--- title: "Crew Database and Volunteer Management for Events" description: "Keep one record of everyone who works your events, recruit volunteers on a phone form Fai reads, give each a private page and reward the hours they give." canonical: "https://www.ticketfairy.com/event-operating-system/crew-and-volunteers/crew-and-volunteer-teams" --- # Crew Database and Volunteer Management for Events 1. [Event Operating System](https://www.ticketfairy.com/event-operating-system) 2. [Crew & volunteers](https://www.ticketfairy.com/event-operating-system/crew-and-volunteers) 3. Crew & volunteer teams # Build a Crew and Volunteer Team You Can Call On Every Year Most event teams rebuild their crew from scratch every season: an old spreadsheet of names, a form that fills an inbox, and a volunteer coordinator answering "what time am I on?" all week. With Ticket Fairy, everyone who works any of your events has one record built from their own shifts, so you know who turned up last time before you offer a single place. Volunteers apply from their phone, Fai reads each application against the roles you need, and you decide in batches with one email each. Every volunteer you accept gets a private page for their shifts, swaps, day sheet and induction, and afterwards the hours they worked decide who has earned their free ticket. [Book a Live Demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) - One record of everyone who works your events - Volunteer applications read and decided in minutes - Free tickets for the volunteers who earned them ![Ticket Fairy People list for a brand, with each person's events, whether they are crew or a volunteer, shifts worked, turn-up rate and skills](https://www.ticketfairy.com/embeds/posters/marketing-brand-people--people.png) ## 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](https://www.ticketfairy.com/guides/find-the-crew-and-volunteers-who-work-your-events) ![Ticket Fairy person record for a volunteer, with twelve shifts worked, skills Fai suggests from them, her age, My shifts link, documents and events](https://www.ticketfairy.com/embeds/posters/marketing-brand-people--person.png) ## 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](https://www.ticketfairy.com/event-operating-system/crew-and-volunteers/staff-rota-and-shifts) ## 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](https://www.ticketfairy.com/guides/recruit-volunteers-for-your-event) - [Add everyone who sends your event form to your volunteers, traders or crew](https://www.ticketfairy.com/guides/add-form-applicants-to-your-event-teams) ![Ticket Fairy Volunteer settings with Take applications turned on, the application link, welcome text, roles, your own questions and the privacy notice](https://www.ticketfairy.com/embeds/posters/marketing-event-volunteering--settings.png) ## 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](https://www.ticketfairy.com/event-ticketing/event-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 ![Ticket Fairy volunteer application for Amara Okafor with Fai's reading, a strong fit for the bar, her days, roles, contact details and history](https://www.ticketfairy.com/embeds/posters/marketing-event-volunteering--applicant.png) ## 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 ![Ticket Fairy Invite last year's volunteers dialog listing last year's team with the shifts each worked and who Fai suggests](https://www.ticketfairy.com/embeds/posters/marketing-event-volunteering--invite-returning.png) ## 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](https://www.ticketfairy.com/guides/give-volunteers-their-own-page-and-track-hours) ![Ticket Fairy volunteer page on a phone with their shifts, open shifts to pick, the day sheet, the induction and documents](https://www.ticketfairy.com/embeds/posters/marketing-event-volunteering--volunteer-page.png) ## 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 ![Ticket Fairy volunteer Hours with totals for hours given and worked, each volunteer's shifts and the rewards they have earned](https://www.ticketfairy.com/embeds/posters/marketing-event-volunteering--hours.png) ## 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](https://www.ticketfairy.com/event-operating-system/fai-and-automation/fai-for-your-event) ## How Organisers Build Their Teams With Ticket Fairy - ### A Festival With Hundreds of Volunteers The volunteer coordinator invites everyone who worked every shift last year before the public form opens, then accepts the strong fits for each role in batches. Volunteers who work enough shifts get a free weekend ticket for next year, sent in one step after the event. - ### A Charity Run With Marshals Marshals apply from a link on the charity's website, and under-18s add a parent's agreement. Each marshal gets a page with their corner, their briefing and their start time, so race-morning texts drop to almost none. - ### A Venue Rebooking Its Casual Crew Before each season, the venue manager searches People for bar staff who turned up to every shift and adds forklift and first aid skills to the right records. Offers for the opening weekend go to those people first. - ### A Conference Using Its Own Form The organiser connects the existing speaker-helper form to the crew list, so each applicant joins the crew a moment after applying. Nobody copies a name from the form into a spreadsheet. - ### An Agency Running Several Festivals Crew who work three of the festivals on the agency's brand have one record with every event and shift on it, and one My shifts link that shows all three. The agency books its most reliable people across the summer without a second database. [Book Demo Call](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Get Started for Free](https://manage.ticketfairy.com/registration) ## See It in Your Dashboard - ![Ticket Fairy Volunteers section on Applications, with two people to decide, Fai's reading of each and the buttons to invite last year's volunteers and send page links](https://www.ticketfairy.com/embeds/posters/marketing-event-volunteering--applications.png) See every application with Fai's reading, and decide on people in batches. - ![Ticket Fairy dialog accepting three volunteers, with the email subject and message each one gets](https://www.ticketfairy.com/embeds/posters/marketing-event-volunteering--accept.png) Check the email each person gets before you accept them. - ![Ticket Fairy Send volunteers their own page dialog with the email each accepted volunteer gets](https://www.ticketfairy.com/embeds/posters/marketing-event-volunteering--send-links.png) Send every accepted volunteer their own page with one email each. - ![Ticket Fairy Download this list dialog for twelve volunteers, with the choice to include contact details and emergency contacts](https://www.ticketfairy.com/embeds/posters/marketing-event-volunteering--download-list.png) Download your volunteer list with or without contact details, and every download is recorded. ## Set It Up Step by Step - [Find the crew and volunteers who work your events](https://www.ticketfairy.com/guides/find-the-crew-and-volunteers-who-work-your-events) - [Recruit volunteers for your event](https://www.ticketfairy.com/guides/recruit-volunteers-for-your-event) - [Give your event volunteers their own page and track their hours](https://www.ticketfairy.com/guides/give-volunteers-their-own-page-and-track-hours) - [Add everyone who sends your event form to your volunteers, traders or crew](https://www.ticketfairy.com/guides/add-form-applicants-to-your-event-teams) ## Questions About Your Crew and Volunteers ### Crew & volunteer teams #### Who can open People and the volunteer applications? You need an owner, admin or producer role on the brand for People, and on the event for Volunteers. Every time People is opened, it is recorded. A sports event shows Volunteers from the start; on any other event, open it from More sections. #### Where does the People list get its people from? From your events' Crew and Volunteers sections and from people added straight onto a shift. One email address is one person. A late cancellation is saying they can't make it less than 48 hours before the start. #### How many skills can a person have, and which ages can I confirm? Up to 30 skills, each under 60 characters, and a skill such as Forklift licence also covers a shift that asks for Forklift. You can confirm an age from 14 to 25. #### Can under-18s volunteer? Yes. The minimum age starts at 16 and you can change it. Someone under 18 is asked for a parent or guardian's name, phone number and agreement. #### What happens if someone applies twice? A second application from the same email address updates the first, and the applicant is told their answers were updated. #### Why does a decision say it was saved as a suggestion on Today? The emails did not go straight away, so the decision waits on the event's Today page for an owner or admin to approve. #### How many past volunteers can I invite back, and how many can I reward? Returning-volunteer invites reach up to 5,000 people from up to 25 past events, and applications must be open so the invitation has a form. Rewards go to up to 500 people in each batch, for working from 1 to 50 shifts. #### What do I need to connect my own form to a list? An owner or admin login for the event and a form on the event's Forms page. You can also add people who applied before you connected the form, one application at a time. #### Who can open a volunteer's documents and give rewards? Only the event's owners and admins. Producers send page links and answer shift requests. A downloaded list holds up to 5,000 rows, so filter it and download it in parts if it is longer. ## Explore More of the Event Operating System - [Rota & hours Plan shifts by team and hour, fill gaps with offers to people who fit, find drop-outs the day before, check your crew in and approve the hours they worked. Crew & volunteers](https://www.ticketfairy.com/event-operating-system/crew-and-volunteers/staff-rota-and-shifts) - [Certificates & inductions Ask for the certificates each shift needs, collect each document once for all your events, run one safety induction with a short test, and check it before a pass is handed over. Crew meals & safety](https://www.ticketfairy.com/event-operating-system/crew-meals-and-safety/certificates-and-inductions) - [Crew catering Meal times from your shifts, a live kitchen count with no names, every meal served from the pass, and invoices to outside teams for the meals their people ate. Crew meals & safety](https://www.ticketfairy.com/event-operating-system/crew-meals-and-safety/crew-catering) - [Messages & incidents Email or text the crew, volunteers and outside teams who need to know and see who it reached, send your lists on a schedule, and log, sort and follow every incident with your safety lead alerted at once. Show day](https://www.ticketfairy.com/event-operating-system/show-day/team-messages-and-incidents) [Back to **Crew & volunteers**](https://www.ticketfairy.com/event-operating-system/crew-and-volunteers) [Previous **Rota & hours**](https://www.ticketfairy.com/event-operating-system/crew-and-volunteers/staff-rota-and-shifts) Ticket Fairy in full: [event ticketing platform](https://www.ticketfairy.com/event-ticketing/), with the features, pricing and support behind this page. ## Ready to Build a Stronger Event Business? Book a live demo, and we will set up your first event on the Event Operating System with your team. ## Start Selling Tickets Online Sign up without a credit card and build a test event before you commit. Go on sale in minutes when you are ready. No monthly subscription required for ticketing Start selling tickets immediately Ticketing tools included in the service fee [Get Started for Free](https://manage.ticketfairy.com/registration) [Talk to Fai Now](#) Ask Fai, our AI assistant, about Ticket Fairy’s features, pricing and how it could work for your event. No credit card required ## Book a demo call See the referral model that drives 20% more ticket sales on average, learn which campaigns sell tickets, answer buyers faster and keep queues moving. How many tickets do you sell per year? 45-Minute Video Call Pick a Time That Works for You The Ticket Fairy, Inc. is a fintech company and technology platform. The Ticket Fairy, Inc. is not a bank, financial institution, or regulated financial services provider. Vault banking services are provided through regulated banking partners. Ticket Fairy Capital financing is provided by third-party private credit partners. The Ticket Fairy, Inc. does not make credit decisions, and all funding terms, approvals and conditions are determined by those lending partners. --- This page is on Ticket Fairy, a ticketing, marketing and operations platform for live events and the venues that host them: festivals, club nights, concerts, conferences and tours, and night clubs, beach clubs and concert venues. It grows revenue with fan rewards that turn an audience into a sales channel, and runs the money side with payments and payouts, Vault business banking, and working capital advanced against ticket sales. [How Ticket Fairy ticketing works](https://www.ticketfairy.com/event-ticketing) · [Ticket Fairy for AI assistants](https://www.ticketfairy.com/llms.txt)