Build a Crew and Volunteer Team You Can Call On Every Year

Know Everyone Who Has Worked Your Events

People in your brand's Event Operations lists everyone who is crew, a volunteer or on a shift at any of your events, once, whatever event they worked. Search by name or email address and 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 what their shifts show: the shifts they worked, the hours from check-in to check-out, how often they turned up and the shifts they missed or cancelled late. Every 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 every 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

Match Skills and Ages to the Shifts That Need Them

Add each person's skills, or take one of Fai's suggestions from the teams and roles they worked most. A shift that asks for a skill, such as a forklift licence or bar experience, is offered only to people who have it. When you have seen someone's ID, confirm they are old enough for shifts with a minimum age, and 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. People whose age nobody has confirmed can tick that they are old enough when they accept a shift with a minimum age, so you are not chasing ID for every 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

• Cover Every Shift and Pay for Every Hour Worked

Open a Volunteer Form People Fill In on Their 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. Name, email, phone, the days they can give, an emergency contact and consent are always asked, so you only add the questions that are yours. People apply from their phone with no account to create.

Set a minimum age, and a younger applicant is asked for 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 so its answers are never sent to Fai.

If you already collect 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, and each person who sends it is added to that list a moment later, with their answers kept on the form and anything left over in the notes. Nobody retypes a name, and an application is never 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

Let Fai Read Every Application, Then Decide in Batches

Fai reads 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, and open any application to see the days and roles they chose, their experience and the answers to your questions. Fai suggests; 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, while 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 the same list. If a teammate changed someone at the same moment you did, that person is left as they are and you are told, so two of you never send one volunteer clashing decisions.

• Fai's reading: 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 Best Volunteers Back

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

Returning volunteers join the same application list as everyone else, 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 Every Volunteer a Page That Answers Their Questions

Send everyone you accepted their own page with one email each, opened by a private link with no password. Volunteers confirm their shifts, pick open shifts and ask to swap or drop one, so the rota fills without a round of texts. The page carries their day sheet with key times and team leads, the induction to read and confirm, and a place to add the documents your team asked for.

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

They also answer still coming, tell you the days they can work, 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. For volunteers who work several of your events, the My shifts link from People shows every event on one page.

• Pick more shifts: only shifts that fit your rota rules
• Ask to swap or drop: each request approved or declined by you
• 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, with their shifts and any no-shows. 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. Someone who checked in and never checked out stands out for you to check before rewards go, and 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, and every 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, while their shifts and hours stay in your totals.

• Hours given and worked: for every 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

Ask Fai to Run the Busywork With You

Ask Fai who worked the most shifts last summer, to add a skill to someone's record, to accept the strong fits for the bar, to invite last year's team back or to send this year's volunteers their pages. She reads the same People list and applications you see, 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, read you the hours given and worked, and give the rewards people earned once an owner or admin approves. She works inside your own role, so she reaches only the events and people you can.

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

• Let Fai Set Up Your Event and Draft the Work for You