Your way around Help.

Before you begin

To volunteer, start with the correct event link. To organise, sign in and check that you are working in the right organisation with the required permissions. A shift registration, a user account and an organisation are different things.

The structure is organisation → event → date → shift → registration. An event date range does not create dates or shifts. A saved date without shifts has no assignments to book.

Worked example

For a club festival, create the event, then 14 November, then “Setup 09:00–12:00” with six places. Anna registers: that shift now has one registration and five free places. “Reception” has its own time and capacity.

Work in this order: organisation → event details → dates → shifts → questions and access → preview → test registration → publish and share.

Understand the settings

Occupancy belongs to the shift or selected time slot. 2 / 6 means two occupied out of six, not two free. Bring-your-own cards show pledged quantities rather than volunteer places; read the unit.

An empty view is not proof that everything is full. Search, collapsed dates, hidden full shifts or unselected required filters can reduce the visible choices.

If something goes wrong

No shifts visible? Clear search, expand the date and check filters and the full-shift option. Then check the event link.

Shift visible but registration disabled? Read the hint. Login, group/role membership, prerequisites or admin-only assignment may be required. Filter selection does not replace membership. Ask the organiser to check access.

Check the result

Enter your own contact details and double-check email spelling. It connects the registration to confirmation and reminders. Correct any field highlighted with an error before submitting again.

A place is confirmed only after successful saving. Selection alone is not confirmation. If the outcome is unclear, avoid rapid repeated submissions: check the success message or ask the organiser whether the registration was saved.

If something goes wrong

Already registered? The same email cannot book the same shift again. Do not duplicate your pledge using another address; ask the organiser about changes.

Missing required field? Check newly displayed questions and required checkboxes. Changing shifts can change the questions. Shift full? Pick an available alternative or contact the organiser.

Worked example

Anna wants setup and reception on Saturday. She selects both in the multi-registration view and completes one shared form. The event setting determines whether overlapping times are allowed. Check the response and saved bookings; selection alone is not enough.

Two cakes are a quantity pledge, not two volunteer places. Open the individual bring-your-own shift and check delivery time, unit, quantity and questions.

If something goes wrong

Multi-registration view missing? It must be enabled for the event. Bring-your-own shift missing there? Use individual registration; this is expected.

A question disappears after deselecting a shift? Its condition may no longer apply. Review the final selection and visible questions. Quantity errors concern available units, not accompanying people.

Understand the settings

An .ics attachment imports an individual appointment. A subscription connects your personal shift calendar. Imported files may not reflect later changes; subscriptions refresh periodically according to your calendar app.

Check date, time and time zone after import. A calendar entry is not another registration. Deleting it from your calendar does not cancel the booking in Help; arrange cancellation with the organiser.

If something goes wrong

Confirmation missing? Check spam and the inbox of the registration email. If saving succeeded, do not register again immediately: the organiser can check the stored booking.

Calendar outdated? Check whether you imported a file or subscribed and refresh in your calendar app. Repeated file imports can create duplicates. Prefer one calendar method per assignment.

Before you begin

If your organisation already exists, ask its administrator how to gain access. Do not create another organisation just because a menu is missing. Check the active organisation after login.

A setup registration is not an admin account. Planning requires a permitted account. The billing address belongs to the organisation and is not automatically the event location.

If something goes wrong

Forgotten password? Request reset for your account email. Use the current link and set a new password. Request a new link if the old one expired or was already used.

Login works but admin is missing? Check organisation and permissions with its administrator. Missing verification email? Check spelling, spam and the app’s hints. Do not share passwords or personal verification links.

Understand the settings

Worked example

For open registration: make the event visible and allow registration without login. Show names publicly only if you intend a public name list. Decide separately whether the event should be publicly discoverable. For access through your link, review “Public visibility”; an unlisted link is not password protection.

For 14–15 November, create the two actual dates after setting the range. Explain tasks, meeting point, things to bring and contact details, then save and preview.

If something goes wrong

Event missing publicly? Check visibility/publication, then the link and visible dates and shifts. Past events may be under “Past events” in administration.

Action missing? Open “More actions” or ⋯. Pinned icons depend on personal preferences. “Customise actions” changes visible icons, not permissions.

Configure the date

Configure the shift

Worked example

Setup example: start 09:00, end 12:00, six total places, description “Meet at the entrance; bring work gloves”, Excel identifier Aufbau. Capacity is the total, not the current free number. Unlimited places should only be used when no limit is needed.

Reception can have morning and afternoon time slots, each with its own times, capacity, registrations and Excel identifier. Optional arrival time must not be later than the start.

After copying or bulk editing, recheck dates, every slot, capacities, access and identifiers. Event copy lets you choose which related elements to copy; review these options.

If something goes wrong

Date saved but nothing bookable? Open it and create shifts. Check each time slot separately. “Start must precede end”? Correct equal or reversed times.

Shift missing publicly? Check hidden date/shift, search, full shifts and required filter values. Groups and roles can make a visible shift unbookable. Admin-only prevents self-registration.

Before deleting, check registrations and the confirmation. Deleting a shift is not a normal way to move a person. If concurrent changes are reported, reload current data before editing again.

Prerequisites: fill another shift first

A shift prerequisite can require another shift to reach a minimum registration count. Example: Extra Team is offered only after Setup has at least four registrations. This is a planning condition, not a personal qualification.

If it does not appear, check the referenced shift and its occupancy. Review dependent prerequisites before deleting a referenced shift.

Worked example

Filter example: create “Area” with Setup, Reception and Kitchen. Assign values to shifts and enable filters in the event. Select Kitchen on the public page and check the results. Required values can hide shifts until selected. A selected value is not verified group membership.

Question example: “Which club are you in?” uses code Verein and Text. “What would you like to eat?” uses single selection with Vegetarian and Meat. Make only necessary information required.

Which field type fits?

Field code, options and validation

Shift sets

First group your shifts into named sets via "Shift sets". Each set is matched in one of two ways:

Any — someone belongs to the set as soon as at least one of its shifts is chosen.

All — someone belongs to the set only when every one of its shifts is chosen.

Combining sets into a rule

Open a field, enable "Show this field only under conditions" and combine your sets with boolean logic:

AND — every condition must be met.

OR — at least one condition must be met.

NOT — inverts a condition (the person must not be in that set).

Example: lunch voucher for full-day volunteers

Volunteers on duty both morning and afternoon should be asked what they would like to eat:

Create a set "Morning" with the morning shifts, matched as "Any".

Create a set "Afternoon" with the afternoon shifts, matched as "Any".

Add a selection field "What would you like to eat?" with the options Vegetarian, With meat, From the food stand.

On that field, enable conditions and build the rule: "Morning" AND "Afternoon".

The question now appears only for volunteers who take both a morning and an afternoon shift, and their answer is included in the registration reports (Excel and the on-screen list).

Check the result

The question is evaluated from the shifts a volunteer currently holds, including earlier registrations. If a later change to another registration first completes a qualifying combination, that volunteer is not asked again automatically.

Test four cases: morning only, afternoon only, both and neither. Also test a missing required answer and changing the selection. Without a condition, the field always appears; required does not make a conditionally hidden field visible.

If something goes wrong

Filter missing? Check event activation and defined values. Shift missing after selection? Check its assigned values. Question missing? Check conditions, shift sets and current selection.

Cannot save a field? Code must be unique; selection types need options; minimum cannot exceed maximum; every condition row must be complete. Leave regex empty for ordinary text. Use a regex only after testing accepted and rejected input.

Selection values: keys and labels

Selection options have a stable key and a visible label: key veg, label Vegetarian. Maintain offered translations and test the form in your languages. A default is a prefilled answer, not a requirement.

User selection chooses from users rather than free-text names. Custom values, search and CSV option import depend on type. For CSV choose key column, label column and actual delimiter; inspect missing or duplicate options.

Understand the settings

Distinguish organisation, group and role. The organisation is the administration scope. A group collects people, such as Kitchen Team. A role describes a permission or function; additional roles are not automatically organisation admins.

For restricted shifts, verify membership assignments in the correct organisation. Naming a shift Kitchen Team or selecting Kitchen does not assign membership. A restricted shift may remain visible with registration disabled.

Check the result

Test a restricted shift with an eligible and an ineligible person. Check visibility and bookability separately. Admin preview is not sufficient: admins can see extra actions.

If administration is missing for a team member, check organisation and role. Change permissions in user management and save there. Do not remove all rights merely to test a view.

Help: Groups

Groups restrict who can register for certain shifts and can bundle roles for their members.

A shift marked with a required group can only be booked by members of that group.

Assign members to a group in user management.

Select the required group on the shift form (edit shift).

Roles attached to a group are granted to all of its members.

Creating Roles

Click "Add" to create a new role. Enter a name, a unique code and optionally a description. Select the desired permissions.

Role Types

There are two main types of permissions: "Event Management" allows editing assigned events. "Shift Access" allows registration for protected shifts.

Assigning Roles

Roles can be assigned to users in user management. For events you define which roles can manage them. For shifts you can specify which roles are allowed to register.

Billing address

The billing address and tax details appear on your subscription invoices.

Only administrators of the organization can see and edit this section.

Branding

Customize logo and theme colors of the public pages for your organization.

Branding requires a subscription plan that includes it - otherwise an upgrade notice is shown.

Before sharing: complete a test run

1. Check name, description, location and contact; distinguish billing and event address. 2. Check dates, slots, start before end, arrival, total capacity and item units. 3. Check visibility, login, groups/roles, admin assignment and prerequisites.

4. Check required fields, options, conditional combinations and languages. 5. Register with your own test data, check success and stored booking, then email and calendar. Remove your test booking through administration afterwards.

6. Check longest Excel list, slots, answers, quantities and log. 7. Check the public page without admin login, QR on another device and helper-list privacy/expiry. Then share the final link.

Check the result

Before sharing, use a private browser window to check the organisation, event, visible dates, tasks, times, capacities, questions and login requirement without your admin session. Role-restricted booking also needs a test with eligible membership.

Scan the QR code on another device before printing. Check its destination and event. Test the written link too. Do not print an admin editing URL on public flyers.

What is the shared link?

The generated link shows a public, read-only helper list for the selected date and shifts. Anyone with the link can open the page without signing in.

Privacy and anonymization

The list shows the names of registered helpers. Email and phone number only appear if you disable anonymization. Custom-field answers only appear if you enable them.

Link expiry

The link works until the chosen expiry date (default: 30 days). After that, visitors see an error message and you need to create a new link.

Excel attachment

Optionally an Excel file of the helper list is attached to the email – either in the default format or based on one of your Excel templates.

Sending by email

You can send the link directly by email: to individual recipients or to all registered helpers. You can edit the email text before sending.

If something goes wrong

Helper-list link invalid or expired? Create or request a new one. The signup link is not a replacement for a helper-list link.

Too much information visible? Check anonymisation and displayed custom fields before sending. Anonymising contact details does not automatically hide names. Inspect the generated page, not only its settings.

Before you begin

Start at event → date → shift/time slot. Verify the booking by date, time and contacts, not only name. Answers belong to the registration.

A contact list is not necessarily a booking list. One person can have several assignments but appear once in a combined list. Check the specific shift for capacity questions.

Check the result

After editing, recheck the registration and shift occupancy. Reload when the app reports a conflict or requires a new check. For cancellations or reassignment, confirm communication; editing alone does not prove the person was informed.

Check message recipients: event, date and selected shifts can include different people. A setup meeting-point change need not affect Kitchen. Include date, task, new information and contact details.

If something goes wrong

Occupancy seems wrong? Check time slots, multiple bookings and item units. Compare the shift list with capacity, not the combined contact list.

Import/export unclear? Event import/export transfers planning in its designated format. Excel creates a document for analysis or sharing. Do not upload an Excel list as an event import. Review import/copy options and results before sharing.

Reminders

Registered helpers automatically receive a reminder email before their shift. The setting applies per event and overrides the organization setting (default: 3 days before). Reminders can also be disabled per event.

Email placeholder reference

Worked example

Simple confirmation: “Hello ##firstname##, thank you for registering for ##shift_name## on ##shift_date## from ##shift_start## to ##shift_end##. Meet at ##event_address##. Questions: ##event_mailfrom##.” Copy tokens exactly and preview realistic values.

Whole-row tokens such as ##shift_arrival_row## and ##shift_bring_row## can disappear when not applicable. Excel underscore tokens are not email tokens. Maintain each offered language version.

If something goes wrong

Reminder missing? Check saved registration, event reminder settings and organisation defaults. Explicit event disabling is not undone by organisation settings. Check email, spam and available delivery status.

Token remains visible? Copy a supported ##…## token again and check spelling and preview. Empty values may reflect missing event/shift data. Delivery status does not prove that someone read the email.

Before you start: what belongs in the file?

Use a normal .xlsx workbook. Design sheets, headings, colours, column widths and print areas yourself. Help replaces supported text placeholders with current event data. A placeholder starts with an underscore. Do not prefix it with = or surround it with braces.

Add your labels and placeholders in Excel. Do not manually enter volunteer names, emails or answers. Configure dates, shifts and custom questions in Help first. Excel identifiers connect them to the cells.

All examples use fictional data: date identifier Tag1, shift identifier Aufbau, volunteers Anna Keller and Luca Meier, and custom question code Verein. Replace these identifiers with those of your event.

Choose the output first

Three similar-looking forms behave differently. For your first test, use a cover sheet and a contact list on a separate sheet.

1. Set identifiers in Help

Edit the date and set its Excel identifier to Tag1. Set the shift identifier to Aufbau. The visible title “Setup & decoration” is not the identifier. For custom questions, use the field code, not the question label.

Choose short letters-and-digits identifiers without spaces, accents or underscores: Tag1, Aufbau, Empfang, Verein. Copy them exactly. Underscores already separate placeholder components.

Use different shift identifiers within each date. Repeated identifiers can combine registrations. Automatic identifiers such as Date_20261114 and Shift_0900 are less convenient for custom lists; explicit short identifiers are recommended.

2. Example: a simple cover sheet

Create a sheet called “Overview”. Each row below describes one Excel cell. Put labels such as “Event” or “Location” in column A. Single values can also be embedded in text.

Read capacity and dates correctly

Seats is the configured total capacity, not free places. Here: 6 places and 2 registrations leave 4 places. RegistrationCount counts registrations, not items brought. Shift-level values combine multiple time slots. *Date formatting follows the export language; 14.11.2026 is illustrative.

3. Example: automatic contact list

Create a second empty sheet “Contacts”. Enter only _RegistrationList in A1. Leave the header area and everything to the right and below empty: Help generates the complete table starting at A1.

Standard columns are number, surname, first name, email and phone. Answered custom questions can add columns. Date, shift, working time and quantity brought are not standard columns.

The event-wide list is alphabetical and groups registrations by surname and first name. Several shifts for one name become one row; distinct people with the same name can also merge. Use shift-specific lists for staffing.

4. Example: your own shift list and columns

Create a sheet “Aufbau”. Put Surname, First name, Email and Club in A4:D4. Enter each placeholder below once in row 5. There is deliberately no registration number.

The first person appears in row 5, the second in row 6, sorted by surname and first name. All columns must start on the same row and use the same date/shift prefix. The custom question Verein must exist with that code; unanswered values stay empty.

Reserve and format enough rows below row 5. Help does not insert rows to move later content down. Another list placeholder in the same column limits output and can omit volunteers. Ordinary headings are not a safe stop and can be overwritten. One sheet per shift is simplest.

5. Example: fixed cells for individual registrations

For fixed boxes instead of a growing list, add a number after Registration. Each cell returns one registration. These numbers are export positions, not permanent person IDs or seat numbers. Their order need not match the alphabetical list. Do not mix numbered and expanding person columns in one table.

6. Example: multiple time slots

For a shift with multiple time slots, give each slot its own identifier, such as Morgen and Mittag. Place it between the shift and Registration. Without a time identifier, the shift list includes active registrations across its slots. *Numbered examples assume the illustrated registration order.

For separate time-slot lists, use fixed numbered cells here. Automatic expansion with an additional time identifier is not reliable; use it only at date + shift level. Reserve enough numbered cells for the slot capacity.

7. Example: items and quantities

In a bring-your-own shift identified as Kuchen, Bring can return “2 Kuchen”. Quantity gives the amount without the label. BringMax is the configured maximum, not the remaining amount. Numbered values concern registration 1 only. Remove the number for an expanding column: _Tag1_Kuchen_Registration_Bring.

Placeholder reference

This reference applies to event export with a selected template. Replace Tag1, Aufbau, Morgen and Verein with your identifiers. A bare Name token can conflict with person lists; use Registration_Name explicitly for people. Write fixed shift labels yourself.

Advanced: named cells instead of visible placeholders

Alternatively, assign an Excel name to an empty destination cell. Select B2, enter _EventName in the name box beside the formula bar and confirm. In Formulas → Name Manager, check that it points to the correct sheet cell, such as Overview!$B$2. A name is not a column heading. Visible placeholders are easier to inspect at first. Use one method per destination and fix #REF! references before upload. Lists still require empty space.

Upload and test the template

1. Save the original as .xlsx. Keep the unfilled file; an exported workbook has already lost its placeholders and is not a new template.

2. Upload it to the correct event’s template manager. Start Excel export through the event actions and select your template. The download inside template management uses different processing and is not a reliable test of these shift examples.

3. Enable the replacement-log download. Open the .xlsx and the additional _log.csv. Inspect sheets, cells, placeholders, values and warnings. A download starting does not confirm completeness.

4. Compare a shift with at least two registrations: do names and answers align? Test an empty shift, the longest list and all time slots. Check custom questions, quantities, page breaks and print areas.

5. For truncated lists, add blank rows in the original and export again. In your own demo event, change a volunteer name and verify that the next export contains current data.

Common problems and concrete fixes

Choose your problem

• No shifts visible
• Shift visible but registration disabled
• Saving or registration fails
• Custom question missing
• Filter missing or no results
• Administration missing
• Confirmation or reminder missing
• Calendar outdated
• Shared link does not work
• Excel cells empty or people missing

Check the result

Documentation search also covers detailed examples and errors. Search by field or symptom, such as required field, filter, time slot or reminder. Clear search to show all chapters. Click screenshots to enlarge.

The app’s tour icon restarts the current view’s walkthrough. Help icons explain dialogs. Read errors before closing and check marked fields first. Changing app language does not automatically translate your own event text.

If something goes wrong

Plan or quantity limit shown? Check organisation usage and subscription. Extensions may cost money; read the displayed terms. Renaming a shift does not remove limits.

For technical reports include view, steps, expected and actual result, and exact error. Example: “Meal selection field cannot save without options; adding one allows saving.” Screenshots help; hide private contacts. Contact the organiser for cancellations or operational questions.