Volunteer Management

Overview

The volunteer management feature lets you recruit, organize, and communicate with event volunteers — all from your event dashboard. Volunteers apply through a public sign-up page, you approve or decline applications, and approved volunteers receive a private hub link with their tasks and check-in QR code.

Volunteer management is available on all plans.

Setting Up Volunteer Roles

Roles define the volunteer positions you need — Registration Desk, A/V Support, Session Monitor, and so on. Create your roles before opening applications so volunteers can indicate which role they are signing up for.

Go to your event dashboard and navigate to Program → Volunteers. Under Volunteer Roles:

1. Click Add role and enter a name (required), optional description, and optional capacity. Capacity limits how many approved volunteers can fill that role. Leave it blank for unlimited.
2. Repeat for each role you need.
3. To remove a role, click Remove on its card. Removing a role does not delete the volunteer applications associated with it.

Volunteer Tasks

Tasks are step-by-step instructions volunteers see in their hub — for example, “Set up badge table before doors open” or “Direct attendees to the correct breakout room.” Tasks can be assigned to a specific role or left unassigned (visible to all volunteers).

Under Task Checklists:

1. Click Add task and enter a title (required) and optional instructions.
2. Optionally assign the task to a specific role using the dropdown. If you assign it, only volunteers in that role see the task in their hub.
3. Tasks appear in order in the volunteer hub. The order reflects the order you added them.

The Volunteer Sign-Up Page

Once you have at least one role, click View signup page in the Volunteers dashboard header to see the public-facing volunteer application form.

The sign-up page URL is:

completeevent.app/[org-slug]/[event-slug]/volunteer

Volunteers fill in their name, email, phone (optional), and which role they are interested in. They can also describe their availability and prior volunteer experience. After submitting, they see a confirmation and are placed in your pending queue.

Share this URL in your event registration confirmation email, on your event page, or directly with people you want to recruit.

Reviewing Applications

When volunteers apply, they appear in the Applications section of your Volunteers dashboard. A stats row at the top shows the total applicant count, how many are pending, and how many are approved.

The applications list supports two view modes — toggle between them using the view switcher:

• Grid view — a sortable table showing all volunteers with columns for name, email, role, status, and availability. Good for scanning and bulk actions.
• Kanban view — columns for Pending, Approved, and Declined. Drag a card between columns to change status.

To approve or decline an application:

• In grid view, select one or more rows and click Approve or Decline in the bulk actions bar.
• In kanban view, drag the card to the appropriate column.

When you approve a volunteer, they receive an email with a private link to their volunteer hub. The hub shows their assigned tasks, event details, and a check-in QR code.

The Volunteer Hub

Each approved volunteer gets a private, token-based URL:

completeevent.app/[org-slug]/[event-slug]/volunteer-hub/[token]

The hub shows:

• The volunteer's name and assigned role
• Their task list — tasks assigned to their role plus any all-volunteer tasks
• Event date, time, and location
• A personal check-in QR code for easy identification on event day

The link is bookmarkable — volunteers can return to it from any device. No account is required.

Tips

• Set role capacities before sharing the sign-up page. The form shows each role's filled/needed count so volunteers can see where help is most needed.
• Use tasks to communicate day-of instructions rather than sending a separate email. Volunteers can pull up their hub on their phone during the event.
• If you need to reassign a volunteer to a different role after approval, select them in grid view and use Assign Role.
• You can export your full volunteer list from the grid view using the export button. The CSV includes name, email, role, status, and availability.