Recruit volunteers and rebook the crew you trust

Find anyone who has worked your events in seconds

People in your brand's Event Operations lists each crew member, volunteer and shift worker from any of your events. Each person appears once, whichever event they worked. Search by name or email address. You see how many events each person worked, the latest one, and whether they are crew or a volunteer. Rebooking the bar staff and stewards you trust starts with a search, not a hunt through last year's spreadsheets.

Each record shows the shifts the person worked and their hours from check-in to check-out. You also see how often they turned up and the shifts they missed or cancelled late. Each figure comes from your own shift records across your events. Nobody on your team rates anyone, so the record is fair to the person and useful to you.

From the same record, you see their upcoming shifts and each event they worked. Open the rota of any of those events to add them to a shift. Email them their My shifts link and see when they last opened it, and turn their links off when they leave your team.

• People: one person for each email address, across all your events
• What their shifts show: shifts worked, hours worked and turned up
• Missed or cancelled late: shifts they did not arrive for or dropped late
• Upcoming shifts: where they are booked next

• Find the crew and volunteers who work your events

Offer each shift to people with the right skills

Add each person's skills, or take one of Fai's suggestions from the teams and roles they worked most. When a shift asks for a skill, such as a forklift licence or bar experience, only people who have it see the offer. Once you have seen someone's ID, confirm they are old enough for shifts with a minimum age. The record keeps who confirmed it and when.

The record never holds a date of birth, only that the person is at least the age you confirmed. If nobody has confirmed a person's age, they can tick that they are old enough when they accept a shift with a minimum age. You are not chasing ID for each bar shift before the offers go out.

• Skills: entered by your team, with suggestions from Fai
• Confirmed age: kept with the name of the teammate who confirmed it
• Skill on the shift: only people with it are offered the shift

• Fill your crew rota and approve hours without timesheets

Take volunteer applications on any phone

Add the roles you need and your welcome text, or copy your rota's teams as the roles in one step. Then share the application link on your website and social media. The form always asks for name, email, phone, the days they can give, an emergency contact and consent. You add only your own questions. People apply on their phone with no account to create.

Set a minimum age, and younger applicants enter a parent or guardian's name, phone number and agreement. Applicants tick that they have read your privacy notice. Mark any question about health or anything else private, and Fai never receives its answers.

If you already take applications through a form on your event, connect it to your volunteers, crew, traders, press or an act's contacts instead. Match each detail the list needs to a question on your form. Each person who sends it joins that list a moment later. Their answers stay on the form, and anything left over goes in the notes. Nobody retypes a name, and nobody is added twice.

• Application form: made for phones, with no account to create
• Use your rota teams: your rota's teams copied as the roles
• Minimum age: with a parent or guardian's agreement for under-18s
• Your own forms: each applicant added to the list you choose

• Recruit volunteers for your event
• Add everyone who sends your event form to your volunteers, traders or crew

Decide on hundreds of applications in a few batches

Fai looks at each application and marks the person a strong, possible or unlikely fit for a role, with her reason in plain words. Narrow the list by role, by day or to strong fits only. Open any application to see the days and roles they chose, their experience and their answers to your questions. Fai suggests, and you decide.

Tick the people you want, choose Accept, Waiting list, Decline or Shortlist, check the email and send. Each person gets one email from you, and their replies come to you. A shortlist stays a note for your team. You can change a decision later, such as accepting someone from the waiting list when a place opens, with or without an email.

Several coordinators can work on the same list. If a teammate changed someone at the same moment you did, that person stays as they are and you see a message. Two of you never send one volunteer clashing decisions.

• Fai's view: strong, possible or unlikely fit, with the reason
• Decide in batches: accept, waiting list, decline or shortlist
• One email each: with the decision, and replies come to you
• Safe with teammates: a person someone else just changed is left alone

Bring last year's volunteers back in one step

Choose an earlier event to see last year's team with the shifts each person worked. Fai suggests who to invite back, such as the people who worked each of their shifts. Invite all the people she suggests in one go. Their answers from last time are already filled in, so applying again takes them a moment.

Returning volunteers join the same application list as new applicants, so you decide on them with the same batch emails. Each person enters their emergency contact again, so this year's list carries this year's details.

• Returning volunteers: last year's team with the shifts each one worked
• Who Fai suggests: with reasons such as worked every shift
• Answers filled in: from their last application

Give each volunteer a page that answers their questions

Send the people you accepted their own page, with one email each. They open it from a private link with no password. Volunteers confirm their shifts, pick open shifts and ask to swap or drop one, so your rota fills without a round of texts. Their page holds their day sheet with key times and team leads, and the induction to read and confirm. They also add the documents your team asked for.

Volunteers can pick only shifts that keep your rest and hours rules and match the shift's minimum age, skill and documents. If a rule stops them, their page tells them which one. You approve or decline each swap or drop. A swap goes through only when the new shift has room and still keeps your rules. Turn shift picking off when you want the rota fixed.

Volunteers also confirm they are still coming and tell you the days they can work. They add each shift to their calendar and give their food needs for the crew kitchen. Turn a link off or make a new one from their application at any time. Volunteers who work several of your events can use the My shifts link from People to see all of those events on one page.

• Pick more shifts: only shifts that fit your rota rules
• Ask to swap or drop: you approve or decline each request
• Day sheet and induction: key times, team leads and the briefing
• Documents and photo: added by them, opened only by your owners and admins

• Give your event volunteers their own page and track their hours

Reward the hours your volunteers give

See the hours each volunteer signed up for on the rota beside the hours they worked, from their check-ins and check-outs. Their shifts and any no-shows sit alongside. Set a reward once, such as a free weekend ticket after a number of shifts worked, and Fai tells you who has earned it. Give the tickets in one step, and each person gets their free ticket by email as a guest ticket.

Nobody gets the same reward twice, however many times your team presses the button. Anyone who checked in and never checked out stands out for you to check before rewards go. Each volunteer shows the rewards they have already earned.

Download the volunteer list with or without contact details and emergency contacts, or the hours file with names and hours only. Each download is recorded with the name of the person who made it. When a volunteer asks you to remove their details, an owner or admin removes their name, contact details, answers and files for good. Their shifts and hours stay in your totals.

• Hours given and worked: for each volunteer and in total
• Rewards: a ticket earned by working the shifts you set
• Guest tickets: emailed to each person who earned one
• Never twice: each reward goes to a person once

Hand the busywork to Fai and keep the final say

Ask Fai who worked the most shifts last summer, or ask her to add a skill to someone's record. She can accept the strong fits for the bar, invite last year's team back or send this year's volunteers their pages. Fai works from the same People list and applications you see. She shows you exactly who gets which email or change, and waits for your yes before anything is saved or sent.

Fai can also answer a volunteer's swap request and tell you the hours given and worked. Once an owner or admin approves, she gives the rewards people earned. She works inside your own role, so she can act only on the events and people you can.

• Your own words: ask the way you would ask a colleague
• Your approval: each email and change waits for your yes

• Let Fai set up your event and draft each fix