Helper

Easy access

Your Helpers have easy access to the platform. If you prefer, the platform can also be secured with a password.

Independent selection

Helpers independently choose the Tasks they want to take on. When Helpers can decide when, with whom, and what they help with, acceptance is much higher than if you assign them.

Reminder email

Helpers receive a reminder email a few days before the Event.

Identification

Helpers are identified by their email address. It’s possible to register multiple Helpers under one email.

Parent emails

For children, there’s an option to provide the email addresses of both father and mother. This way, they are also informed about Tasks.

Organisation

Easy import

You can easily import Helpers from an Excel file or via an interface. For Webling, the import via the interface is available to you. If you use Fairgate or Clubdesk, you can simply create an export and import your club members into VOLAGIC.

Password protection

You can easily protect access to the application with a password.

Open Tasks vs. credit

If you set a target for your Helpers on how much they need to help you (define a target value), VOLAGIC allows you to precisely monitor whether the open Tasks of the club are greater than the Tasks your members still need to fulfil.

Groups

You can divide your Helpers into groups. These groups can be teams or formed based on other criteria.

Setting target values

You can assign a target value to each group. The target value determines how much the Helpers in that group need to help. You can set individual target values for each group or even for individual Helpers. For each Helper, you can check whether they have already met their target value.

Job allocation

For each group, you can determine which Jobs are intended for them. For example, you can prevent groups with young members from working at the bar.

Blocked dates

For each group, you can specify dates when the group cannot take on Tasks. If your groups are teams, for instance, you can add the team’s match dates as blocked dates for each team. This prevents a group from taking on Tasks on days when they are already committed elsewhere.

Jobs

Jobs are specific Helper roles (e.g., cafeteria staff, timekeeper, referee). They describe the work Helpers need to do.

Individual credit

For each Job, you can determine the amount of compensation. This allows you to define better compensation for less attractive Jobs.

Type of compensation

You can specify whether compensation is per Task or per hour worked.

Defining responsible persons

For tasks, you can determine whether a Helper is responsible for the entire Task. They will be listed as contact persons for the other Helpers.

Events

Managing Events

A task is always assigned to an Event.

Open Tasks at a glance

You can always see immediately how many Tasks are still open for each Event.

Assigning a responsible person

You can determine whether someone—and if so, who—is responsible for the Event.

Automated distribution of tasks

You can automatically distribute open Tasks to Helpers who have not yet met their target value. The system automatically ensures that the group is suitable for the Job and that no members with blocked dates for that day are selected.

Shift schedule

You can print a Shift schedule for each Event or download it as a PDF.

Places

Creating Places

You can manage different Places where your Events take place. Store the exact address or a Google Maps link.

Notifications for responsible persons

Ensure that those in charge (e.g., the venue manager) are always informed about your Events. Enter the email addresses of the people who need to be notified at each Place. This way, these individuals will receive reminder emails with all Task details and the full address information of the responsible Helpers.

Reporting

You have access to various reports. Who is helping in which groups, and how much? An overview of all Helpers? Which Helpers have not met their target? Which VOLAGICs at Events are still open? Which Event needs how many Helpers? In short, you can export almost any data to Excel as needed.

Controlling

For each task, you can specify whether it was completed properly. Only if everything is OK will the designated Task value be credited to the Helper.