# Volunteer Management > Recruit, roster and track volunteers and staff across your events — in the same platform you already use to run them. No more spreadsheets, group chats or pap - Canonical: https://localstalls.com/nz/solutions/volunteer-management-for-markets-festivals/ --- Volunteer & Workforce Management # Every Shift, Covered. Recruit, roster and track volunteers and staff across your events — in the same platform you already use to run them. No more spreadsheets, group chats or paper sign-in sheets. [Book a Demo](https://calendly.com/innsite-au/localstalls-demo) [Talk to Us](https://localstalls.com/contact/) Included in our Pro Plus and Enterprise plans or as an add-on in other plans. Roster · Riverbend Twilight Market Saturday Gate Steward · Gate 2Sat 3:00–7:00pm SD PK MT LW 4/4 Setup Crew · Loading DockSat 7:00–9:00am RB TN CJ +2 5/5 Info Desk · Front GateSun 10:00am–2:00pm · 1 spot open PK LW RB 3/4 Bump-Out Crew · Main FieldSun 4:00–6:00pm TN CJ MT +3 6/6 Shift coveredGate 2 · 4 of 4 filled Info Desk · Sunday1 spot still open ## From sign-up to shift complete. Three moves, one system. Step 1 · Recruit Recruit Open a public application form, review who applies, and approve the ones you want. A clean volunteer database builds itself as you go. Step 2 · Roster Roster Define roles once, then build shifts with a location, time and capacity. Assign volunteers and your own team — conflicts get caught automatically. Step 3 · Run the day Run the day Check people in and out, watch coverage live, and finish with real hours ready for grant reports and thank-yous. Your volunteer database ## Your own volunteer database. Every volunteer and staff member lives in one organisation-wide database — not a fresh spreadsheet for every event. - Shared across every event — record a volunteer once and they're ready to roster on the next event, and the one after that. - Custom fields you define — t-shirt size, certifications, availability, anything your events need to know. - Emergency contact on every record — there the moment it matters, not buried in someone's phone. - Pending, active or inactive — see who's actually available before you start building the roster. PK Priya K. Active Mobile0400 ··· ··· Emailpriya.k···@·····.com Emergency contactAlex K. · 0400 ··· ··· RoleInfo Desk Custom fields Shirt — M First Aid — current Weekends only Applications & roles ## They apply. You approve. Done. One public link collects applications; the database only grows once you say yes. - One public link — share it anywhere; applicants enter their own details, not you. - Approve, and the record's created — nothing joins the database until you say yes, so it stays clean. - Roles defined once — duties, requirements and default instructions, ready for every event you run. - They express a preference, you approve the role — the right volunteer ends up in the right job. Roles catalogue3 roles Gate StewardMeet & greet at entry, scan tickets, direct queries Setup CrewBump-in, marquees & signage, bump-out Info DeskFirst point of contact, lost property, general questions Approved — Marco T. added to Gate StewardVolunteer record updated automatically Shift-based rostering ## Shifts that check themselves. This is the core of the module — build shifts once and let the platform catch the clashes for you. - Shifts against an event, or standalone — office and prep shifts get a proper roster too, not just event day. - Location, role, time and capacity on every shift — Gate 2, Info Desk, 3 to 7pm, needs four. - Volunteers and your own team, one roster — no separate spreadsheet for staff. - Conflicts caught automatically — double-booked volunteers, overlapping shifts, over-capacity shifts and cancelled shifts, flagged before they bite. - Locations and roles managed inline, per event — filter every shift by event and read status at a glance. Shifts · filtered: Riverbend Twilight Market4 shifts Gate Steward Gate 2Sat 3:00–7:00pm 4/4 Setup Crew Loading DockSat 7:00–9:00am 5/5 Info Desk Front GateSun 10:00am–2:00pm · 1 spot open 3/4 Gate Steward Gate 1Sam D. — also on Gate 1 until 2pm Clash JT SD PK Staff Jordan T. is a team member, rostered right alongside the volunteers. Coverage ## See the gaps before Saturday. A live view of who's still needed, days before it becomes a problem on the ground. - Under-filled shifts surface early — not when everyone's already arriving. - Fill the gap while there's still time — chase, reassign or reopen the shift. - Filter by event — see exactly what Riverbend Twilight Market still needs, and nothing else. - Status at a glance — green, amber or red tells you where to look first. - Message everyone rostered — reminders and day-before instructions, sent in bulk. Coverage · Riverbend Twilight MarketSat & Sun Gate4 rostered 4/4 Info Desk1 of 2 filled 1/2 ParkingUncovered 0/2 2 shifts need people Attendance & hours ## Track attendance & hours. What actually happened on the day, captured as it happens — not guessed at afterwards. - Check in and check out — on the day, from any device at the gate. - No-show or completed, updated in a click — the record reflects what actually happened. - Actual time worked — falling back to the scheduled shift length when there's no check-out. - Real numbers, ready to use — grant reports, insurance, recognition and next year's planning. Attendance · Riverbend Twilight MarketSat LW Lena W.Checked in 7:58am MT Marco T.Completed shift 4.5 hrs SD Sam D.Did not check in No-show This event: 128.5 volunteer hours ## Why it beats the spreadsheet. Four reasons event managers stop juggling tools the moment they switch. Native to the platform Volunteers sit alongside your stallholders, bookings, payments and ticketing — no integrations, no duplicate event data. One roster, staff and volunteers Most tools handle volunteers only. Yours puts your own team on the same roster, the same shifts. Define once, reuse everywhere Roles and volunteer records live at the organisation level — set up once, use on every event you run. Conflict-aware scheduling Double-bookings get caught before they happen, not after someone's already in two places at once. FAQ ## Questions, answered. Which plan includes Volunteer & Workforce Management? It's part of the Pro Plus plan — the same login as your stallholders, ticketing and payments. Can staff and volunteers share one roster? Yes — that's the whole point. Most volunteer tools only handle volunteers; here your own team sits on the same roster, the same shifts, the same conflict checks. Do volunteers re-enter their details for every event? No. Volunteer records live at the organisation level, custom fields included — enter someone once and roster them on any event you run. Can it report hours for grants? Yes. Hours are built from actual check-in and check-out times, falling back to the scheduled shift length when there's no check-out recorded. ## Roster your next event properly. Bring your messiest volunteer spreadsheet. We'll show you shifts, coverage and real hours — in the same platform you already run the event with. [Book a Demo](https://calendly.com/innsite-au/localstalls-demo) [Talk to Us](https://localstalls.com/contact/) Included in our Pro Plus and Enterprise plans or as an add-on in other plans.