For festivals, sports events & club fêtes

Volunteer sign-up with shift preferences instead of Excel paper chaos

Availability, preferred area, T-shirt size, emergency contact — one form gathers everything your volunteer coordination needs. Shift planning starts with complete data, not follow-up questions.

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~3 Std less list maintenance per event — data arrives structured instead of via five channels

Volunteer coordination as it should not be

Sign-ups from five channels

Email, WhatsApp, phone call, a shout at training, a note on the pin board. The coordinator copies everything into her Excel list by hand — and something gets lost with every transfer.

The eternal T-shirt question

Three weeks before the event, the group email goes out: "Please send your T-shirt size!" Half reply, a quarter reply twice with different sizes. The order ends up guesswork — and size M runs short again.

Gaps only show on event day

Without captured availability you plan shifts against unknown calendars. The result: early shift understaffed, teardown without strong arms, and you phone around for stand-ins on event morning.

How your shift plan fills up

  1. 1

    A sign-up form with every planning question

    Contact details, available days and time slots, preferred areas (entrance, bar, set-up/teardown, artist care), T-shirt size, experience, emergency contact. Set up once, duplicated for every event.

  2. 2

    Volunteers sign up on their phones

    Link into the club WhatsApp group or QR code on the notice board — one question per screen, done in three minutes. Even for helpers who "don't do computers": it feels like a chat conversation.

  3. 3

    You plan shifts with real data

    All sign-ups structured in one place: availability filterable, T-shirt sizes summable, emergency contacts at hand. You spot shift gaps weeks ahead — and the group-email chase loop disappears entirely.

Everything for volunteer coordination

Shift preferences as multi-select

Days and time slots as tick boxes — you plan with availability instead of hope.

Conditional logic

Choosing bar duty triggers the age confirmation; choosing set-up shows the driving licence question.

QR code & link

Poster in the clubhouse, post in the WhatsApp group — sign-up where your helpers are.

Email notifications

Every sign-up reaches the coordinator instantly — watch shifts fill in real time.

Draft saving

Check the work rota first, finish signing up later — the same link continues where they left off.

GDPR & hosted in Germany

Volunteer data and emergency contacts sit on German servers — not in a shared cloud Excel.

Built for volunteers — Free often suffices

Free: 3 forms, 100 responses/month — enough for many club events. Pro for organisers with several events: unlimited forms, your own branding, AI included — €12/month, €9/month billed annually.

Free

3 forms, 250 responses/month

Pro

Unlimited, 10,000 responses/month, AI included

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Questions from volunteer coordination

Why not just keep the Excel list?
Excel is not the problem — manually filling it from five channels is. With the form, volunteers enter their own data, complete and typo-free, and you export a finished sheet whenever needed. You keep your familiar Excel — just without the tedious collection work before it.
What is the best way to capture shifts?
As multi-select per day: "Saturday early (8am-1pm)", "Saturday late (1-6pm)", "Sunday teardown". Plus one question: "How many shifts maximum?". You get preferences AND capacity — the actual shift assignment follows with full visibility. Important: name time slots concretely, not just "morning".
What about under-age volunteers?
A birth-year or age question plus conditional logic solves this cleanly: minors see the note about required parental consent and are never offered areas like bar duty. Mind the youth employment protection rules for assignment times — the form ensures you have the data for that from the start.
Are volunteer data and emergency contacts stored securely?
Yes — hosting exclusively in Germany, encrypted transfer, tenant-isolated database and an Art. 28 GDPR DPA. A real step up from the Excel list passed around by email, where phone numbers and emergency contacts circulate uncontrolled.
Can helpers sign up for several events at once?
Yes — either one form per event (clearer for planning) or a combined form with event multi-select for your regular crew. Many clubs combine both: a permanent "I generally like to help" form for the volunteer pool, plus concrete shift sign-ups per event.
How do I reach helpers without email?
The form needs no account and no email to complete — the link works straight from WhatsApp, and the QR code on the clubhouse notice board catches those who skip group messages. Ask for email as an optional field, phone number as required for shift coordination.
Does this also help retain volunteers through the year?
Yes — because for the first time you have clean data: who helped when, who wanted to but missed out, who has which strengths. With consent given in the form, you may contact the pool directly for the next event. A frictionless sign-up is itself retention: whoever can sign up in three minutes signs up again.

Your next event: shift plan full, group emails empty

Set up the sign-up form, drop the link into the helper group, plan shifts with real availability. Start free.

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