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Volunteer scheduling for sports events.

Triathlon, cycle race or ski race: plan course marshals, aid stations and the finish area in one place. You always see which post still needs people.

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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 planning a sports event gets stuck.

Lots of volunteers, long distances and a fixed timetable. Four typical problems and how to solve them.

  • Without a central tool:

    Many tasks at once

    Timing, transition zone, aid stations, start and finish: everything needs enough people at the same time.

    With Helferplanung:

    Structure the event into areas and tasks. Every shift has a minimum, and the dashboard shows you which ones fall below it.

    More on areas
  • Without a central tool:

    Volunteers have to turn up

    If a course marshal is missing, the whole race can go off track.

    With Helferplanung:

    A reminder goes out before every assignment. On race day you check everyone in by QR code and see who is still missing.

    More on volunteer check-in
  • Without a central tool:

    Posts spread far apart

    Marshal posts and aid stations are kilometres apart. Group emails reach the wrong people.

    With Helferplanung:

    Describe the location and meeting point in each task. From the mail centre you write to exactly the volunteers of one task or shift.

    More on the mail centre
  • Without a central tool:

    Large volunteer teams

    Handing out hundreds of assignments by hand takes weeks.

    With Helferplanung:

    Volunteers sign themselves up via a link. Full shifts are locked, and you only step in where something is missing.

    More on volunteer sign-up

Rules for every post.

Structure the competition into areas and tasks. For each task, you decide who may take it on.

Minimum age
Set a minimum age for posts on the road. Volunteers see it right when they sign up.
Minimum number of shifts
If a task needs an induction, like the bike check, you can require several shifts per volunteer.
Assigned only
You staff finish recording yourself with experienced people. It stays hidden from the sign-up page.

Ask what you need to know on race day.

With custom sign-up fields you find out at sign-up who has a first aid course or drives to their post by car.

Once per volunteer
Questions like T-shirt size are answered only once, however many shifts someone chooses.
For each chosen shift
Questions about a post, such as the car, appear with every shift of that task.
Export the answers
All answers are available as an export, for example as a list for the first aid team.
More on sign-up fields

What else sports events need.

  • Automatic reminders

    A reminder goes out by email or WhatsApp before every assignment. You decide when.

    More on automatic reminders

  • Assignments in their own calendar

    Volunteers subscribe to their assignments in Apple, Google or Outlook. If a shift changes, the calendar follows.

    More on calendar subscriptions

  • Planning by availability

    For the organising committee or fixed teams: they say when they can help, and you assign them yourself. Optional, in every plan.

    More on availability planning

  • Approve sign-ups

    Want to check every sign-up? Then you confirm it yourself or reject it with a reason.

    More on event settings

  • Ready for next year

    Copy the event with all its shifts. Your volunteers stay in the volunteer list, and you invite them again.

    More on the volunteer list

  • Reports and exports

    Export the shift overview, volunteer list and attendance for your follow-up.

    More on reports

Questions about volunteer scheduling for sports events

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

Ask a question
Does it work for events over several days?
Yes. In the timeline you plan each day on its own, from set-up to take-down. Volunteers filter by date when they sign up and choose their days.
How quickly can we get started?
Create the event, add areas and shifts, share the link. There is no set-up fee, and the Free plan is enough to try it out.
Are volunteers reminded automatically?
Yes. After signing up they get a confirmation, and before the assignment a reminder, by email or WhatsApp. Volunteers can also subscribe to their assignments in their calendar.
Does it work for several hundred volunteers?
Yes. The Medium plan has no limits on events, shifts or assignments. One event a year with up to 100 shifts and 1000 assignments fits the Small plan.
Do volunteers need an app?
No. Sign-up runs in the browser, with no download and no account. Open the link, choose shifts, enter name and contact details.

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.

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