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.

The platform dashboard gives you a snapshot of your club's volunteer activity at a glance:

• Volunteer stats — total volunteers, active count, and new sign-ups in the last 30 days
• Upcoming shift fill status — which shifts are Empty, Partial or Full in the coming weeks
• Quick links — jump directly to Volunteers, Rosters, Messaging and Reports

First-time users see a quick-start guide with the five steps to get your club set up: Club Settings → Roles → Rosters → Add Shifts → Add Volunteers.

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.

Yes. Roles define the types of positions available at your club — for example Gate Duty, Canteen, Timekeeper, or Ground Setup. You create and manage them from the Roles page in the platform.

Every shift must be linked to a role, so creating your roles first is the natural starting point. Roles can also have a description that volunteers see when browsing available shifts.

You can't delete a role that is currently used on an active shift or template — you'll need to remove those references first or deactivate the role instead.

Yes. When adding shifts from the Club Roster page, you can select multiple dates and create the same set of shifts across all of them in a single action. This uses your saved templates — pick the template, tick the dates, and Club Volunteer generates all the shifts at once.

Yes. Each shift can be toggled between Active and Inactive. Inactive shifts are hidden from the public volunteer portal but remain in your records — useful for postponed fixtures, shifts you're not ready to open yet, or positions you need to fill internally first.

Edit the shift from the Club Roster page and toggle its status. Active shifts are visible to volunteers; inactive shifts are not.

Yes. The Roster Grid view (accessible from the Volunteer Roster page) displays your shifts as a grid with roles as rows and time slots as columns. Each cell shows the volunteers assigned to that role and time. This makes it easy to spot gaps and get a visual overview of the full roster at a glance — particularly useful for coordinators managing multiple simultaneous roles on game day.

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. If your club only has one roster, the roster selection step is skipped and volunteers land directly on the date picker.

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. Volunteer Groups let you organise your volunteers into named buckets — for example by team, age group, membership type, or any other category that makes sense for your club. Go to Groups in the platform to create groups and add volunteers to them.

Groups are most useful for targeted messaging: when sending an email or SMS via the Message Volunteers page, you can choose to send only to members of one or more specific groups rather than your entire volunteer pool.

Groups have an Active / Inactive status. Only active groups appear as recipients on the Message Volunteers page — if you deactivate a group it will no longer show up as a messaging option, even though its members remain in the system.

If you use the TidyHQ integration, groups are created and maintained automatically from your TidyHQ group structure.

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 are available on the Club plan. They 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.

Yes. Go to Volunteer Roster in the platform, find the shift you want to fill, and use the Add Volunteer button to search for and assign any volunteer in your database. You can add someone to multiple shifts at once from the same screen.

When you manually add a volunteer to a shift, they automatically receive the same confirmation email they would have got if they registered themselves — so they're notified and have their calendar invite without you needing to contact them separately.

Every volunteer in your database has one of three statuses:

• Active — the volunteer is in good standing and will receive reminder emails, thank-you emails and any campaigns you send.
• Inactive — the volunteer has been manually deactivated by an admin (e.g. they've left the club). They are excluded from all emails and messaging campaigns, and won't appear in engagement reports.
• Unsubscribed — the volunteer clicked the unsubscribe link in one of your emails. They are excluded from all automated emails and campaigns. Their history is retained.

Admins can toggle a volunteer between Active and Inactive from the Volunteers page. Note: if an inactive or unsubscribed volunteer self-registers for a new shift, they are automatically reactivated to Active.

Yes. Each volunteer record has an internal Notes field that only platform admins can see — it is never shown to the volunteer. Use it to record anything relevant to managing that person: availability constraints, qualifications, context from a past conversation, or anything your committee needs to know.

Notes can be added or edited from the volunteer's edit modal on the Volunteers page.

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. In Settings → Club Details you can configure how many days before a shift the automated reminder email goes out. The default window is 6 days — adjust it to suit your club's communication style. The setting applies to all shifts club-wide.

When an email permanently fails to deliver — for example because the address doesn't exist — Club Volunteer receives a bounce notification from the email provider and flags that volunteer's record.

A non-dismissible banner then appears at the top of every platform page until an admin acknowledges the bounce. This is intentional — a bounced address means the volunteer is not receiving any of your communications, and it needs to be resolved.

To clear the banner: click the link in the banner to go to the affected volunteer record, correct their email address if you have the right one, then click Acknowledge. Once acknowledged, the banner disappears. Until it's acknowledged, that volunteer is automatically excluded from all future email sends.

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 Logo. 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.

Your club's public volunteer link is clubvolunteer.com.au/volunteer/your-short-name, where your-short-name is the URL slug set in Settings → Club Details.

You can change the short name at any time — but be aware that any links you've already shared (in newsletters, Facebook posts, etc.) will stop working if you change it, since the old URL won't redirect to the new one. Set it once and keep it stable.

The full URL is shown at the top of your dashboard for easy copying.

Yes. Club Volunteer has a built-in TidyHQ integration that lets you automatically import your TidyHQ members as volunteers. This means you don't need to manually add or import your member list — it syncs directly from your TidyHQ organisation.

The integration is available on the Club plan. Starter plan accounts will see the option but cannot connect until they upgrade.

Go to Settings → TidyHQ Integration and click Connect TidyHQ. You'll be redirected to TidyHQ to authorise the connection — log in with your TidyHQ credentials and approve access. You'll then be sent back to Club Volunteer automatically.

The integration uses OAuth — Club Volunteer never sees or stores your TidyHQ password.

No — and we strongly recommend using the group filter to import only the contacts who are relevant as volunteers. Many clubs have hundreds of members in TidyHQ but only a subset who actively volunteer.

Here's the recommended setup process:

• After connecting, click Refresh groups in the group filter row
• Select one or more TidyHQ groups whose members should be imported (e.g. "Volunteers", "Canteen Crew", "Coaches")
• Click Save
• The Sync now button will become active — click it to run the first import

For each matching contact, Club Volunteer imports:

• First name and last name
• Email address — used as the unique identifier
• Phone number (if set in TidyHQ)
• TidyHQ contact ID — stored internally so data can be written back to TidyHQ in future

Contacts without a valid email address are skipped, as email is required for shift reminders and confirmations.

Yes. For each TidyHQ group you select in the group filter, Club Volunteer automatically creates a matching Volunteer Group with the same name during the sync. Volunteer group membership is kept in sync — volunteers are added or removed from each group to match their TidyHQ group membership.

These synced groups are labelled as TidyHQ-sourced so they can be managed separately from groups you've created manually inside Club Volunteer.

Yes. The sync is fully idempotent — running it multiple times is safe. Existing volunteers are matched by email address and updated in place rather than duplicated. If a contact's name or phone number has changed in TidyHQ, it will be updated in Club Volunteer on the next sync.

Group memberships are also re-synced each time, so if someone is added to or removed from a TidyHQ group between syncs, their Club Volunteer group membership will reflect that after the next sync.

Yes. In Settings → TidyHQ Integration, click Remove all TidyHQ volunteers. This soft-deletes every volunteer and every volunteer group that was imported from TidyHQ for your club. All other volunteers (manually added or CSV-imported) are not affected.

Soft-deleted records are not permanently destroyed — if you need to recover them, contact support. After removing, you can re-run a sync at any time to re-import from TidyHQ with a fresh configuration.

Go to Settings → TidyHQ Integration and click Disconnect. This removes the OAuth connection and stops future syncs. Volunteers that were previously imported from TidyHQ remain in your Club Volunteer account — they are not deleted when you disconnect. If you want to remove them, use the Remove all TidyHQ volunteers button before disconnecting.

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 has two plans:

• Starter — $29/month or $299/year — up to 3 rosters, up to 150 volunteers, automated reminders, reporting, messaging and multiple team member access
• Club — $59/month or $599/year — everything in Starter plus unlimited rosters, unlimited volunteers, custom registration fields, and the TidyHQ integration

Annual billing saves around 15% compared to paying month-to-month.

Starter suits most smaller clubs that run a few rosters per season with fewer than 150 active volunteers — all the core scheduling, reminders and reporting tools are included.

Club is for larger or more active clubs that need unlimited rosters and volunteers, want to ask volunteers custom questions on the registration form, or use the TidyHQ integration to keep their member list in sync automatically.

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.