Start free
Browse helpHelp centre

Volunteers, from the directory to the season report

The club directory, the per-day roster, the public sign-up link, attendance on the day, the messages into Race Relay, and the report for the committee.

OrganiserTimerVolunteerUpdated 27 October 2026Open in the app ↗
On this page
  1. What it's for
  2. The chain
  3. What success looks like
  4. If something goes wrong
  5. Related

What it's for

Volunteering runs on one list that four screens read: the people in the club's directory, the positions on each race day's roster, the sign-ups that come in through the public link, and the attendance that becomes the season's report. The roster lives on the club's web pages; Race Relay carries the messages. This page is the order it happens in.

The chain

  1. The directory — one row per person, with nation, contact and the positions they usually fill. Filled once; the roster's name boxes and the Header's jury rows pick from it. → Volunteers
  2. The roster — per race day, one row per position with a Primary and a Backup; Copy Day 1 → all days for a two-day event; Save roster. → Volunteer roster
  3. Open positions for sign-up — tick OPEN FOR SIGN-UP and set a cap, add up to five Custom sign-up questions, then 🔗 Volunteer sign-up link: Copy link, WhatsApp, ✉ Email or 🖨 Print poster. → Volunteer roster
  4. The volunteer signs up — the /v/… page on the club's address, no account: pick roles per day, answer the lift-pass and pass-card questions, enter name and email, Confirm N roles. They are added to the club's Volunteers group. → Sign-ups & attendance
  5. Tell the crew — 📣 Send roster to all posts each person's role into the Race Relay group chosen under NOTIFY VOLUNTEERS INTO COMMS GROUP; 📣 Remind via Comms sends a reminder; Notify on a directory row messages one person. → Volunteer roster · Race Relay groups & members
  6. On the phone — the volunteer joins the event's group from the QR code or link and reads Chats, Program, Docs and Live; on the day the sign-up page's ✓ I'm here checks them in. → Volunteer (Race Relay)
  7. Attendance — Sign-ups & attendance per day: Showed / No-show on each row (a phone check-in is already marked), 🖨 Sign-in sheet for paper, ⬇ Export CSV and 📋 Roster report (.xlsx). → Sign-ups & attendance
  8. The report — Whole season or This event: roles, events, days, ATT/SIGN, no-shows, lift passes and pass cards; 🖨 Print / PDF, ⬇ CSV, and ✉ Thank-you (N) to everyone ticked. → Volunteer report

What success looks like

Each day's positions have a primary and a backup, the open positions are filled from the link, every row is marked Showed or No-show after the day, and the season report's ATT/SIGN counts are right.

If something goes wrong

  • The sign-up page says no roles are open: nothing has OPEN FOR SIGN-UP ticked, or the roster is not saved.
  • A volunteer sees Link not valid: someone pressed ↻ Regenerate; share the current link.
  • Notify or Send roster to all sends nothing: the person is not in a Race Relay group yet.
  • ATT/SIGN reads 0 for someone who was there: attendance was not marked; press Showed.
Was this helpful?
Volunteers, from the directory to the season report · Race Bureau Help