Shift Plans

With Shift Plans you organise the volunteers for your event. You create jobs (e.g. bar, grill, setup/teardown), generate shifts from them, and publish a public volunteer link that lets helpers sign themselves up for open slots.

You'll find this section under Shift Plans in the sidebar.

1. Create a shift plan

Click New shift plan. A wizard walks you through a few steps:

1. Event – Optionally select the event this plan belongs to. Helpers will see the event name on the public page. You can also choose "No event (standalone plan)".
2. Name & Description – e.g. "Volunteer schedule Summer Festival 2026". The description appears later on the public volunteer page.
3. Create – the plan is created and opens in Draft status.

The detail view of a plan has four tabs: Jobs, Calendar, Registrations, and Settings. The Publish button and PDF Export are in the top right.

2. Add jobs

A job is a task or station that needs volunteers. Click Add job:

• Job – one job per line (e.g. Bar, Grill, Setup/Teardown); all are created at once.
• Description – optional public description for volunteers.
• Helpers per shift – default value for all shifts of this job (can be overridden per shift).

Afterwards you see your jobs as a list — initially without any shifts.

3. Generate shifts

You can add time slots per job individually using the calendar icon — or generate shifts for all jobs at once with the Shift Generator:

1. Period – start and end date (pre-filled if the plan is linked to an event).
2. Shift distribution – shifts per day (e.g. 3 ≈ 4 hours per shift) and an optional shift overlap (handover buffer).
3. Preview & adjust – you see all generated shifts per day and can deselect individual ones before confirming with "Create X shifts for Y jobs".

4. Registration settings & public link

In the Settings tab you define how volunteers sign up and find the public link:

• Public link – https://app.openeos.de/s/<plan>. Use Copy link to share it with volunteers; Preview opens the public page.
• Registration settings:
  • Approval required – registrations must be confirmed by an admin.
  • Multiple shifts – volunteers may sign up for more than one shift.
  • Max shifts per person – upper limit (0 = unlimited).
  • Reminder – send a reminder a set number of days before the shift.
  • Verification reminders – sent to volunteers who have not yet confirmed their email.

5. Publish

While the plan is in Draft status it is only visible internally. Click Publish in the top right to release it — the status changes to Published and the public link becomes active.

tip

Publish only once your jobs and shifts are in place. You can still make changes afterwards at any time.

The public volunteer area

Via the public link, volunteers reach a clear page — without logging in — showing your logo, the period, and all shifts. For each time slot they see how many places are still available per job (e.g. "2 / 2 free"). They can switch between card view and list view.

Volunteers select the shifts they want (overlapping shifts are automatically blocked). A bar shows the number of selected shifts and takes them to the next step with Continue.

In the Your details step, the volunteer enters their name and email (plus optionally phone and notes) and clicks Sign up. They then receive a confirmation email for their registration.

Managing registrations

In the Registrations tab you see all incoming volunteer registrations. If "Approval required" is active, you confirm them here. Use Add volunteer manually to add someone to a shift yourself.

Share early

Create and publish the shift plan in good time, then distribute the public link (e.g. via messenger or email) so enough volunteers can sign up. Via permissions you can grant a shift supervisor access to the Shift Plans module only.