Learn to setup your volunteer needs in RunSignup's free Volunteer Platform, and review the reporting and communication tools available to you.

1. RunSignup
Volunteer Platform

2. Volunteer Registration Setup
Race Dashboard
Volunteers
Setup

3. Setup Steps
1 2 3

4. Volunteer Tasks: Specify what the volunteer will be doing
Awards
Ceremony
Packet
Pickup
Water
Station

5. Managing Tasks
Export Tasks03 Click the Download Current Tasks CSV link located
under the Jump to a Task
Edit Tasks02
Scroll down to your task OR click the links under Jump
to a Task to quickly jump to your desired task
Add Tasks01
Click the green add task button under current tasks
(left hand side)

6. Adding Tasks
Information: Input details about
the task
Location: Where will the volunteers
do their task
Age Limits: Enable if certain tasks
are not fit for certain age groups
Private/Public: Keep tasks public
unless you already know how you
are filling them (i.e. a large school
group is volunteering)

7. Task Coordinators
Task Coordinators are the leaders for a specific task
Task coordinators receive an automated email
containing a link to create an account on the RunSignup
System
They can view, manually add, and email volunteers

8. Setup Steps
1 2 3

9. Timeslots and Resources
Volunteers Needed
๏ Min/Max: Set the minimum
and maximum amount of
volunteers
๏ Timeslots: Enable timeslots if
you need multiple shifts of the
same volunteer task
Resources Needed
๏ WARNING: Resources needed
are visible to volunteers when
signing up

10. Setup Steps
1 2 3

11. Task Categories
๏ Task Categories take groups
of similar tasks and list them
under one category
๏ Category Coordinators
๏ Similar to Task
Coordinators, but have
coordinator access to
every volunteer under the
entire category

12. Volunteer Questions

13. Volunteer Questions
Custom Questions
Create custom questions for additional information that is not a
RunSignup default. For example, ask for t-shirt size since volunteers
don’t get counted towards race giveaways
Question Logic
Edit your question logic to only display questions for certain users.
For example, you ask a volunteer if they have any dietary restrictions.
If yes, another question can display asking for clarification. If no, the
question is skipped

14. Other Tools
and Features

15. Setup - Email Customization
When do volunteers receive
automated emails?
๏ When they sign up for a task
๏ When they are switched to a
different task
Click the links to enter the editor
and customize your emails for
volunteers, directors, and
coordinators

16. Setup - Advanced Options
Password Protection
Require volunteers to
enter a password to
sign up for a task
Volunteer Comments
Allow volunteers to
leave a comment when
they sign up
Task Overlap
Restrict volunteers
from signing up for
tasks with overlapping
times

17. Import Page - Import volunteers from offline signup
Import Page
Import users from an
existing CSV file
OR
Manually input users
directly on the
volunteer import page

18. Reports Page - Overview
Two types of reports
๏ Summary Reports: Gives
a summary of all tasks
and if minimums and
maximums have been
met
๏ Volunteer Report: Allows
you to view volunteers
per task and manage
your volunteers

19. Reports Page - Summary Report
Summary Report: Breakdown of progress and volunteer goals

20. Volunteer Report: Complete list of event volunteers
The volunteer report gives the volunteer
coordinator a detailed breakdown of each
volunteer
Can be split into a per task list of
volunteers
The manage button allows you to change
individual pieces of information for your given
volunteer
Allows you to resend a confirmation email if
needed
Gives the volunteer coordinator the option to
completely remove a volunteer from a task

21. Communication Tool
Used to send out mass
communication to
selected recipients
๏ Select recipients from
pre-set parameters
๏ Manually input
recipient email
addresses

22. Communication: Special Tags
Special tags are used to make a mass email more
personal
When placed in a mass email, the tag will transform into
information specific to the recipient
Tags are case sensitive. They will not convert if there is a
spelling/capitalization error

23. %TASKS% Your Assignment is %TASKS% → Your Assignment is
Water Station 1
%EMAIL% %EMAIL% → bob@mail.com
%FIRST_NAME% Dear %FIRST_NAME% → Dear Bob
Special Tags: Examples (full list on volunteer page)

24. Coordinator Notifications
Coordinator notifications are accessible by each task/category coordinator
๏ Coordinators are given the option to opt-in to email notifications each time a
volunteer signs up

25. FAQ

26. Can volunteers sign up for
multiple tasks?
Answer: Yes, volunteers can sign up for multiple tasks
๏ Be careful when you allow volunteers to sign up for more than one task
๏ Check off prevent volunteers from registering for overlapping timeslots for
all volunteer tasks under the advanced options tab

27. Can I set up automated
volunteer emails?
Answer: The volunteer platform has a very simple email platform, so it does
not support automated emails
Two solutions to this:
๏ If you have access to the whole RunSignup dashboard, you can use that
automation feature (marketing→send emails→send emails to volunteers)
๏ Download the CSV from volunteers and paste the email list into whatever
email platform you use

28. Questions?