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Event → Volunteers is a complete volunteer system: create opportunities, define roles and shifts, take public signups, and check people in on race day. Completed shifts can automatically issue a discount code for a future registration.
!!-IMAGE-NEEDED-!! — Event → Volunteers showing an effort with its roles and shift capacities.

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Concepts

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Create an effort

From the Volunteers tab click New volunteer effort. You’ll set:
  • Name and description.
  • Reward — No reward, % off, or $ off a future registration. Issued automatically when a shift is marked complete.
Open the new effort to add roles and shifts. Each shift takes a role, a time window, and a capacity. Default shift = the whole event window with capacity 1.

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Take public signups

Once the effort is open, it’s visible at:
  • The event page’s Volunteer action.
  • The direct URL time2.bike/events/[slug]/volunteer.
Public users see open shifts and the reward (if any). They can’t see who else has signed up — only the spots remaining count. Close an effort to stop signups without deleting it.

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Add a volunteer manually

From the effort’s Signups table click Add volunteer. Useful for in-person additions and people without email accounts.

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Race-day check-in

The Signups table supports:
  • Move shift — drag someone from a full slot to one that still needs help.
  • Check in / Check out — sets the volunteer’s status to checkedIn (and records the timestamp).
  • No-show — used after the fact to flag people who didn’t appear. Their reward isn’t issued.
  • Cancel — releases their spot back to the pool.
Each signup also gets a QR token in their confirmation email. If you’re scanning at the volunteer tent, the scanner page on the same effort handles check-in. Click Print sheet on a shift for a paper roster with name, phone, role, and check-boxes. Useful when network is spotty at the start/finish.

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Communicate

  • Bulk email — select rows, click Email. Sending the same announcement twice won’t double up in anyone’s inbox.
  • Optional SMS reminders — sent the day before via the platform’s SMS service. Volunteers opt in at signup; STOP replies are respected.

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Rewards

When you mark a shift completed for a signup, the configured reward is issued:
  • A unique single-use discount code is generated.
  • The code lands in the volunteer’s email.
  • The code is valid on any future registration with your organization.
Marking the same shift complete twice won’t issue a second code.

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Export

Export CSV dumps the current signups table including status and hours. Background-check notes (if used) are excluded from the default export.

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Dashboard metrics

The effort detail page shows:
  • Total signups and capacity fill.
  • Shifts fully staffed vs. understaffed.
  • Checked-in count and no-shows.
  • A gaps panel listing shifts that still need help, so you know where to recruit.

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See also