Industry solution — modules on Consitus Intranet
Volunteer management and shift planning for festivals and town fairs
Volunteers, departments, shift planning and communication in one platform. The foundation and proven features already exist in Consitus Intranet — from there we assemble the modules that fit your departments and shift types.
- Consitus Intranet
- Shift planning
- Volunteer portal
- Staffing overview
Built on functionality already running for other customers, and developed from hands-on operational experience with volunteers and running events.
Possibilities
Features that can be assembled for your festival
Below are the areas festivals and town fairs most often need. What gets set up for you depends on the number of departments, shift types and how you currently work.
Volunteer profiles and history
Contact details, photo, skills and history from previous years, so you know who has stood where before.
Departments and coordinators
Work groups each with their own coordinator and permission controls, so a department lead only works with their own shifts and volunteers.
Shift plan and open shifts
Shift planning with times, number of places and open shifts. Volunteers submit preferences and requests, coordinators approve.
Staffing and attendance
A staffing plan showing gaps and an attendance overview during the event, so shortfalls are caught in time.
Reuse between festival years
Copy the plan, departments and tasks from last year and adjust only what has changed. No rebuilding from scratch.
Targeted communication
Email, SMS and push to selected groups — one department, one shift, or everyone without a shift yet.
Documents and checklists
Instructions, checklists, shopping lists and supplier details kept together, where coordinators work.
Mobile-friendly volunteer portal
A volunteer app as a PWA: own shifts, messages, meeting times and practical information straight on the phone.
Budget and ticket planning
Optional extensions for budget, visitor economy and ticket planning. These are planning modules, not a full accounting system.
Public display as a module
The programme, artists, practical information and sponsor display can be shown publicly and embedded on the festival's site.
Annual calendar and meetings
Meetings throughout the year with sign-up and cancellation, giving the planning group one place to see the season.
Audit log and access control
Roles, access and an audit log show who changed what — even when many people are helping out.
Workflow
From volunteer and shift request to next year
A concrete process that can run again every season without starting over.
- 01
Volunteer is registered
The volunteer signs up or is added, chooses a department and completes a profile with contact details and, optionally, a photo.
- 02
Shift request and approval
Open shifts are shown, the volunteer requests shifts, and the coordinator approves or reassigns — the staffing plan updates immediately.
- 03
Communication before the festival
Targeted messages with meeting time, location and instructions to exactly the volunteers concerned — plus reminders before the shift.
- 04
Delivery and attendance
During the festival, attendance and staffing gaps are visible, and cancellations under the rules release the shift to others.
- 05
Reuse next year
The year is copied, the history follows the volunteer, and next season's planning starts from a known baseline.
Who it's for
Who the solution is built for
Events where many volunteers must be coordinated in a short time — and where the plan needs to be reusable next year.
- Festivals with several departments and many shift layers
- Town fairs and local events run by volunteers
- Associations with recurring annual events
- Events where the shift plan currently lives in a spreadsheet
- Groups with several coordinators who each need their own access
- Organisers who need to communicate in a targeted way
Scope
How the solution is built
Consitus Intranet is always the platform. We do not extend your existing systems and we do not offer general integration with arbitrary platforms. We take the foundation and the proven modules and tailor them to your workflows.
- Mapping of departments, shift types and rules
- Setup of roles, access and the volunteer portal
- First version ready for the upcoming season
- Expansion with more modules based on actual use
See the foundation: how Consitus Intranet is built.
FAQ
Questions about volunteer management and shift planning
- Is the volunteer system a ready-made standard package?
- No. The foundation and a range of proven features already exist in Consitus Intranet, built on functionality already running for other customers. From there we assemble and tailor the modules that fit your festival's departments, shift types and workflows.
- Can volunteers pick and cancel their own shifts?
- Yes. Volunteers can see open shifts, submit preferences or requests and — under the rules you set — cancel within a deadline. Coordinators approve, and the staffing overview updates in the same place.
- Can we reuse last year's shift plan?
- Yes. The shift plan, departments and tasks can be copied between festival years, so you start from last year's setup instead of a blank plan — and simply adjust what has changed.
- How do we communicate with volunteers?
- Via email and SMS/push to selected groups: a single department, one shift, everyone on shift Saturday, or everyone without a shift yet. Communication draws on the same data as the shift plan, so lists are always up to date.
- Can the system also handle budget, tickets and programme display?
- These can be added as modules: budget and visitor-economy planning, ticket planning, and public display of the programme, artists, practical information and sponsors with embeds on your site. The solution is not a full accounting system.
- Does it work on mobile out on site?
- Yes. The volunteer portal is mobile-friendly and can be used as a PWA, so volunteers can see their own shifts, messages and practical information on their phone, while coordinators track attendance and staffing.
Related pages
Related reading
Contact
Ready to bring your shift plan and volunteers together in one place?
Write a few lines about what you would like to work better. We will come back with an honest view of what can be done.