volunteer management at a music festival

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I have been using this base to manage 150+ volunteers at a 3 day music festival.

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Volunteers subscribe through the form. Later on, through a Make.com automation, they receive an email recap.

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Then, you can use the "Calls' interface to get a recap about their info while you call them.

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The 'Registration Management' interface enables you to visualize how many people registered, how many you still have to call, and how many are confirmed, with details with a day-by-day breakdown.

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You can list all the shifts you need to fill in the "shifts" tab.

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You can then link these shifts to each volunteers.

The "Shifts attribution" interface enables you to filter volunteers that are available at this date and time, interested in this specific type of mission, along with a list of their friends to make sure they are working together. We also include concerts they don't want to miss, so that we assign shifts accordingly.

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Going back to the "volunteers" tab, you can toggle the "Send shifts" view to send shifts to volunteers. To do so, just select "Shifts to be sent" in the "Send shifts" column. An automation will send an email to each volunteer, and modify the colum to "Shifts sent".

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I also made use of Make.com to send a contract to each volunteer, using Pandadoc, and update the "Contract signed" column when the contract gets signed.

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Updated August 4, 2022 at 5:01 PM
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