--- title: "Give your event volunteers their own page and track their hours | Ticket Fairy Guides" description: "Send each volunteer you accepted for your event a private page where they pick shifts, ask to swap or drop one, read their day sheet and the induction and add documents. Then see hours given against hours worked, give the rewards people earned and download the list, with every download recorded." canonical: "https://www.ticketfairy.com/guides/give-volunteers-their-own-page-and-track-hours" --- 1. [Ticket Fairy](https://www.ticketfairy.com/) 2. [Guides](https://www.ticketfairy.com/guides) 3. Give your event volunteers their own page and track their hours Crew and volunteers # Give your event volunteers their own page and track their hours In show week your volunteers ask "what time am I on?" and "can I swap Sunday?" by text. With a private page, every volunteer finds those answers without you, and the hours they work show who has earned their free ticket. Takes: 9 minutes [Watch the video: Give your event volunteers their own page and track their hours](https://d3lcdr963b5ubl.cloudfront.net/uploads/guides/video/give-volunteers-their-own-page-and-track-hours/1fe2c3b6b5bc7efa3a7890ca66e74b6231c7b92be42638dea1a5408f348f91c8/b3bd6962ab8df827/guide.mp4) · [English](https://www.ticketfairy.com/resources/captions/guides/guide-give-volunteers-their-own-page-and-track-hours-b3bd6962ab8d.vtt) ***Watch how it's done** 2 min 56 s, with captions.* - [Send accepted volunteers their page](#step-1) - [The volunteer's own page](#step-2) - [Answer shift requests](#step-3) - [Open Hours](#step-4) - [Give the rewards people earned](#step-5) - [Download the hours](#step-6) ## Before you start - You need an owner, admin or producer role on the event, and an owner or admin role to give rewards, download the hours file or open a volunteer's documents. - The volunteers are accepted, and their shifts are on the event's rota. 1. ## Send accepted volunteers their page [Play from here](#guide-video) In **Volunteers**, select **Send page links**, check the email, then select **Send the links**. **Note:** Everyone you accepted who has no working link gets one email with a private link. Nobody gets a second link while their first still works. ![The 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 volunteers their own page.* ## The volunteer's own page [Play from here](#guide-video) The page shows their shifts to confirm, the open shifts they can pick, the shifts you offer them, the still coming question, the days they can work with a button to add each shift to their calendar, their day sheet with key times and team leads, the induction to confirm and a place to add documents. They can only pick a shift that keeps your rota rules on rest and hours, including the hours allowed in 7 days, and that matches its minimum age, skill and documents. Everything on it is for this one event. ![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) *A volunteer's own page.* 2. ## Answer shift requests [Play from here](#guide-video) When the section says a volunteer asked to change a shift, select **Review**, then **Approve** or **Decline** each request. **Note:** When you approve a swap, we only move them to the new shift if it has room and keeps your rota rules. If it does not, you see why and can decline it or change the rota yourself. 3. ## Open Hours [Play from here](#guide-video) Select **Hours**. Each volunteer shows the hours given on the rota, the hours worked from check-in and check-out, their shifts and no-shows. **Note:** Someone who checked in and never checked out shows **No check-out** and we count them to the end of the shift, for you to check. ![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) *Volunteers, Hours.* 4. ## Give the rewards people earned [Play from here](#guide-video) Select the button named after the reward, such as Give "Free weekend ticket", check who earned it, then select the button that gives the tickets. **Note:** Each person gets one free ticket by email as a guest ticket, and nobody gets the same reward twice. Set rewards up under **Rewards** in the settings. 5. ## Download the hours [Play from here](#guide-video) Optional: Select **Download hours**. The file has names and hours only. **Note:** Every download is recorded with your name. ## Or have it done for you Fai, your AI teammate, can check sales, update your event or change a ticket when you ask. Fai sends volunteers their page links, answers shift requests, reads hours given and worked and gives the rewards people earned. She asks you before anything is sent, and only an owner or admin can approve rewards. ### In your dashboard, with Fai ``` Send every accepted volunteer on their page link, and tell me who has earned the free weekend ticket ``` ## From your terminal Install the CLI from [our CLI page](https://www.ticketfairy.com/cli), sign in with `ticketfairy auth login`, and choose the brand you are working on with `ticketfairy brand use `. `ticketfairy brand list` and `ticketfairy event list` show the IDs the other commands use. The CLI lists hours given and worked for each volunteer. For page links, shift requests and rewards, use the dashboard or Fai. ### List each volunteer's hours given and worked. ``` ticketfairy event-os volunteers list --hours ``` ## Download the volunteer list [Play from here](#guide-video) 1. ### Download the rows the list shows On the volunteer list, select **Download CSV**, choose whether to tick **Include contact details and emergency contacts**, then select **Download**. **Note:** The file has the rows the list shows, up to 5,000, and the download is recorded with your name. Filter the list and download it in parts if it is longer. ![The 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 this list.* Download the list from the Volunteers section in the dashboard, where the download is recorded with your name. ## Turn off a volunteer's link [Play from here](#guide-video) 1. ### Turn the link off Open the volunteer's application and select **Turn link off**. **Note:** To give them a fresh link later, select **Make a new link** and copy it straight away, because you only see it once. Turn a volunteer's link off or make a new one from their application in the dashboard. ## Questions you might have **Can I stop volunteers picking their own shifts?** Yes. Turn off **Volunteers pick their own shifts** in the settings. Their page then says the team has closed shift picking. **What happens if a shift fills while a volunteer is picking it?** They see that the shift has filled and are asked to choose another, and nobody is added over the number the shift needs. **Who can open a volunteer's documents?** Only the event's owners and admins, and every download is recorded. **How long does a volunteer's link work?** The foot of their page shows the date their link stops working. When it ends, their page asks them to ask you for a new one. **Why can't a volunteer pick an open shift?** The shift would break your rota rules on rest or hours, is for older volunteers or has a minimum age nobody has confirmed for them, needs a skill the team has not noted for them, or needs a document they have not added. Their page says which one, and a teammate can confirm their age or add a skill on the People tab of your brand's Event Operations. **Can a volunteer see their shifts at my other events?** Not on this page, which covers this event only. Email them their My shifts link from the People tab of your brand's Event Operations for every event in one place. **Where do I approve volunteers' hours for payment or records?** In **Hours** on Shifts, where every person's hours from their shift check-ins wait for approval. **Hours** here links to it, and it's where you give the rewards. ## Still have a question? Book a demo and we will answer it on a call, on your kind of event. Or create your account and see it for yourself. [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Create a free account](https://manage.ticketfairy.com/welcome) No setup fees. No monthly fee. No credit card required. ## Related guides - [More ways to use Ticket Fairy](https://www.ticketfairy.com/features) - [Give your event crew one page for all their shifts](https://www.ticketfairy.com/guides/give-your-crew-one-page-for-all-their-shifts) - [Recruit volunteers for your event](https://www.ticketfairy.com/guides/recruit-volunteers-for-your-event) - [Build your event rota and check staff in](https://www.ticketfairy.com/guides/build-your-event-rota-and-check-staff-in) - [Message the crew, volunteers and traders working on your event](https://www.ticketfairy.com/guides/message-the-people-working-on-your-event) - [Approve the hours your event crew and volunteers worked](https://www.ticketfairy.com/guides/approve-the-hours-your-crew-and-volunteers-worked) - [Give crew meals at your event meal desk](https://www.ticketfairy.com/guides/give-crew-meals-at-your-meal-desk) - [Every Ticket Fairy guide](https://www.ticketfairy.com/guides) ## Do this on your own event Create your account, build your event and follow the steps in your own dashboard. You do not need to book a sales call. [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) ## Sell tickets with Ticket Fairy Start free with unlimited events and no monthly fee, and choose a paid plan when you need more. - Set up your event in minutes - Free events are free - Fai, your AI teammate, is built in [Create a free account](https://manage.ticketfairy.com/welcome) No setup fees. No monthly fee. No credit card required. ## See it on a call Book a demo and we will show you how Ticket Fairy handles your kind of event. [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [More ways to use Ticket Fairy](https://www.ticketfairy.com/features) ### Tips for selling more tickets Practical advice from working event organizers, and every new guide as it is published. We respect your privacy. Unsubscribe anytime. --- 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)