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Plan a Single Event

Goal: Create a one-time event that's specific enough for volunteers to know what they're signing up for and structured enough that you can staff and run it cleanly.

Before you start​

Have these decided:

  • Date, time, and location
  • Project this event supports (linked from the Projects module — events tie into existing projects rather than creating their own)
  • Slot types you need — the named slots you're staffing for, with capacity per slot
  • Shifts, if the event runs across multiple time blocks (e.g., morning crew + afternoon crew)
  • Requirements and waivers that apply

Slot types — staff the event by job, not just headcount​

Most events benefit from breaking total capacity into named slot types:

  • "Framing crew — 8 spots"
  • "Site host — 2 spots"
  • "Lunch volunteer — 4 spots"

Slot types let you require specific skills per slot, and they let volunteers self-select where they want to help. A single number ("we need 14 volunteers") leaves coordination work for event day that you could have avoided.

Each slot type can require:

  • A specific system role (RBAC, e.g., for slots only staff should fill)
  • A verified skill (e.g., licensed electrician)

Shifts — for events spanning multiple time blocks​

If your event has natural breakpoints (morning/afternoon, three two-hour shifts, etc.), define them as shifts. Volunteers register for a specific shift, and your check-in counts are accurate per shift.

For continuous events with one start and one end, skip shifts.

Requirements and waivers​

Attach the requirements and waivers that apply:

  • Mandatory requirements block registration until satisfied
  • Optional requirements are surfaced but don't block
  • Waivers are presented for signature during registration

Visibility​

When you save the event, decide whether it's publicly listed or invite-only:

  • Public listing — appears in the public events feed and is open to anyone with a working volunteer account
  • Invite-only — accessible only via a generated invite link or direct registration

Both are configurable per event.

After publishing​

Once published, the event is open for registration. Coordinators can monitor signups in real time, manually approve or reject if you've enabled approval, and send notifications. See: