Skip to main content

Coordinate Tasks on Event Day

Goal: Break the day's work into named tasks, assign them, and let volunteers see what they're responsible for or pick up something open.

Why use event tasks​

Slots tell you who's coming and in what role. Tasks tell you who's doing what during the event. They're optional, but for events with a lot of moving parts they save you from coordinating verbally on the fly.

Examples:

  • "Pick up donuts and coffee at 7am"
  • "Drive supply truck to site"
  • "Lead morning safety briefing"
  • "Frame the front porch"
  • "Photograph the dedication ceremony"

Create tasks ahead of the event​

Define tasks with:

  • Title — short, action-oriented
  • Description — enough that someone unfamiliar with the event could pick it up
  • Priority — what gets done first if time runs out
  • Visibility — whether volunteers can see and self-claim the task, or whether it's coordinator-only

Most affiliates create the recurring set of tasks once and copy/adjust per event.

Assign tasks​

You can assign a task in two ways:

  • Pre-assign to a specific volunteer (or a small group) — best for skilled or critical work
  • Make available for self-claim — volunteers who arrive and finish their primary slot can pick up an open task

Self-claim works well when you have more capacity than primary work and want to keep the day productive.

On the day​

The day-of dashboard shows tasks alongside check-in counts. Coordinators can:

  • Mark tasks complete as they finish
  • Reassign if someone didn't show up
  • Add tasks on the fly when something unexpected comes up

Volunteer-side experience​

Volunteers see their assigned tasks under My Tasks for the event, and any available self-claim tasks under Available Tasks. See Pick Up and Complete Tasks for the volunteer's view.