An Event is an occasion on a specific day for which Helpers are needed. Each Event has a name, a date, and a time. You can also record a Place where the Event will take place. With a remark, you can briefly describe your Event.

Shifts allow you to divide Events in a meaningful way. Each Shift has its own time and can be linked to a Place. Using Shifts is especially helpful for structuring larger Events. This additional structure is visible and supportive for both administrators and all Helpers.

Important: Please don’t confuse Shifts with Tasks. In VOLAGIC, Tasks represent the Jobs assigned to Helpers.

You can add an unlimited number of Shifts to each Event day.

Anyone who takes on a Task with a responsible Job automatically becomes the responsible person. They receive additional information about all Helpers in that Shift

The Event remark is used to record all relevant information that applies to all Helpers of an Event. The same applies to the Shift remark, where information specific to a Shift is recorded.

There is no limit to the number of Tasks that can be added to Events. However, it’s always worth dividing Events into Shifts if the Tasks are carried out at different times or if the activities can be grouped.

The Task time is always based on the Event time or the respective Shift time. However, there can be exceptions: Jobs can be defined with different start and end times, which are then taken into account. You can also assign individual start and end times for each Task. This can be done directly when adding Tasks or in the respective Task details.

Helpers can either sign up for Tasks themselves via the Helper portal or be assigned by administrators. To assign a person as a Helper, you need to edit the respective Task and select the person from the list of all available Helpers.

When a registered person cannot take on a Task, there are two options. Administrators can edit the Task and assign a new person or simply release the Task again. This allows a new person to voluntarily take on the Task.

Very simple. If there are too many Tasks, existing Tasks can be deleted or new Tasks can be added. Either multiple Tasks can be added at the same time or just a single Task.

There are no templates, but every Event can be copied and used as a template. When copying, administrators decide whether the remarks should be copied or not.

Yes, every Shift in an Event can be copied. This allows an Event to be set up very quickly. However, it is important to note that when copying, any already assigned Tasks in the new Shift will be completely unassigned.

Yes, for every Event and every Shift, there is an option to export clear Task schedules as PDFs. Multiple Events can also be combined in the Task schedule.

Yes, Events can be created and published later. Administrators can decide which Events are visible in the Helper portal and which are not. In the organizational settings, it can be defined whether Events are directly online or initially offline when created. The status of an Event can be easily adjusted in the Event overview.