Set up your first event.

Start with the name, date and place of your event.

1. 11. Open Events. Check the account switcher shows the right organisation.
2. 22. Click New Event.
3. 33. Fill in Event name, Date and Location.
4. 44. Add your event emergency contacts. You can leave the accent colour as it is.
5. 55. Click Create Event, then click your new event card to open it.

Done when: You can open your event and see its menu.

Use the real event date. You can add a logo and review your volunteer waiver later in Plan → Settings.

A race is one distance in your event, such as a 10K.

1. 11. Open Course under Plan.
2. 22. In the Races section, click Add race.
3. 33. Enter a name, distance in kilometres, and start date and time.
4. 44. Enter realistic paces for your fastest and slowest runners. Pace means minutes per kilometre.
5. 55. Click Add Race.
6. 66. If you have a GPX route file, click Upload GPX beside your race and select it. On a phone, look for the upload icon. If you have no route file, choose No GPX / route file when adding the race.

Done when: Your race appears in the Races list.

Have more than one distance? Repeat this step for each race. Runner arrival times are estimates, not live tracking.

A point is a place where someone will work, such as a junction or registration desk.

1. 11. In Course, click the map where you need a volunteer, or click Add point.
2. 22. Give the point a simple name.
3. 33. Check the pin is in the right place and choose the point type.
4. 44. Link the relevant race and check the distance marker if runners pass this point.
5. 55. Write what the volunteer should do. Add parking and reporting instructions, then save.
6. 66. Repeat for the other places that need volunteers.

Done when: Your working locations appear on the map and in the Points list.

Start with just one point. You do not need zones or imports to get started.

A shift tells a volunteer when to work and what role to do.

1. 11. Open Shifts under Plan.
2. 22. Find your point and click + Shift.
3. 33. Choose a Role, such as Marshal.
4. 44. Choose At a fixed end time. Fill in the Start and End dates and times.
5. 55. Set People needed. Leave Volunteers pick the zone only switched off.
6. 66. Click Add Shift. Repeat for each point that needs people.

Done when: Each point has a shift with the right times and number of people.

Allow time for briefing and walking to the point. You can add a short sign-up description if the job needs explaining.

This is the link volunteers use to join your event.

1. 11. Open Forms under Plan. Check which questions volunteers must answer.
2. 22. Click Preview sign-up at the top of your event.
3. 33. Check the date, shift times, descriptions and waiver.
4. 44. Go back and correct anything that is unclear.
5. 55. Click Copy sign-up link at the top of your event.
6. 66. Paste the link into an email or message to your volunteers.

Done when: You have checked the form and shared the public sign-up link.

Volunteers do not need an organiser account. Use the Demo area to practise: submitting the real form saves a real registration and may send enabled emails.

As people sign up, check who is working where.

1. 11. Open Volunteers under Team to see who has signed up.
2. 22. Open Roster to check their shifts. Expand a shift to see its people and actions.
3. 33. Use Assign where you need to fill a gap. Review each person’s confirmation status.
4. 44. Click Brief beside an assigned volunteer.
5. 55. Check the name, location, times, instructions, parking and contact numbers. Use Team → Briefs to adjust the layout if needed.
6. 66. Share each volunteer’s personal brief link with that volunteer privately.

Done when: You know who is assigned, what gaps remain, and that the briefs are correct.

Already have a volunteer list? Use Add volunteer, import a list or Add from pool in Volunteers. Waitlisted people do not count as staffing cover.