--- title: "Volunteer scheduling for school events: sign up parents easily" description: "Parents and teachers sign themselves up via a link for the cake stall, games or set-up. No reply slips and no class chat chaos." url: "https://helferplanung.app/en/solutions/volunteer-scheduling-school-events" language: "en" --- 1. [Solutions](https://helferplanung.app/en/solutions) 2. School events # 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. [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 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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/publish-event) - 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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/sign-up-fields) ## 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. [More on event settings](https://helferplanung.app/en/features/event-settings) > “Volunteers choose, sign up, and the shift plan is done. That saves hours.” SE **Simon E., CEO** Planet Kono GmbH ## 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 fields](https://helferplanung.app/en/features/sign-up-fields) - ### Reminded by WhatsApp Parents choose whether they are reminded by email or WhatsApp. WhatsApp is available from the Small plan. [More on WhatsApp reminders](https://helferplanung.app/en/features/whatsapp-reminders) - ### Assignments in their own calendar Parents subscribe to their assignments in Apple, Google or Outlook. If a shift changes, the calendar follows. [More on calendar subscriptions](https://helferplanung.app/en/features/calendar-subscription) - ### Reach 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 centre](https://helferplanung.app/en/features/mail-centre) - ### Ready 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 list](https://helferplanung.app/en/features/volunteer-list) - ### Reports and exports Export the shift overview, volunteer list and the answers to your questions. [More on reports](https://helferplanung.app/en/features/reporting) ## 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 question](mailto:info@helferplanung.app?subject=Question%20about%20Helferplanung) **Can parents without technical know-how sign up?** Yes. Sign-up runs in the browser, via a link or QR code. No account, no app download. **How do we share the link with parents?** By letter home, email or the school app. Print the QR code on letters, notices or flyers, and parents scan it with their phone. **Can we set up posts like a cake stall, games and set-up?** Yes. Each post becomes an area with tasks and shifts. Parents choose where and when they want to help. **Can other parents see who has signed up?** That’s up to you. You can hide volunteers who have signed up from the sign-up page, or show them with first name and initial only, for example. **Is the free plan enough for a school event?** For a small one, yes: the Free plan covers one event with up to 20 shifts and 20 assignments. For a larger event once a year, there is the Small 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. [Start for free](https://app.helferplanung.app) [Request a demo](mailto:info@helferplanung.app?subject=Demo%20request%20Helferplanung)