Help & FAQ

Click "Get Started For Free" on the homepage or go to the registration page. Enter your name, email, and password. You'll receive a verification email — click the link to activate your account. No credit card is needed for the free plan.

After your first login, you'll be guided to the Add Volunteers page. You can:

• Add one by one — enter name and email for each volunteer
• Batch add — paste multiple names and emails at once
• Import from CSV — upload a spreadsheet with your volunteer list

Volunteers receive an email invitation to set their password and start managing their preferences.

Events are the occasions when volunteers are needed (e.g., "Sunday Mass", "Food Drive", "School Fundraiser"). Tasks (also called Positions) are the specific roles within an event (e.g., "Greeter", "Sound Tech", "Kitchen Helper"). Each task defines how many volunteers are needed. You assign volunteers to tasks within events.

Follow these steps:

1. Create an event — go to Dashboard → Events tab → New Event. Give it a name, date range, and frequency.
2. Add tasks (positions) — inside the event, add the roles you need filled (e.g., "Greeter", "Sound Tech"). Set how many volunteers each needs.
3. Create a schedule — go to Dashboard → Schedules tab → New Schedule, pick the event, and the algorithm assigns volunteers automatically.
4. Review and confirm — inspect the generated slots, make any adjustments manually, then confirm. All assigned volunteers receive an email notification.

Groups let you organize volunteers into named subsets (e.g., "Choir", "Ushers", "Kitchen Crew"). When you add a task to an event, you can restrict it to a specific group — the scheduler will only pull from that group for that task. Groups are optional: if no group is set on a task, any available volunteer can fill it. They are most useful when you have distinct teams where roles should not be mixed.

When you create a schedule for an event, our algorithm automatically assigns volunteers to open slots based on their availability (blocked dates), group memberships, and task assignments. The result is a balanced, fair schedule where no one is over- or under-scheduled. You can review the generated schedule, make manual adjustments, and then confirm it to notify all volunteers.

Yes. If a volunteer can't make their scheduled slot, they can request a substitution. Every eligible substitute is notified simultaneously — the first to accept claims the slot. No coordinator action needed. The schedule updates automatically once the substitution is accepted.

Blocked dates let volunteers mark days they're unavailable (vacations, personal commitments, etc.). The scheduling algorithm respects these dates and won't assign a volunteer to a slot on a blocked day. This feature must be enabled by the account owner in Settings.

An open sign-up event lets volunteers claim available slots themselves — first come, first served. Instead of the auto-scheduler assigning people, you publish the event and volunteers visit a sign-up page, see the open slots, and pick the ones they want. Ideal for one-off opportunities (cleanups, fundraisers, seasonal drives) where self-selection makes more sense than automatic assignment. Enable it when creating or editing an event under the event settings.

Yes. When creating an event, set the frequency (weekly, bi-weekly, monthly, etc.) and a date range. The platform generates a schedule period for each recurrence. You run a new schedule for each period — giving you control over when each one goes out.

A rotation pool manages fixed volunteer teams that take turns serving at ad-hoc events — funerals, weddings, or special services. You define named teams ("Team A", "Team B"), assign each member a role once, and the system tracks who served most recently. When you schedule a new service, the pool automatically suggests the team with the least recent workload. Rotation Pools require a Pro or Premium plan.

From the Rotation Pools tab on your dashboard:

1. Click New Pool, give it a name (e.g., "Funeral Ministry"), and save.
2. On the pool page, click Edit Pool.
3. In the Teams section, type a team name and click Create Team — you'll go to the team management page.
4. Add volunteers as members and assign each one a position (their role on this team).
5. Repeat for as many teams as you need in the rotation.

From the pool page (open a pool from the Rotation Pools tab):

1. Click + Schedule a Service.
2. Enter the service name, date and time, and optional notes.
3. The system shows each team's recent workload and highlights the suggested team.
4. Accept the suggestion or choose a different team manually.
5. Click Confirm & Notify Volunteers — all team members receive an email with the details.

You can edit or cancel upcoming services from the pool page at any time.

Open a schedule from Dashboard → Schedules tab, then use the Broadcast button inside the schedule view. You can send a custom message to all volunteers assigned to that schedule, or target a specific group. Premium plan also allows broadcasting to your full volunteer roster regardless of schedule.

Set up a Family Hub to route all communications to a parent or guardian. From your Dashboard, go to the Family Hubs tab:

1. Click New Hub and give it a name.
2. Assign a hub head — the parent or guardian who receives all communications on behalf of the minor.
3. Add the minor volunteer(s) as hub members.

Once set up, all schedule notifications, sub requests, and reminders go to the hub head — never directly to the minor. Minors are also blocked from self-joining open sign-up events.

Yes, on Pro and Premium plans. Go to Dashboard → Overview tab → Admins section → Add Admin. Select a volunteer to promote and assign granular permissions: manage events, manage volunteers, manage groups, or manage schedules. You can also set an expiry date so temporary access revokes automatically. Pro allows up to 2 admins; Premium allows up to 4.

Petitions let volunteers formally request to join or leave a specific event or group. When submitted, you receive a notification and can approve or deny with one click, with an optional note. Available on Pro and Premium plans. It replaces informal messages and gives coordinators a clear approval workflow.

Yes! The free plan includes up to 25 volunteers, 3 events, and 2 schedule. No credit card required. It's free forever — not a trial.

Go to Settings in your dashboard and click "Subscribe" or "Upgrade". You'll be taken to the billing page where you can choose your plan and enter payment details. Upgrades take effect immediately. You can also downgrade at any time — the change takes effect at the end of your current billing cycle.

Yes. There are no contracts or cancellation fees. Cancel from your billing page at any time. Your account will remain active until the end of your current billing period, then revert to the free plan limits.

Click the link in the email to set your password. Once logged in, you'll see your dashboard with your assigned events and schedules. You can update your preferences, set blocked dates (if enabled), and view upcoming assignments.

Log in and go to your Dashboard. The Schedules tab shows all your upcoming assignments with dates, events, and tasks. You'll also receive email notifications when you're scheduled or when changes are made.

Go to your Settings and use the Petitions feature to request removal from a task or event. Your organization admin will receive the request and can approve or deny it. You can also send a message explaining why.

When your organization enables open sign-up events, they appear in your volunteer dashboard. Click the event, view the available slots, and select the role you want. Slots are first-come, first-served — once you claim one, it's confirmed. You'll receive an email confirmation.

If your organization has enabled Volunteer Priority Selection, you can choose your availability level in your profile settings:

• Limited — you prefer fewer assignments per month
• Moderate — you're available for a regular share of assignments
• Full — you're available for the most assignments

This tells the scheduler how often to include you when filling slots. If your organization has not enabled this setting, all volunteers are treated equally.