Volunteer scheduling for school events.
Cake stall, games or set-up: parents sign themselves up via a link. No reply slips and no class chat.
- Fri 26 Jun, 16:00-18:00Already signed up: Sandra B., Reto K.2 free
- Fri 26 Jun, 18:00-20:001 free
- Fri 26 Jun, 16:00-18:00Fully booked
- Fri 26 Jun, 18:00-19:303 free
Clubs and organisers plan their volunteers with Helferplanung
Where planning a school event gets stuck.
Letters home, reply slips and endless arrangements. Four typical problems and how to solve them.
- Without a central tool:
Class chat chaos
Messages get lost, and nobody knows exactly who has actually volunteered.
With Helferplanung:Parents sign themselves up for open shifts via a link. You always see who is assigned where.
More on volunteer sign-up - Without a central tool:
Reply slips never come back
Letters home vanish in school bags, and the replies stay incomplete.
With Helferplanung:Print the QR code on the letter home. Parents scan it with their phone and sign up straight away.
More on publishing - Without a central tool:
Weeks of organising
Who brings cake? Who helps with set-up? The coordination eats up many evenings.
With Helferplanung:Confirmations and reminders go out automatically. Next year you copy the school event with all its shifts.
More on automatic reminders - Without a central tool:
Always the same parents
Some help every year, others are never asked.
With Helferplanung:Ask for the child’s class at sign-up. The export shows which classes nobody is helping from yet.
More on sign-up fields
You can cancel yourself until 19 Jun 2026, 16:00.
Cancel this shiftYour place will be released straight away. Please confirm that you can’t take part in this shift.
If they can’t make it, they cancel themselves.
Parents see their assignments in their volunteer area, without an account. Up to the deadline, they release a shift themselves.
- A deadline you set
- The default is 7 days before the shift. You set the days and hours for each event.
- The place is free again at once
- The shift is open again straight away, and other parents can step in.
- After the deadline: contact
- After that, parents see who to call: the contact person for the area or you as the organiser.
“Volunteers choose, sign up, and the shift plan is done. That saves hours.”
What else school events need.
Custom sign-up fields
Ask for the child’s class or which cake someone is bringing. The answers are available as an export.
More on sign-up fieldsReminded by WhatsApp
Parents choose whether they are reminded by email or WhatsApp. WhatsApp is available from the Small plan.
More on WhatsApp remindersAssignments in their own calendar
Parents subscribe to their assignments in Apple, Google or Outlook. If a shift changes, the calendar follows.
More on calendar subscriptionsReach every parent
Write to all parents who signed up or only those on the cake stall, straight from the mail centre.
More on the mail centreReady for next year
Copy the school event with all its shifts. Volunteers stay in the volunteer list, and you invite them again.
More on the volunteer listReports and exports
Export the shift overview, volunteer list and the answers to your questions.
More on reports
Questions about volunteer scheduling for school events
Your question is not listed? Write to us and we will get back to you in person.
Ask a questionCan parents without technical know-how sign up?
How do we share the link with parents?
Can we set up posts like a cake stall, games and set-up?
Can other parents see who has signed up?
Is the free plan enough for a school 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.