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coordinate volunteersIf you’ve ever been left in charge of organising a fundraiser, event or some sort of rostering of volunteers, you’ll appreciate that it can be seriously hard work. Thankfully, so does at least one young mother who was sick of all the difficulties of volunteering for school canteen and other school-related events. She got so sick of it, that she created Volunteer Spot to make it easy for everyone.

Volunteer Spot makes life easy for both the organiser and the volunteers by allowing everyone easy access to a complete rostering calendar and a simple way to nominate themselves for tasks. It really is a fantastic tool to coordinate volunteers.


The organiser can sign up for a free account which allows you to have up to 10 assistant organisers for your activities and unlimited activities. Volunteer spaces aren’t limited at all on the free account, but to avoid spamming you can only invite 50 people at a time. You can also invite people via mailing lists or on your website with a direct link to your activity.

coordinate volunteers

Please note that free accounts are designed for non-profits and small groups. If you are a corporation, they hope that you’ll pay your way to keep it free for the others. Be kind! Premium members also get other useful perks, like being able to ask volunteers for their t-shirt size.

Volunteers can either sign up for an account or just give enough details to respond to your invitation. The whole system is designed to make it easy for non-techy volunteers to respond and participate. Once a volunteer has signed up for an activity, the system will automatically remind them of their commitments by email before the event.

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Activity volunteers view a simple calendar and can click on any available day to see which tasks still need doing or which things need to be brought. They nominate themselves for the days and tasks they want to do. At any stage they can click on “View spots” or “Print spots” to see/print all the tasks they’ve signed up for. Simple!

organizing volunteers

Activity co-ordinators have an equally simple set-up process, although they do need to create a proper account. Activities can be created as ongoing rosters or as a stand-alone sign-up sheet for a one-off event.

how to coordinate volunteers

Then simply list the tasks that need doing and the things that need to be brought to the event.

how to coordinate volunteers

how to coordinate volunteers

Once one day is completed, the whole day can be copied to another day, making it easy to create recurring rosters.

coordinate volunteers

Organisers even have the ability to manually add volunteers who don’t have internet access, then the system will remind the organiser to get in touch with those people.

Take a look at the demonstration video to see just how easy it really is.

For volunteer co-ordinators, this system will save you much time and stress. However, one of the best outcomes of using a system like this to co-ordinate volunteering is that you’re likely to wind up with more volunteers offering to help. Many potential volunteers are put off by disorganisation and endless re-structuring. Make it easy for people to help out and more people will help you.

If you’re keen to do good, there’s plenty of other sites to read about too 5 Websites To Lend A Hand & Make A Difference To The World 5 Websites To Lend A Hand & Make A Difference To The World Read More . Share your success stories in the comments!

  1. Margaret
    September 17, 2010 at 2:56 pm

    So pleased to learn my favorite organization website is on MakeUseOf! I love VolutneerSpot. My kids' teacher, room parents and sports teams make use of VolunteerSpot all the time. I'm so grateful for the time VolunteerSpot has saved me. With four kids I can not even explain the number of reply all emails I use to get for organizing field trips, class party, and team events.

  2. Jack55
    September 17, 2010 at 4:11 pm

    What original insight. Any chance you have a blog I can follow? I'll it to my list which includes:

    Random facts third grader says.
    Say the first thing that comes to your mind, before you think.
    Important musings after drinking a case of cheap beer.

    Again, I would like to add your thoughts to these important streams of information.

  3. JessYou
    September 17, 2010 at 3:33 pm

    Thank You for the generous and thorough review of VolunteerSpot! It's obvious you've 'been there done that' when it comes to organizing volunteers =).

    VolunteerSpot is designed to be flexible -our signup buttons and links can be dropped anywhere your group has already gathered -- Faceook, Yahoo!Groups, school, class & team websites, Twitter, listserves, etc.

    Happy Volunteering!

  4. JessYou
    September 17, 2010 at 1:33 pm

    Thank You for the generous and thorough review of VolunteerSpot! It's obvious you've 'been there done that' when it comes to organizing volunteers =).

    VolunteerSpot is designed to be flexible -our signup buttons and links can be dropped anywhere your group has already gathered -- Faceook, Yahoo!Groups, school, class & team websites, Twitter, listserves, etc.

    Happy Volunteering!

  5. Saikat Basu
    September 17, 2010 at 6:07 am

    The sites have to beat out the likes of Facebook and get global audiences. Although, sites like these are more specialized when it comes to scheduling and managing volunteer teams.

    • Jack55
      September 17, 2010 at 2:11 pm

      What original insight. Any chance you have a blog I can follow? I'll it to my list which includes:

      Random facts third grader says.
      Say the first thing that comes to your mind, before you think.
      Important musings after drinking a case of cheap beer.

      Again, I would like to add your thoughts to these important streams of information.

      • Saikat Basu
        September 17, 2010 at 5:59 pm

        Don't have too much of the item you mentioned as the third point on your profound list. Please do add your email ID next time so that I can reply to you more directly.

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