Volunteers

Volunteers lets you build sign-up opportunities for your club — time shifts (e.g. "3 grill cooks needed 6–8pm Saturday") and item donations (e.g. "Case of water × 20") — and share a single link or QR code that anyone can use to sign up without creating an account.

Where to find it: Finance & Events card → Volunteers button

Who can use this: This button is visible to two different permission levels, and what you see depends on which one you hold:

Manage Volunteers — full control: create/edit opportunities, view and cancel sign-ups, and (if you also have Send Emails) email volunteers.
View Volunteer Links only — a lighter permission for board members who just need to see and share the active sign-up links, with no editing ability.

Screenshot: Volunteer Management list showing active opportunities

Create a volunteer opportunity

(Requires Manage Volunteers.)

Click New Opportunity.
Fill in Name (required), and optionally Description, Location, and Reminder days before (comma-separated, 1–30 days — defaults to 2 days before each shift).
Click Add Shift and/or Add Item to build your slot list (at least one slot is required — see field reference below for each type).
Click Create.

The opportunity is active immediately, and its public sign-up link is generated automatically — you don't create the link yourself, you just share it (see below).

Shift slots vs. item slots

Shift slots are scheduled time blocks: a date, optional start/end time, a capacity ("Spots"), and an optional role label (e.g. "Grill cook"). Volunteers claim a quantity of spots against a specific date/time.
Item slots are physical donations with no date/time — just a label (e.g. "Case of water") and a quantity needed. Volunteers claim a quantity of the item.

An opportunity can mix both types — the public sign-up page automatically groups them into separate "Volunteer Shifts" and "Item Donations" sections.

Note: There's no opportunity-wide capacity — every shift and every item has its own independent capacity/quantity.

Click the link icon on any active opportunity's row to open the Share Link panel:

A QR code you can show or download as a PNG (for a flyer or poster).
Copy Link — copies the plain URL to your clipboard.
Print — opens a printable page with the club/opportunity name, QR code, and link, ready to print.

Anyone with the link or QR code can sign up without logging in.

View and manage sign-ups

(Requires Manage Volunteers.) Click Sign-ups on an opportunity to see everyone who's claimed a slot — name, email, phone, and what they claimed. From here you can:

Cancel an individual sign-up — confirm first; this frees the slot's capacity back up for others.
Review the collapsible Cancelled sign-ups list at the bottom (read-only).

Email volunteers

(Requires Manage Volunteers and Send Emails.) From the Sign-ups view, click Email Volunteers to open Distribution Email pre-filled with every currently active volunteer's email address for that opportunity. You can also click the mail icon on an opportunity's row to email its sign-up link out (useful before volunteers have signed up yet) instead of emailing existing volunteers.

Note: Reminder emails before a shift are fully automatic — there's no "send reminder" button. The Reminder days before field you set when creating the opportunity controls how many days ahead volunteers are emailed; there's nothing further to do once it's set.

Deactivate an opportunity

(Requires Manage Volunteers.) Click the trash icon on an active opportunity, then confirm. This stops the sign-up link from working — existing sign-ups remain on record, but no one can claim new slots.

Note: There's currently no button to reactivate a deactivated opportunity from this screen. If you need it active again, create a new opportunity instead.

Field reference

Opportunity

Field	Required	Notes
Name	Yes	Up to 200 characters
Description	No	Up to 2,000 characters
Location	No	Up to 300 characters
Reminder days before	No, default 2 days	Comma-separated list, 1–30 days; shift slots only

Shift slot

Field	Required
Date	Yes
Start / End time	No
Spots (capacity)	Yes
Role/label	No

Item slot

Field	Required
Item name/label	Yes
Quantity needed	Yes

Up to 100 slots total per opportunity.

Common questions

Do volunteers need an account to sign up? No — the public link requires no login. They enter their name and email (phone optional) to sign up.

Can I set one overall capacity for the whole opportunity? No — capacity is always set per slot (per shift or per item), not on the opportunity as a whole.

How do volunteers cancel their own sign-up? The public sign-up page has a "View or cancel your sign-ups" link where a volunteer can look up and cancel using the email they signed up with — you don't have to do it for them, though you also can from the Sign-ups view.

Troubleshooting

If you see...	It means...	Do this
"Select a club workspace before managing volunteers."	No club is currently selected	Choose a club, then reopen Volunteers
No New Opportunity / Reports / Edit buttons	You have View Volunteer Links only, not Manage Volunteers	Ask a Club Admin to grant the Manage Volunteers permission if you need full control
No Email Volunteers / Email link button	You have Manage Volunteers but not Send Emails	Ask a Club Admin to grant the Send Emails permission
"Opportunity name is required" / "Add at least one slot"	The form is missing a required piece	Fill in the name and add at least one shift or item slot
A shift shows "Filled"	That slot's capacity is fully claimed	Add another shift slot if more volunteers are still needed

Distribution Email — where "Email link" and "Email Volunteers" actually send from
Calendar — for scheduling the event itself, separate from staffing it