How can we help your club?

Setup takes less than 15 minutes. Here's what to do:

• Step 1 — Create your account: Register at clubvolunteer.com.au. Your 30-day free trial starts immediately.
• Step 2 — Set up your club profile: Add your club name and any volunteer roles (e.g. Gate Duty, Canteen, Ground Setup).
• Step 3 — Build your first roster: Create a shift date, add roles and set volunteer caps per shift.
• Step 4 — Share your link: Copy your unique club URL and send it to your volunteers via email or your club newsletter.

That's it. Volunteers can start registering immediately.

No technical knowledge is required. If you can send an email and use a website, you can use Club Volunteer. Everything is managed through a clean, browser-based dashboard — there's nothing to install.

Club Volunteer runs in your mobile browser — no app download required. The platform and the volunteer sign-up pages are fully responsive and work on any smartphone or tablet.

From your dashboard, go to Rosters and create a new roster for your event or round. Add a shift date, then assign roles (e.g. Canteen, Gate Duty) to that date. For each role you can set:

• Shift start and end times
• Maximum number of volunteers required
• A description visible to volunteers

Once published, the shifts appear on your club's public volunteer page automatically.

Yes. Each shift has a configurable volunteer cap. Once the cap is reached the shift is marked as Full and no further registrations are accepted. Volunteers browsing your public page can see at a glance which shifts still have openings.

Yes. You can save a set of roles as a roster template and apply it when creating new rosters. This is ideal for clubs with the same roles each round — you build it once and reuse it every week.

Yes. Your dashboard shows a live view of upcoming shifts with fill status. You can also run a No-Shifts report to see which registered volunteers haven't taken any shifts in a given period, making it easy to follow up.

No account, no app, no password. Volunteers visit your club's unique public URL, browse available shifts and register in a few taps. This is one of Club Volunteer's most popular features — lower friction means more volunteers actually sign up.

The process is simple and guided:

• 1. Volunteer opens your club's public link and selects a roster (e.g. Round 5)
• 2. They pick an upcoming shift date
• 3. They choose a role from the available options
• 4. They select a specific shift
• 5. They enter their name, email and any club-specific details, then submit

They receive a confirmation email immediately and reminder emails in the lead-up to their shift. Steps with only one option are skipped automatically, so volunteers reach the registration form in the fewest taps possible.

Yes. Club Volunteer keeps a central volunteer database with contact details and full shift history for each person. You can organise volunteers into groups (e.g. by team, age group or membership type) and send targeted messages to any group.

Yes. Every reminder email includes a one-click cancel link. When a volunteer cancels, their spot is automatically reopened so another volunteer can fill it. You receive a notification when a cancellation occurs.

Yes. If your club already has a volunteer list in a spreadsheet, you can import it directly into Club Volunteer using a CSV file. Go to Volunteers → Import, download the Club Volunteer import template, fill it in with your existing data and upload it. Volunteers are matched by email address, so re-importing is safe — existing records are updated rather than duplicated.

The import accepts: first name, last name, email and phone (optional).

Yes. Go to Roles → Role Templates → Import, download the template CSV, and fill in your shift blueprints. Required columns: role_name, template_name, volunteers_required, start_time, finish_time. The role name must exactly match an existing role in your account. Re-importing a template name updates it rather than creating a duplicate.

Yes. Custom Fields let you add your own questions to the volunteer registration form. Go to Custom Fields in the platform to create and manage your fields. Three field types are supported:

• Text — free-text answer (e.g. Working With Children number, dietary requirements)
• Checkbox — a tick-box volunteers must check to confirm something (e.g. "I hold a current RSA certificate")
• Dropdown — volunteers pick one option from a predefined list you create (e.g. team allocation: Centrals / Trinity / Beach)

You can also mark any field as Required — registration is blocked until the volunteer answers it. Fields can be deactivated at any time without deleting them.

Yes. When creating a Custom Field you can choose whether it applies per volunteer (one answer stored, updated if they re-register) or per shift (a fresh answer collected each time they book a shift).

Per-shift fields are ideal for questions where the answer changes by shift — for example, which team a volunteer is allocating to on a specific day. The Custom Field Responses report lets you view all answers for any field alongside the shift date, roster and volunteer details.

The volunteer dashboard is a personal, mobile-friendly portal where each volunteer can see all of their upcoming and past shifts, confirm or cancel attendance, update their contact details, and view a summary of their volunteering history — all without needing an account or password.

Each volunteer accesses their own dashboard via a secure magic link sent to their email address. The link is unique to them and expires after 60 minutes.

There are two ways:

• From an email — every shift confirmation and reminder email includes a "View your volunteer dashboard" link at the bottom. Clicking it takes the volunteer directly to their login page with their email pre-filled.
• Directly — volunteers can visit clubvolunteer.com.au/volunteer/your-club/me/login at any time and enter their email address to request a login link.

In both cases, a secure link is emailed to them. One click and they're in — no password to remember.

From the dashboard volunteers can:

• View all upcoming shifts — date, time, role and roster
• Confirm or cancel a shift directly without opening an email
• View their shift history for the past 12 months
• See a bar chart of their shifts per month over the last 6 months
• Update their name, phone number and any custom fields your club has configured
• Subscribe to an iCal feed of their upcoming shifts — works with Google Calendar, Apple Calendar, Outlook and any calendar app that supports iCal

Yes. The login link uses a cryptographically secure random token with 381 bits of entropy — it cannot be guessed or brute-forced. Each link expires after 60 minutes and can only be used once. The login form is rate-limited to prevent email flooding.

This is the same security model used by password reset emails across most major web platforms — it's the accepted standard for low-risk consumer portals.

Yes. The dashboard includes an iCal subscription feed that volunteers can subscribe to in any calendar application — Google Calendar, Apple Calendar, Outlook, and others that support the iCal format.

Unlike a one-time calendar invite, the subscription feed stays current: when shifts are added or cancelled it reflects in the volunteer's calendar automatically (subject to their app's refresh interval). Volunteers can find the subscribe link next to their upcoming shifts list in the dashboard.

Yes. When an admin removes a volunteer from a shift via the Volunteer Roster page, the volunteer automatically receives an email notifying them that their shift has been updated. The email includes the shift date, time and role so the volunteer has all the context they need.

The record is soft-cancelled rather than deleted, so the full assignment history is preserved in your reports.

No. Each club has its own completely separate portal at a unique URL. A volunteer's dashboard login is scoped to a single club — their session for Club A doesn't affect Club B in any way. If they volunteer for multiple clubs using the same email address, they simply log in to each club's dashboard separately.

Yes. Club Volunteer automatically sends reminder emails to registered volunteers in the days leading up to each shift. You don't need to do anything — reminders go out on schedule without any manual action from committee members.

Yes. Every reminder email contains a one-click confirm button and a one-click cancel link. Volunteers don't need to log in or visit the platform — they tap the link in the email and they're done.

The shift confirmation email also includes a calendar invite (.ics file) so volunteers can add their shift directly to Google Calendar, Apple Calendar or Outlook in one tap.

Yes. The Message Volunteers page lets you send an email, SMS, or both to your entire volunteer pool, one or more groups, or hand-picked individuals — all from a single page.

When you select Both, the compose area splits into separate email and SMS sections so each channel gets the right content. You write a full email (with subject line) and a short SMS message independently. Built-in templates cover common scenarios — recruitment calls, roster announcements, shift reminders, cancellations, and thank-you messages. Each template includes both a full email version and a pre-written SMS version, so selecting a template populates both fields at once.

SMS is charged at $0.10 AUD per message (minimum charge $0.50 AUD), billed directly to your club's saved card at send time with a cost preview shown first. Your payment card can be updated at any time in Settings → Billing & Payment.

Yes. The day after each shift, Club Volunteer automatically sends a thank-you email to every volunteer who was rostered on and didn't cancel. The email acknowledges their contribution and includes a link to view upcoming shifts so they can volunteer again. No action is needed from committee members — it goes out automatically.

Yes. All emails include a compliant unsubscribe link. Volunteers who unsubscribe will no longer receive reminders. Their registration history is retained in your volunteer database.

Yes. You can invite as many team members as you need to your Club Volunteer account. Each person gets their own login. This is ideal for clubs where the volunteer coordinator, club secretary and team managers all need access.

You can add and remove team members at any time from Settings. Incoming committee members can be invited via email and will have full access to the platform immediately. All your rosters, volunteer data and history stays in the account.

Yes. Upload your club logo in Settings → Club Branding. Once uploaded, your logo appears at the top of every page on the public volunteer portal, giving volunteers a familiar, club-branded experience when they sign up for shifts.

Club Volunteer includes a full reporting suite, accessible from the Reports section of the platform:

• Top Volunteers — ranked list of your most active volunteers by shift count
• No-Shifts Report — volunteers who are registered but haven't taken any shifts recently
• Inactive Volunteers — volunteers who haven't engaged in a defined period
• Shift History — full record of shifts taken, searchable and exportable
• Cancellations — track which shifts and volunteers have the highest cancellation rates
• Never Confirmed — volunteers who registered for shifts but never confirmed attendance
• Fill Rate by Roster — see how well-filled each roster is, sorted worst-first so problem rosters are easy to spot
• Unfilled Shifts — a date-grouped view of shifts that still have open spots
• Group Participation — compare volunteer engagement across your groups
• SMS Campaigns — history of SMS campaigns sent, including recipient count and cost
• Volunteer Hours — total hours volunteered per person based on shift start and finish times, filterable by date range and roster
• Custom Field Responses — view every volunteer's answer to a selected custom field alongside their shift date, roster and role; filterable by roster and exportable

Yes. Volunteer and shift data can be exported from the reporting section. Exports are useful for committee meetings, grant applications that require volunteer activity records, or integration with other club management tools.

Club Volunteer costs $15 AUD per month on the Club Plan. Everything is included — unlimited volunteers, unlimited shifts and rosters, automated reminders, reporting, messaging and multiple team member access.

For most clubs this is less than the cost of a single sausage sizzle — and it saves dozens of hours of committee time every season.

Yes. Every new account includes a 30-day free trial with full access to all features. A payment method is required to sign up, but you won't be charged until your 30-day trial ends. Cancel any time before that and you won't pay a cent.

Yes. There are no lock-in contracts. You can cancel your subscription at any time from the Billing section in your account settings. Your access continues until the end of the billing period you've already paid for.

We keep our pricing as low as possible so that it's accessible to every club, regardless of size. If your club is in a genuinely difficult financial position, get in touch and we'll see what we can do.