Volunteer planning.
Simply explained.

Do not start with individual volunteers. First create your event and its structure .

No. You can build the event step by step and add details later. The basic structure is what matters first: event, date, location and the main work areas.

The following are particularly helpful:

• Event date and approximate assignment times
• required volunteer areas
• approximate number of people per task
• qualifications or requirements
• meeting points and organizational information
• existing volunteer lists if you want to import data

Because EVANU Helfer does more than store people. The system connects event structure, availability, qualifications, shifts, staffing, communication, live operations and reporting .

This makes the initial setup take a little longer, but the actual planning becomes much clearer afterwards.

You work within your event. Depending on the task, you switch between event structure, volunteer data, shift planning, communication, overview and live features.

Create a new event and first enter the basic details such as name, date and venue.

Then build the required structure and create the relevant tasks and shifts.

For smaller events, a simple structure is often enough. For more complex events, you can organize things in greater detail using sectors, areas, tasks, teams and multiple shifts .

They let you structure a large event hierarchically.

Example: Festival → Entrance → Main entrance → Ticket check → 16:00–20:00.

Teams help you group several people organizationally. This is useful when volunteers are assigned together or need to receive the same information.

A shift describes a specific assignment with a time period and required staffing.

Example: Cloakroom 17:00–22:00 4 volunteers

Yes. For recurring or similar shifts, the series generator is available. This means you do not have to create identical time blocks one by one.

Yes. Recurring elements can be duplicated. This is especially useful for similar tasks and recurring event structures.

The volunteer pool is your central collection of people. A volunteer in the pool is not automatically scheduled for a specific event or shift. .

Create the person in the volunteer section and enter the required contact and planning information. You can then assign them to the event or a shift.

Yes. EVANU Helfer supports importing existing data, including via CSV . An import from corresponding Konzertmeister data is also supported.

Availability shows when a person is generally available for an assignment. It helps with manual or automatic planning.

Volunteers can state preferences for certain work areas or sectors. This information can be taken into account during assignment.

Qualifications describe skills or requirements that are important for certain tasks.

Examples include a driving licence, technical experience, language skills or other assignment-related abilities.

A stated qualification was entered by the person concerned. A verified qualification has additionally been checked or confirmed by the organization.

Only collect data that you actually need for organization, communication and delivery of the event.

Depending on the event, you can use different methods:

• manual assignment
• assignment of whole teams
• automatic allocation
• self-selection by volunteers

When you want to determine exactly which person takes on which task—for example for key positions or highly qualified volunteers.

Automatic planning takes the available planning data into account and helps you fill open positions sensibly.

Always check the result afterwards using the overview or timeline.

With self-selection, volunteers can choose available assignments or shifts themselves instead of being assigned entirely manually by you.

Time overlaps can be checked during planning. You should also use the timeline because parallel assignments are especially easy to spot there.

Yes. Assignment or hour limits help prevent people from being scheduled beyond the desired amount.

You can define how many people are required for each shift. This makes it clear whether a task is fully staffed, partly staffed or not staffed at all.

Yes. Requirements such as a minimum age can be defined for relevant tasks and checked during planning.

In the floater pool, you can keep people available who can be deployed flexibly at short notice. This is especially useful at larger events.

If a position is already filled or someone drops out, waiting lists and replacement mechanisms can help refill open places.

EVANU Helfer also supports shift swaps. This allows changes to be handled in a structured way instead of only through private messages outside the system.

Volunteers can view their personal assignments and relevant information via the designated volunteer access or direct link.

The direct link takes the person straight to the information intended for them without requiring them to navigate the administrative event management.

Yes. Assignments can be added via an .ics calendar file or calendar function.

For communication, email and SMS are available. Which sending method you use depends on your configuration and the purpose of the communication.

A briefing should answer the following as specifically as possible:

• When do I need to be there?
• Where do I need to go?
• What is my task?
• Who do I report to?
• What do I need to bring or keep in mind?

Communication can be targeted to the relevant people or groups. This means not every volunteer has to receive every message.

Yes. Questions and feedback can be collected centrally within the designated volunteer and event functions.

The overview shows the event as a whole rather than from the perspective of a single record. It is useful for final checks and operational event management.

The timeline displays assignments over time. This lets you see at a glance what happens when and in parallel .

A list answers: “What assignments are there?”

The timeline answers: “What happens at the same time and how does everything fit together?”

The live control center supports operational work during the event. It is less about long-term planning and more about keeping track of the event’s current status.

Volunteers can be checked in in a controlled way at the event or assignment using the QR function provided.

Special events or incidents can be documented in a structured way during an event.

A useful entry includes, for example, time, event, action taken and responsible person .

Yes. Material and catering information can be included in event organization so that relevant operational needs remain visible alongside staffing planning.

First check the underlying assignment data:

• Start time
• End time
• Date
• multi-day assignments or assignments running past midnight
• accidentally duplicated shifts

For further processing and documentation, the following are available, among others: PDF and XLSX exports .

A PDF is useful, for example, as:

• production or assignment overview
• document for shift management
• check version before the event
• documentation or backup on event day

Ideally, create an initial check version before the event. After the final changes, generate the final version.

Yes. Compensation information and target hours can be included in volunteer management and reporting.

Assignment times affect more than planning. Depending on how you use the system, they may also be relevant for hours and compensation information.

Changes to assignments should therefore always be updated in the system.

Customer-related details are maintained in the designated profile or administration area. You will also find the relevant administrative functions for using EVANU Helfer there.

Use of EVANU Helfer is linked to the event packages assigned to your account or event. The current status is shown in your administration area.

Check whether the person is only in the Volunteer pool or has already been assigned to the event and the desired shift.

Being part of the event does not automatically create a shift. Check the assignment and give the person a specific assignment.

First check whether the person was imported more than once, created manually or added through different channels. Clean up the record in the volunteer pool before planning further assignments whenever possible.

Check the defined capacity and the actual assignments. Depending on the situation, you can add people manually or use the available planning and replacement functions.

Check in particular:

• Availability
• time overlaps
• qualifications
• minimum age
• assignment or hour limits
• shift capacity

The demo uses prepared sample data. This lets you view and test many workflows without first building a complete volunteer project of your own.

Yes. The demo data can be reset to a defined initial state.

Note as precisely as possible:

1. Which event are you in?
2. In which area does the problem occur?
3. What were you trying to do?
4. What happened instead?
5. Can the behavior be reproduced?

A screenshot is especially helpful for display issues.