBS Kids Cup](https://helferplanung.app/logos/kidscup.svg) - ![Bucheggberger Bierwanderung](https://helferplanung.app/logos/bucheggberger-bierwanderung.svg) - ![Landenberg Fest](https://helferplanung.app/logos/landenberg-fest.webp) - ![Nachteulen Festival](https://helferplanung.app/logos/nachteulen-festival.webp) ## 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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/availability-planning) > “No more WhatsApp groups with 50 questions about who can help when. Everything at a glance.” ![](https://helferplanung.app/logos/bucheggberger-bierwanderung.svg) **Daniel M., Club board member** Bucheggberger 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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/publish-event) - ### 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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/event-settings) - ### Reports and exports Export the volunteer list, shift overview and attendance, for example for the annual report. [More on reports](https://helferplanung.app/en/features/reporting) ## 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](mailto:info@helferplanung.app?subject=Question%20about%20Helferplanung) **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 free](https://app.helferplanung.app) [Request a demo](mailto:info@helferplanung.app?subject=Demo%20request%20Helferplanung)