How VolunteerSlot works
You set it up once. After that, volunteers sign themselves up, get their own reminders and find their own subs, and you can see who’s coming at a glance. No training, nothing to install, and your volunteers never make an account.
One-day events are free. Schedules that repeat, reminder emails and sub requests come with Plus.
You set up the schedule
Fill in one page: which days, what the jobs (or things to bring) are, when each one runs, and how many people it needs. It takes about five minutes the first time.
One date or every week
A single event, or the same days every week. Tap any date you’re closed and it’s skipped.
Set up the whole season at once, instead of a new sign-up for every date.
A range, not a number
“2 to 4 reading buddies.” The job counts as short until it has 2, and stays open for extra hands up to 4.
You can tell which days are really short, and extra help is never turned away.
Say what the job is
A line about what each job involves, so nobody turns up for heavy lifting by surprise.
Fewer surprises, and fewer “what do I do?” questions on the day.
Set the hours
“Runs 9 to 11am.” Give a job its start and end time once and it applies to every date.
Volunteers know when to arrive without asking you.
Or let them pick the day
A store pickup that can happen any day Monday to Thursday? The volunteer chooses their own day. Work with no day at all, like making signs at home, goes on the list once.
Flexible jobs get done by people who can’t promise a fixed day.
Things to bring, too
Potluck dishes, bake sale treats, paper plates. List them beside the shifts and people tick both on the same link.
One link for the whole event, not a shift sign-up plus a food sign-up.
First: the setup page
You describe the pattern: the days, the jobs, their times and how many people each needs, plus any anytime tasks. Press Create schedule and every date is built for you.
Then: your schedule page
Now you see every real date in a grid, and you can fine-tune it anytime: add or remove a date, add a job you forgot, change a job’s time or numbers, put jobs in a different order, attach a file, or sign someone up yourself.
What it takes off your plate
If you’ve ever organized volunteers, you know most of the work isn’t the event. It’s the emails, the texts and the keeping track.
The usual way
With VolunteerSlot
The usual way: A reply-all email chain to work out who’s coming.
With VolunteerSlot: Each person picks their own spot, and the schedule keeps count.
The usual way: A spreadsheet or clipboard only you can update.
With VolunteerSlot: Volunteers fill it in themselves, from their phone.
The usual way: Texting everyone a reminder the night before.
With VolunteerSlot: Reminders go out on their own the day before.
The usual way: Phoning down your list when someone can’t come.
With VolunteerSlot: Everyone on the schedule hears about it, and the first yes takes the shift.
The usual way: Finding out on the morning that you’re two people short.
With VolunteerSlot: Short days show up in pink, so you can fix them weeks ahead.
The usual way: The same few people doing everything.
With VolunteerSlot: Everyone sees the open spots, so the work gets spread around.
The usual way: One sign-up for shifts and another for food.
With VolunteerSlot: Shifts and things to bring on one link.
You share one link
Every schedule gets its own web link. Send it however you already reach people.
Tap the picture to see it bigger.
Email or text it
Press Copy and paste it into an email, a group text, or a WhatsApp chat.
Nothing new for you or your volunteers to learn.
Print it
Put it in the newsletter, the bulletin or the take-home folder.
Reach the people who read the newsletter but never answer email.
That’s the only link
The same link works all season. There’s nothing to resend when you add a date.
No more “which link is the right one?” replies.
Volunteers pick their own shifts
Your volunteers open the link on their phone, tick the shifts that suit them, and type their name and email. That's all they do.
No account, no password, no app
The most common reason people don’t sign up is being asked to create an account. Here they never are.
More of the people who open your link actually sign up.
They only see what’s still needed
Shifts that already have enough people are tucked away, so volunteers go straight to the gaps.
Your gaps fill first, instead of everyone picking the same easy shift.
We email them for you
A confirmation right away, a calendar invite for their phone, and a reminder the day before the shift.
Fewer no-shows, and you never send a reminder yourself.
You watch it fill
Your schedule page shows who's coming and what's still short, without you chasing anyone.
Tap the picture to see it bigger.
See the gaps early
Every date is coloured by how it’s doing, so you can tell which days need a nudge without counting names.
Fix a short day a week ahead, not the morning of.
Know who’s coming
Tap a date to see everyone signed up for it, job by job.
Hand a printed sign-in list to whoever’s at the door.
Hear about changes
You get an email when someone signs up, cancels or asks for a sub.
You stay in the loop without checking the page.
When someone can’t make it
Every confirmation email has a link to ask for a sub. Everyone else on the schedule is told, and the first person to say yes takes the shift. The original volunteer stays on it until someone does, so the shift is never left empty.
If they simply need to cancel, that’s one click too. The spot opens back up on the sign-up page, and you see it on your calendar straight away.
✓ No more texting down your contact list on a Saturday night to find a replacement.
Built for anyone who runs on volunteers
School PTOs
Reading buddies, book fairs, field day, the classroom party rota.
Schools and districts
Front-office help, testing proctors, lunch and recess monitors.
Libraries
Shelving, story time helpers, summer reading, the Friends book sale.
Food pantries
Distribution days, drivers, sorting, store pickups any day that week.
Religious communities
Fish fries, the gift shop, food festivals and other fundraisers.
Shelters, clubs and events
Dog walking, concessions, race-day marshals, cleanup mornings.
Ready to try it?
Set up your organization in about two minutes, or read the step-by-step guide first.