Using an online sign-up system for volunteer rotas at events
We all know getting volunteers to sign up to help at PTA or Friends community events can be a really big headache, and Classlist wants to help make it easier. Our developers have been looking at how to provide an online sign-up function within the events area of your site. Up to now we haven't been able to improve on the many free purpose-built tools which are already available. As an interim solution, we therefore recommend that you use one of these free tools, and then publicise the link to it on your Classlist community.
A couple of the most frequently used tools we have seen are Slottr and SignUp Genuis, which enable you to build your own sign-up form, adding in fields for tasks, shift (or rota) times and how many people are required per shift. Search online for 'volunteer sign up', 'volunteer time slot sheet' or similar terms for more ideas: we don't endorse any tools in particular. You can also create your own sign up sheet from scratch, for instance using a file-sharing tool such as Google Forms.
This type of software is usually surprisingly easy to use, and you can always have a trial using a fake event if you want to see how each tool works, inviting only a few friends who can sign up to your pretend event.
When Classlist members open the rota link which is published in the event invitation or an announcement, they can sign themselves up for whichever time slot and task they prefer, adding a comment or contact details as well if this is supported by the software. The event organisers can then view or download the completed sheet to work out if there are any gaps which need filling or to add more slots.
There will shortly be a place for you to add a link to your chosen rota sign-up tool in our events creation page. Look out for it coming soon: the 'Rota link' box will allow you to copy and paste in the URL of your sign-up site into the event page before you invite everyone. Add a line in the event description asking people to sign up using the link in the invitation.