Volunteer scheduling for tournaments.
Football, volleyball or indoor tournament: plan every pitch and the catering in one timeline. Volunteers from every team sign themselves up.
Clubs and organisers plan their volunteers with Helferplanung
Where planning a tournament gets stuck.
Several pitches, a tight schedule and lots of tasks at once. Four typical problems and how to solve them.
- Without a central tool:
Many tasks at once
Referees, timekeeping and catering all run in parallel, on every pitch.
With Helferplanung:Create a task per pitch and plan them all in the same timeline. That way you see the whole tournament day at a glance.
More on shift planning - Without a central tool:
Last-minute cancellations
If a volunteer drops out, there is a gap in the middle of the schedule.
With Helferplanung:Volunteers cancel themselves up to a deadline, and the place is free again straight away. The dashboard shows you which shifts are now critical.
More on event settings - Without a central tool:
Tight schedules
Whoever referees can’t be at the grill at the same time.
With Helferplanung:If you like, you can stop anyone from signing up for two shifts at the same time. A reminder goes out before every assignment.
More on automatic reminders - Without a central tool:
Volunteers from different teams
Every team should provide volunteers. In the end, nobody knows who helped for which team.
With Helferplanung:Ask which team someone is helping for when they sign up. You export the answers together with all assignments.
More on sign-up fields
Every team provides its volunteers.
Ask at sign-up which team someone is helping for. After the tournament, the export shows how many assignments each team took on.
- Once per volunteer
- You only ask for the team once, however many shifts someone chooses.
- For each chosen shift
- Questions about one task, such as refereeing experience, only appear with its shifts.
- Export the answers
- Export all answers with the assignments and see which team provided its volunteers.
- Which team are you helping for? *Once per volunteer
- Have you refereed matches before?Pitch 1, referee, Sat 20 Jun, 12:00-17:00YesNo
- CommentOnce per volunteerMy son plays until 11.
What else tournaments need.
Link and QR code
Share the link in the team chat or put the QR code up in the changing room. Sign-up runs in the browser.
More on publishingReminded by WhatsApp
Volunteers choose whether they are reminded by email or WhatsApp. WhatsApp is available from the Small plan.
More on WhatsApp remindersCheck-in at the tournament
Check volunteers in by QR code or name search and see who is still missing for each shift.
More on volunteer check-inTargeted updates
Write to all volunteers or only the referees of one pitch, straight from the mail centre.
More on the mail centreAssignments in their own calendar
Volunteers subscribe to their assignments in Apple, Google or Outlook. If a shift changes, the calendar follows.
More on calendar subscriptionsReports and exports
Export the volunteer list and shift overview with contacts and answers, for example for the plan on site.
More on reports
Questions about volunteer scheduling for tournaments
Your question is not listed? Write to us and we will get back to you in person.
Ask a questionCan we assign pitches, catering and referees separately?
Does it work for one-day and multi-day tournaments?
Can parents without technical know-how sign up?
How do we prevent shortages?
Can we export the volunteer list?
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.