Volunteers

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.

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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.

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Print a check-in sheet

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. Goes through the standard event email sender (idempotent — re-sending the same announcement won’t double up).
• 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.

Codes are idempotent — re-marking the same shift complete won’t generate a new 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

• Rider-side volunteering — the public signup flow.
• Discounts — how volunteer rewards interact with your discount system.