Recruiting Helpers in advance

Recruiting Helpers

Clubs that regularly organise Events, league matches or similar activities are fortunate that their members are already using the tool. They can simply notify them of new Tasks via "Email all". For organisations that hold an event only once (or once a year), recruiting Helpers often starts well before the event itself, while the Task planning is not yet ready. The good news is that you do not need to have Events, Shifts or Tasks in the Helper section to start actively recruiting Helpers.

Registration form

To help you actively recruit Helpers while planning is still underway, the Helper section also offers features that work without Events, Shifts or Tasks. Registration is one of them. Under "Organisation" – "Helper data", you can customise your registration form as needed by using the custom fields. Ask for all the information you need from potential Helpers and mark important options as mandatory. You can also ask about Groups at this stage if you already know whether and how you want to work with Groups. Important: under "Organisation" – "Helper data", the "New registrations allowed" option must be enabled.

Welcome message for Helpers

To make potential Helpers feel welcome, you can write an introductory text for the Helper section under "Organisation" – "Helper communication". Make sure to welcome them, explain that registering simply indicates their general interest in taking on Tasks at this stage, and point them to the Register button in the top right-hand corner. Be sure to check the Helper section yourself to ensure that potential Helpers feel welcome and understand what they need to do. You should also test the registration process to make sure everything works correctly.

We also recommend providing a contact email address from the outset. Helpers who are unsure about anything or have questions should be able to get in touch with you.

Offline Events

To continue planning in the tool without interruption and avoid interfering with the registration process, you can simply take Events offline. We recommend disabling the "Events initially online" option under "Organisation" – "Events & Tasks". This allows you to create and edit Events without them appearing in the Helper section. Only put them online when you are ready to go live.

EXPERT subscriptions: You can also start managing Sections and assigning Events to them straight away! If the Sections are offline, the assigned Events will not be displayed in the Helper section either.

Sharing the link

You can find the link to the Helper section directly in the tool, at the top under "Helper section". There are several ways to share this link as widely as possible. Embedding on your website: You can embed the Helper section directly into your website using an iFrame or JSON. Alternatively, you can simply add the link to a button and place it on your website.

QR code: If you use flyers, social media or posters to recruit Helpers, simply create a QR code containing the link to the Helper section (for example, here) and share it through your chosen channel.

Putting Events online

Once your planning is complete, or has progressed far enough for you to go live, you can contact everyone who has already registered via "Email all" and "Helpers" and invite them to choose their Tasks. They now only need to log in using their email address.

-> Important: If your Helper section intro text is geared towards recruitment and is no longer suitable for live Events, remember to update it before going live.

Importing Helpers

If you already have a list of people who want to help, or if members of your club are going to help, simply upload the list via "Helpers" – "Import data". This way, you will already have Helpers in the system whom you can contact directly through the Mail centre with a Pro subscription or higher.