--- title: "Volunteer scheduling for tournaments: assign referees and helpers" description: "Plan referees, timekeeping and catering for your tournament in one place. Volunteers from every team sign themselves up via a link." url: "https://helferplanung.app/en/solutions/volunteer-scheduling-tournaments" language: "en" --- 1. [Solutions](https://helferplanung.app/en/solutions) 2. Tournaments # 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. [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 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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/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](https://helferplanung.app/en/features/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. [More on sign-up fields](https://helferplanung.app/en/features/sign-up-fields) ## 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 publishing](https://helferplanung.app/en/features/publish-event) - ### Reminded by WhatsApp Volunteers 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) - ### Check-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-in](https://helferplanung.app/en/features/volunteer-check-in) - ### Targeted updates Write to all volunteers or only the referees of one pitch, straight from the mail centre. [More on the mail centre](https://helferplanung.app/en/features/mail-centre) - ### 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](https://helferplanung.app/en/features/calendar-subscription) - ### Reports and exports Export the volunteer list and shift overview with contacts and answers, for example for the plan on site. [More on reports](https://helferplanung.app/en/features/reporting) ## 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 question](mailto:info@helferplanung.app?subject=Question%20about%20Helferplanung) **Can we assign pitches, catering and referees separately?** Yes. Create an area for each section and tasks inside it, for example one per pitch. Every task has its own shifts with a minimum and a target. **Does it work for one-day and multi-day tournaments?** Yes. You plan each day on its own in the timeline. Volunteers see all days when they sign up and choose their shifts. **Can parents without technical know-how sign up?** Yes. Open the link or QR code, choose shifts, enter name and contact details. No account and no app. **How do we prevent shortages?** Every shift has a minimum. The dashboard shows you all shifts below it, and from the mail centre you write to all volunteers or just one task. **Can we export the volunteer list?** Yes. You export the volunteer list and the shift overview with volunteers, contacts and answers to your sign-up fields. ## 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)