In this article, you will discover step by step how to use the WeezCrew solution to manage and coordinate your different group categories.

Step 1: Organization account administration and configuration

Step 2: Building your event

Step 3: Creating registration forms

Step 4: Managing accreditations and perks

Step 5: Organizing your member database

Step 6: Managing delegations

Step 7: Assigning and accrediting members

Step 8: Automating and optimizing

Step 9: Communicating with your members

Step 10: Creating and managing documents

Step 11: During your event

Step 12: Advanced options

You are about to discover the complete guide to mastering WeezCrew and organizing your event like a professional.

To help you as much as possible, we have prepared two essential resources that work together:

A structured Excel file listing all the setup steps for your event on WeezCrew, from A to Z. It is your personalized roadmap to ensure nothing is overlooked.

📥 EN_WeezCrew Academy Festival 🎸.xlsx

Or

📊 Open in Google Sheet (and create a copy)

The file is organized into 12 main categories representing the chronological steps of your event planning. Work through them in order so you do not miss anything.

For each step, check the box in the "Task status" column once completed. This allows you to view your progress in real time.

Click the links in the "Video link" column to watch the tutorial video for each step. The videos provide clear, practical instructions.

The "Article link" column redirects you to detailed articles in the WeezCrew Help Center to explore each topic further.

Before you start building your event, it is essential to properly configure your WeezCrew account. This first step will allow you to lay a solid foundation for your entire event management and ensure optimal communication with your members.

📌 Objective: Create your organizer account and log in to WeezCrew for the first time.

Logging into WeezCrew for the first time is a simple yet important step. It allows you to explore the interface, get familiar with the different modules, and learn how to use the tools that will assist you throughout your event management. You have two options to log in: log in with a Google account or log in using a code.

During this initial login, take the time to explore the various sections: Members, Missions, Forms, Campaigns, Documents... Each module serves a specific role in your organization.

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📌 Objective: Add administrators or managers to coordinate the event as a team.

If you work in a team, it is important to define who will have access to the platform and with what permissions. WeezCrew allows you to add multiple administrators with different levels of access rights, depending on each person's responsibilities.

For example, you can give full access to your core team while limiting the permissions of certain managers to specific modules (shifts only, communication only, etc.).

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📌 Objective: Define access rights for category or mission managers.

Beyond administrators, you can designate managers for each mission category or specific mission. These managers will have access limited strictly to their assigned scope, facilitating decentralized management of your event.

For example, the head of the "Catering" category will only be able to manage missions related to catering—such as assigning volunteers, communicating with them, and tracking attendance—without having access to other categories like "Security" or "Logistics."

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📌 Objective: Configure the sender email address for your communications.

To ensure your emails reach your members' inboxes directly (and do not land in spam folders), it is essential to set up your sender address. This step guarantees better deliverability for your communications and builds trust with your volunteers.

Ideally, use a professional email address with your own domain name (e.g., [email protected]) rather than a generic Gmail or Hotmail address.

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📌 Objective: Set up DNS records to prevent your emails from going to spam.

DNS configuration is a technical but crucial step to guarantee that your emails are successfully received by your members. By setting up these records, you significantly increase the deliverability rate of your communications.

Without this setup, a large portion of your emails risks being marked as spam.

⚠️ Important: This step requires access to the DNS configuration of your domain name. If you are not comfortable with this technical procedure, feel free to reach out to your IT department or web hosting provider.

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Now that your account is set up, let's move on to creating your event! This step involves structuring all the missions you will need, organizing them into categories, and defining the managers who will assist you in running the event.

📌 Objective: Create your event and set its main dates.

Creating the event is the first concrete step in WeezCrew. You will set the name of your event, its start and end dates, and its general information. This step establishes the framework for your entire organization.

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📌 Objective: Bulk import your missions from an Excel file.

If you have already prepared your list of missions in a spreadsheet (Excel or Google Sheets), you can import them in bulk into WeezCrew. This feature saves you valuable time, especially if you have dozens or hundreds of missions to create.

The import feature allows you to create all your missions in a single operation, along with their categories, descriptions, time slots, required staff counts, and locations.

💡 Tip: Use the Excel template provided by WeezCrew to structure your data before importing. This ensures all information will be imported correctly and prevents formatting errors.

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📌 Objective: Manually create missions with time slots, descriptions, locations, etc.

Each mission represents a role to be filled during your event. For each mission, you will define: its name, detailed description, time slots, number of volunteers required, and location.

A well-defined mission should contain all the necessary information for a volunteer to understand their role: tasks to perform, exact location, specific instructions, manager contact information, provided equipment, etc.

💡 Best Practices:

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📌 Objective: Add extra information to your missions.

To make it easier for your volunteers to find their way on the day of the event, you can add precise GPS locations for each mission, as well as photos of the location, access maps, or any other helpful visual aids (such as transit lines to reach the mission site).

This feature is particularly useful for large-scale events spread across extensive venues (festivals, trade shows, outdoor events). Your volunteers will easily find their way to the right location. You can also use it for other details, such as required equipment or specific dress code requirements (safety shoes, warm clothing, etc.).

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📌 Objective: Assign managers to handle each category or mission.

By designating mission managers, you delegate the management of specific parts of your event. These managers can assign volunteers to their missions, communicate with them, and track attendance—strictly within their assigned scope (based on the granted permissions).

For example, you can appoint a "Catering Manager" who will have access only to missions in the "Catering" category. They will be able to manage their team independently while allowing you to maintain an overall view.

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📌 Objective: Set up how missions are displayed (calendar, list, time slots, schedule/timeline view).

WeezCrew offers several display formats for your missions: list view, calendar view, schedule view, or time slot view. Choose the one that best suits the nature of your event and your volunteers' preferences.

The Different Formats:

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The registration form is the gateway to your volunteer community (or other group categories). It is through this form that you will collect all necessary information about your future members.

📌 Objective: Design the form to recruit your volunteers and collect their information.

The registration form enables your volunteers to sign up for your event online. You define the fields to complete (last name, first name, phone number, address, etc.), event-specific questions, and available missions. It is the core tool for your recruitment.

A good form should be thorough yet concise so as not to discourage sign-ups. Collect only the information you truly need, and make mandatory only the essential fields.

💡 Recommended Fields:

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📌 Objective: Customize the design, set availability preferences, and select displayed missions.

Once your form is created, you can customize its appearance using your event's branding, choose which missions to make visible, set display rules, and configure how volunteer availability is collected.

Form design is key: it provides the first impression volunteers have of your organization. A clear, well-structured, and attractive form builds trust and conveys professionalism.

📖 Complementary Resources: (upcoming)

📌 Objective: Tailor registration forms to match your specific target populations (volunteers, staff, VIPs, press).

Depending on the nature of your event, you may need to create several distinct forms: one for volunteers, one for permanent staff, one for VIPs, one for press, etc. Each form can feature tailored custom fields and assigned shifts.

For example, a "Staff" form might include questions regarding technical skills and grant access to all available shifts, whereas a "Press" form would focus strictly on media credentials and display no shifts at all.

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Accreditations allow you to manage access rights (zones, meals, parking) and allocations (t-shirts, goodies) for your members. It is a system that complements shifts, offering great flexibility to manage all the logistical aspects of your event.

📌 Objective: Define accreditations (access zones, meals, parking, allocations, etc.).

An accreditation represents an access right or an allocation that you assign to your members. For example: "Backstage Access", "Saturday Lunch Meal", "T-shirt", "VIP Parking", "Press Zone", etc. Accreditations operate independently of shifts and allow for precise management of all logistical aspects.

Examples of Common Accreditations:

💡 Tip: Create accreditations with limited quantities to better manage your inventory (meals, t-shirts, parking spots, etc.). WeezCrew will alert you when you approach the limit.

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📌 Objective: Organize the display of accreditations to simplify management and tracking.

Accreditation views allow you to create custom filters to monitor how your accreditations are assigned. For example: a view for all members with a Saturday meal pass, a view for t-shirt distributions, a view for backstage access, etc.

These views help you manage your logistics in real time: how many meals have been distributed? How many t-shirts remain in stock? Who has access to which zone? All of this information is available in just a few clicks.

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A well-organized member database is the key to efficient event management. This section explains how to structure, import, segment, and manage your members in WeezCrew to save valuable time every day.

📌 Objective: Bulk import members from an Excel file.

If you already have a volunteer database (from a previous edition, another platform, or a simple Excel spreadsheet), you can import it directly into WeezCrew. This saves you from manually re-entering information and allows you to get started immediately with your existing community.

The import tool supports all standard fields (first name, last name, email, phone number, etc.) as well as your custom fields. You can also import members who are already assigned to shifts or have pre-assigned accreditations.

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📌 Objective: Transfer members from past events into your new edition.

If you organize a recurring event (annual festival, monthly trade show, regular race), you can easily retrieve members from previous editions via the Community module. WeezCrew retains past history, allowing you to re-engage loyal volunteers in just a few clicks with all their information pre-filled.

This feature ensures continuity and enables you to capitalize on your existing community year after year.

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📌 Objective: Organize members into groups (volunteers, staff, VIPs, press, etc.).

Populations are categories that allow you to segment your members based on their status or role. For example: "Volunteers", "Permanent Staff", "VIPs", "Press", "Partners", "Artists". Each population can have specific access rights, custom documents (badges), and targeted communications.

Segmenting into populations greatly simplifies day-to-day management: sending targeted emails, creating distinct badges, automatically assigning accreditations, and more.

💡 Examples of Common Populations:

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📌 Objective: Save filters as views to quickly locate specific segments.

Custom views are saved filters that allow you to quickly find specific member groups. Instead of re-applying the same filters repeatedly, you save them into reusable views.

Examples of Useful Views:

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📌 Objective: Manually edit data on a member's profile.

You will routinely need to update member details directly within the platform: changing an email address, updating a phone number, correcting a typo, or adding internal admin notes. This operation is quick and straightforward in WeezCrew.

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Exporting allows you to download your member database (or a filtered selection) into an Excel file. This feature is useful for running data analyses, generating custom reports, sharing lists with external partners, or simply creating offline backups.

You select exactly which columns to export—including only the data fields you need. The export respects all active filters, allowing you to export targeted segments cleanly.

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📌 Objective: Customize the personal portal where members view their information.

The Member Portal is a personalized dashboard where each volunteer can view their assigned shifts (missions), accreditations, personal schedule, and update their profile details. You can brand and customize this portal to match your event's visual identity.

Each volunteer accesses their portal via a unique personal link, giving them a central hub for all relevant event details.

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Teams are autonomous spaces where external leads (associations, partner companies, groups) can manage their own crews. This feature is ideal for delegating operational management while maintaining overall control of your event.

📌 Objective: Create dedicated spaces for team leads to manage their own crews.

A team space allows an external manager to register their own members, assign permitted accreditations, and handle team management independently. You retain global oversight while delegating ground operations.

Typical Use Cases for Teams:

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📌 Objective: Link a team space to a Community team to serve as a shared base across multiple events.

By linking an event team to your Community, members registered through that team are automatically saved to your global community database. This streamlines management if you organize multiple events throughout the year with recurring partners.

For example, if you work with the same volunteer associations across several annual events, linking their team spaces to your Community allows you to roll over their member base seamlessly from one edition to the next.

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📌 Objective: Define default accreditations granted to specific teams.

You can automatically assign specific accreditations to all members of a team. For instance, all members of the "Red Cross" team can automatically receive the "First Aid Zone Access" and "Saturday & Sunday Meal Pass" accreditations.

This automation saves significant administrative time and prevents missing allocations. Accreditations are applied instantly as soon as a member is added to the relevant team.

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📌 Objective: Prepare reusable templates to speed up team creation.

If you manage numerous similar teams (multiple associations, corporate partners, or schools), you can build a team template defining default settings: auto-assigned accreditations, accessible shifts, registration forms, and quotas.

When onboarding a new team, simply select the template to pre-fill all configuration fields instantly.

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📌 Objective: Trigger automatic team creation directly from form submissions.

You can fully automate team creation using form workflows. For example, when an association lead submits an online application form, WeezCrew can automatically generate their team space, apply designated settings, set up their manager access, and configure their crew registration form.

This end-to-end automation removes manual setup entirely, creating team spaces automatically based on your preset rules.

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This is the major operational phase: assigning your volunteers to shifts and providing them with their required accreditations. WeezCrew offers several methods to handle this efficiently, whether you are managing 50 or 5,000 volunteers.

📌 Objective: Manually assign members to shifts or align them with expressed preferences.

Shift assignment involves assigning a volunteer to a specific shift over a defined time slot. This is where registrations turn into a concrete operational schedule. You can assign members manually or base assignments on the availability and preferences expressed during registration.

💡 Best Practices for Shift Assignments:

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📌 Objective: Explore alternative shift assignment workflows (bulk assignments, time-slot views).

Beyond standard individual assignments, WeezCrew offers several time-saving features to match your team size and workflow preferences:

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📌 Objective: Configure the details displayed on the shift summary sheet sent to members.

The shift summary sheet is a downloadable PDF summarizing a volunteer's complete schedule. It serves as their personalized agenda to print or view on their phone. You can customize exactly which fields and details appear on this document.

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📌 Objective: Customize the content and design of shift assignment confirmation emails.

The shift confirmation email is sent automatically to volunteers to confirm their schedule. Because this is the official confirmation following registration, you can fully customize its content to include essential logistics details.

Key Elements to Include:

💡 Tip: Use dynamic variables to personalize the email with the volunteer's first name and specific shift details. This builds engagement and ensures clarity.

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📌 Objective: Distribute shift confirmations to assigned members via email.

Once shifts are assigned and your email template is finalized, you can distribute the confirmations. WeezCrew allows you to send emails individually, in bulk, or to filtered custom views.

Sending Strategies:

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📌 Objective: Grant accreditations (zone access, meals, parking) to members.

In addition to shift assignments, you can assign logistical accreditations to your members. As a reminder, accreditations manage zone permissions, catering access, parking passes, and gear allocations (t-shirts, goodies) independently of shift schedules.

You can accredit members manually, in bulk, or automatically based on rules (see Step 8 on automations).

💡 Examples Based on Filtered Views:

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📌 Objective: Explore alternative accreditation methods (bulk actions, matrix view).

WeezCrew provides flexible accreditation tools tailored to different operational needs:

📹 Tutorial Video (incoming)

📌 Objective: Customize the content and layout of accreditation notification emails.

Just like shift confirmations, you can customize the email informing members of their granted accreditations, detailing their access rights, meal pass allowances, and gear allocations.

Use this email to provide practical directions on badge pickup locations, catering area operating hours, and parking pass usage. Clear details reduce on-site inquiries on event day.

📖 Complementary Resources: (upcoming)

Automations allow you to save valuable time by triggering actions automatically based on conditions you define. This is the feature that turns WeezCrew into an automated engine for your event operations!

📌 Objective: Automate accreditation assignments based on shift schedules or profile criteria.

Accreditation automations automatically grant specific accreditations as soon as a preset condition is met. This feature provides a powerful way to streamline your logistics without manual intervention.

How It Works: You establish a rule using an "IF [condition] THEN [action]" logic flow. WeezCrew continuously monitors your data and applies the action whenever the condition evaluates to true.

💡 Examples of Accreditation Automations:

✨ Efficiency Gain: Once configured, automations run continuously in the background. Assign a new member to a Saturday shift (mission)? They receive their meal accreditation automatically with zero manual effort required!

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📌 Objective: Program diverse automated workflows tailored to specific operational rules.

WeezCrew allows you to set up multiple non-accreditation automations to prevent repetitive administrative tasks.

Examples of Additional Automations:

📹 Tutorial Video (upcoming)

Effective communication is essential for maintaining engagement and motivation among your volunteers. WeezCrew provides powerful tools to send targeted, personalized emails or SMS messages at the right time.

📌 Objective: Understand how to send targeted emails to your members.

The Campaigns module is your primary communication hub in WeezCrew. It allows you to send emails to precise segments of your database: all volunteers, members assigned to a specific shift, a particular population, or members meeting custom criteria.

Common Types of Campaigns:

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📌 Objective: Automatically personalize email and SMS content using member data.

Dynamic fields (also called variables) allow you to insert personalized details into your communications automatically. Instead of writing "Hello", you insert {{user.firstName}}, and each recipient receives a message addressed specifically to their first name.

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The Documents module allows you to automatically generate all the physical and digital collaterals you need for your event: customized badges with QR codes, individual or collective schedules, member lists, vouchers, and much more. Everything is fully customizable and exportable as print-ready PDF files.

📌 Objective: Understand the different document types (badges, schedules, rosters).

WeezCrew automatically generates a wide variety of documents using live event data. All generated documents are populated in real time with up-to-date information from your member database and shift schedules.

Available Document Types:

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📌 Objective: Design badges and custom documents containing personalized member data.

The badge is the central document for any event. WeezCrew provides a visual drag-and-drop editor to design fully branded badges matching your graphics and operational requirements. You can also design other custom assets such as access vouchers and operational roadmaps.

Elements You Can Place on a Badge:

💡 Best Practices for Badges:

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📌 Objective: Associate specific badge templates with designated target populations.

To ensure each population (volunteers, staff, VIPs, press) receives a badge tailored to its access level and branding, you must link document templates to their respective populations. WeezCrew then automatically applies the correct template when generating each member's badge.

For example, volunteers receive a green badge showing their shifts (missions), permanent staff receive a blue badge displaying "ALL ACCESS", and VIPs receive a simplified gold badge. The system handles template selection automatically based on population assignment.

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📌 Objective: Download custom badges and documents in bulk as print-ready PDF files.

Once templates are created and linked to populations, you can export all document packages in a few clicks. WeezCrew compiles print-ready multi-page PDFs containing up-to-date member data, complete with crop marks if enabled.

Export Options:

💡 Printing Tip: Export your badge files several days before the event to allow adequate time for batch printing and lamination.

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Event day is here! WeezCrew accompanies you on the ground with live operations tools to track real-time attendance, handle unexpected shifts, adapt team schedules, and keep your overall event running smoothly.

📌 Objective: Manage live presence and absences in real time during the event.

Clock-in allow you to monitor who has actively arrived for each shift. This live tracking is crucial for spotting missing volunteers early and reacting fast (reassigning backup staff, restructuring teams, etc.).

Clock-In Methods:

💡 On-Site Logistics Tips:

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📌 Objective: Temporarily or permanently deactivate a member's access privileges.

In case of on-site issues (unprofessional behavior, failure to follow security guidelines, unexcused absences), you can block a member's access rights immediately. Their badge QR code will become invalid across all access points. This action can be reversed by an administrator if needed.

Blocking access serves as an essential safety and security measure to maintain a controlled, safe environment for all teams.

📹 Tutorial Video (upcoming)

📌 Objective: Adjust shift times or required headcount live during event execution.

Unforeseen schedule changes happen at every event: an artist arriving late, a stage closing early, or unexpected crowd congestion. You can modify active shift time slots live: shift start times, increase required volunteer headcount, or cancel time slots altogether.

⚠️ Caution: Any schedule modifications made during live event operations must be communicated immediately to affected volunteers. Launch a targeted email or SMS campaign to alert them to schedule updates.

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📌 Objective: Consult member details and shift schedules directly from your smartphone on site.

WeezCrew is fully accessible via your mobile browser, serving as a handy on-site operations hub without needing a laptop.

ℹ️ Note: Mobile access operates in view-only mode, allowing organizers and leads to consult member profiles, access rights, and shift schedules on the move without editing permissions.

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Mastered the basics of WeezCrew? Discover advanced features designed to further optimize your organization, meet specialized requirements, and unlock the full operational power of the platform.

📌 Objective: Adapt the platform interface and communications into multiple languages.

If your event welcomes international volunteers, you can offer the WeezCrew interface in several languages, including French, English, Spanish, and more.

You can translate your custom event content—such as shifts, registration forms, email templates, and documents—directly within the platform.

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📌 Objective: Quickly create a new profile by duplicating an existing member.

When onboarding multiple similar profiles, the duplication feature allows you to copy all information from an existing member and edit only what changes (first name, last name).

Duplication copies assigned populations, custom fields, accreditations, and even shift assignments if selected—making it ideal for registering homogenous groups quickly.

📖 Complementary Resources: (upcoming)

📌 Objective: Track attendance confirmations from assigned members.

The RSVP system allows you to ask volunteers to confirm their availability before the event. This is crucial for anticipating last-minute absences and adjusting schedules. You can set confirmation deadlines and send automated follow-up reminders to non-respondents.

Volunteers confirm their presence directly from their Member Portal or by clicking a unique link in their confirmation email. You can track live response rates and identify unconfirmed members in real time. This workflow can also be adapted for custom survey questions.

💡 Tip: Combine the RSVP system with an email automation rule to send automated reminder messages to unconfirmed members a few days before the event.

📖 Complementary Resources: (upcoming)

📌 Objective: Connect WeezCrew to your spreadsheets for live, automated data sync.

Integrating with Google Sheets (via API) allows you to build custom dashboards that update automatically with live data from WeezCrew. This is ideal for creating tailored reporting decks, running advanced analytics, or sharing real-time stats with your core team and stakeholders.

💡 Dashboard Example: Build a Google Sheet displaying real-time metrics for total volunteer registrations, shift coverage rates, RSVP confirmation percentages, and t-shirt stock levels by size—all updating dynamically via Google Sheets!

📖 Complementary Resources: (upcoming)

📌 Objective: Identify and merge duplicate member entries across your database.

Members occasionally register multiple times using different email addresses, or duplicates can be introduced during external file imports. WeezCrew automatically flags potential duplicates (matching first/last names or similar contact info) and allows you to merge them into a single clean profile.

Merging preserves all essential data, including all past shift assignments, granted accreditations, and activity history.

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📌 Objective: Configure fields visible strictly to event organizers.

Private custom fields allow you to store internal notes, evaluations, performance ratings, or sensitive administrative data that should only be accessible to your core organization team—never visible to members themselves.

📖 Complementary Resources: (upcoming)