In this article, you will discover step by step how to use the WeezCrew solution to manage and coordinate your different populations.
🎓 Welcome to the WeezCrew Academy
You are about to discover the complete guide to mastering WeezCrew and organizing your event like a professional.
📋 Two complementary tools for your success
To help you as much as possible, we have prepared two essential resources that work together:
📊 1. The Excel file: your complete checklist
What is it?
A structured Excel file that lists all the configuration steps for your event on WeezCrew, from A to Z. It is your personalized roadmap so you don't forget anything.
📥 Download the file
📥 Download WeezAcademy_Sport (Google Sheet) (this document is read-only, so remember to make a copy).
📥 Download WeezAcademy_Sport (Excel)
🎯 How to use this file
📌 1. Progressive checklist
The file is organized into 12 main families that represent the chronological steps of your organization. Go through them in order so you don't forget anything.
✅ 2. Track your progress
For each step, tick the box in the "Task status" column once it is completed. This lets you see your progress in real time.
🎬 3. Access the videos
Click the links in the "Video link" column to watch the tutorial video for each step. The videos show you concretely how to do it.
📖 4. Read the guides
The "Article link" column takes you to the detailed WeezCrew help center articles so you can go deeper into each point.
Step 1: Administration and organizer account setup
1.1 First login and setup
📌 Goal: Create your organizer account and log in to WeezCrew for the first time.
Your first login to WeezCrew is a simple but important step. It lets you discover the interface, get familiar with the different modules, and get to grips with the tools that will support you throughout your organization. To log in, you have two options: log in with a Google account, or log in with a code.
To log in to your instance, you have several methods:
With a password. Enter your email address and then your password. Is it your first login? Click "Forgot password" and follow the steps to create a password.
With a one-time code (valid for about 10 minutes). Enter your email address and click "Receive a code". A 6-digit code is instantly sent to your inbox. ⚠️ Be careful not to leave the login page while waiting for the code.
📖 Additional resources:
1.2 Discovering your back-office pages
📌 Goal: Discover your back-office (BO) environment and understand how it works.
The top banner is fixed. It gives you quick access to some very important pages of your instance:
The events page
The custom fields page (information / questions collected from your members)
The community page, where you can find your entire member database
The settings page, which lets you adjust your configuration in real time
1.3 Managing administrators
📌 Goal: Add administrators or managers to run the event as a team.
If you work as a team, it is important to define who will have access to the platform and with which rights. WeezCrew lets you add several administrators with different permission levels depending on each person's responsibilities.
For example, you can give full access to your core team while limiting some managers' rights to specific modules (only shifts, only communication, etc.).
📖 Additional resources:
1.4 Managing permissions
📌 Goal: Define access rights for category or shift managers.
Beyond administrators, you can define managers for each shift category or specific shift. These managers will have limited access to their own scope, which makes decentralized management of your event easier.
For example, the manager of the "Catering" category can only manage catering-related shifts: assign volunteers, communicate with them, and handle check-in, but they will not have access to other categories such as "Security" or "Logistics".
📖 Additional resources:
1.5 Email settings
📌 Goal: Configure the sender email address for your communications.
For your emails to land correctly in your members' inboxes (and not in spam), it is essential to configure your sender address. This step ensures better deliverability of your communications and strengthens your volunteers' trust.
Ideally, use a professional email address with your own domain name rather than a generic Gmail or Hotmail address.
📖 Additional resources:
1.6 DNS entries
📌 Goal: Set up your DNS records so your emails don't end up in spam.
DNS configuration is a technical but crucial step to ensure your members actually receive your emails. By setting up the records, you considerably increase the deliverability rate of your communications.
Without this configuration, a large share of your emails risks being classified as spam.
⚠️ Important: This step requires access to the DNS configuration of your domain name. If you are not comfortable with this technical task, don't hesitate to ask your IT department or your web host.
📖 Additional resources:
✅ Summary: Your account is now configured and ready to use! You have defined your team's access and set up your communications for optimal deliverability. Now let's move on to building your event.
Step 2: Build your event
Now that your account is configured, let's create your event! This step consists of structuring all the shifts you will need, organizing them into categories, and defining the managers who will help you run things.
2.1 Create an event
📌 Goal: Create your event and define the main dates.
Creating the event is the first concrete action in WeezCrew. You will define the name of your event, its start and end dates, and its general information. This step sets the framework for your entire organization.
📖 Additional resources:
2.2 Overview of an event's pages
📌 Goal: Understand the structure and workings of your event's pages.
You will discover and understand the purpose of all the pages available on your event: the dashboard, members, shifts, accreditations, communication, and options.
2.3 Import shifts
📌 Goal: Bulk-import your shifts from an Excel file.
If you have already prepared your list of shifts in a spreadsheet (Excel or Google Sheets), you can import them in bulk into WeezCrew. This feature saves you precious time, especially if you have dozens or hundreds of shifts to create.
The import lets you create all your shifts in a single operation, with their categories, descriptions, time slots, number of resources needed, and locations.
💡 Tip: Use the Excel template provided by WeezCrew to structure your data before importing. This ensures all information is imported correctly and helps you avoid format errors.
📖 Additional resources:
2.4 Create and configure shifts
📌 Goal: Manually create shifts with time slots, descriptions, locations, etc.
Each shift represents a position to be filled during your event. For each shift, you will define its name, its detailed description, its time slots, the number of volunteers needed, and its location.
A well-defined shift should contain all the information a volunteer needs to understand their role: tasks to carry out, exact location, specific instructions, manager's contact, equipment provided, and so on.
💡 Best practices:
Organize your shifts into logical categories (Catering, Security, Logistics, Welcome...)
Write clear and complete descriptions to avoid questions
Define time slots of reasonable length (3–4 hours max to avoid fatigue)
📖 Additional resources:
2.5 Add a custom field to shifts
📌 Goal: Add extra information to your shifts.
To help your volunteers find their way on the day, you can add a precise GPS location for each shift, as well as photos of the place, an access map, or any other visual element that helps with orientation (such as the transport line to get to the shift).
This feature is particularly useful for providing very specific information on certain shifts (estimated time of the first runner, estimated time of the last runner, etc.). Your volunteers will be able to easily get to the right place. You can also use it for other information such as equipment to bring or specific clothing to wear (safety shoes, warm clothes, etc.).
2.6 Define shift managers
📌 Goal: Assign managers to run each category or shift.
By appointing shift managers, you delegate the management of certain parts of your event. These managers can assign volunteers to their shifts, communicate with them, and handle check-in, but only within their defined scope (depending on the rights granted).
For example, you can appoint a "catering manager" who will only have access to shifts in the "Catering" category. They can run their team independently while you keep an overview.
📖 Additional resources:
2.7 Choose the display format for shifts
📌 Goal: Set up how shifts are displayed (calendar, list, time slots, schedule).
WeezCrew offers several display formats for your shifts: list view, calendar view, schedule view, or time-slot view. Choose the one that best fits the nature of your event and your volunteers' habits.
The different formats:
List view: Simple and clean, ideal for short events with few shifts
Calendar view: Lets you see all shifts on a calendar, perfect for multi-day events
Time-slot view: Displays shifts by time range, handy when you want to show the day's time slots
📖 Additional resources:
2.8 Manage shift views and filters
📌 Goal: Optimize the display and the search criteria for your shifts.
WeezCrew offers several filters that give you qualitative, structuring information for your organization. Thanks to these filters, you can highlight shifts with a low assignment rate, time slots per day, views by category or by day, and so on.
✅ Summary: Your event is now structured, with all your shifts organized and configured! It's time to create the registration forms to recruit your volunteers.
Step 3: Create the registration forms
The registration form is the entry point to your volunteer community (or other populations). It is through this form that you will collect all the necessary information about your future members.
3.1 Create a registration form
📌 Goal: Design the form to recruit your volunteers and collect their information.
The registration form lets your volunteers sign up for your event online. In it, you will define the fields to fill in (last name, first name, phone, address, etc.), the questions specific to your event, and the available shifts. It is the central tool of your recruitment.
A good form should be complete but not too long, so as not to discourage sign-ups. Only collect the information you really need, and make only the essential fields mandatory.
💡 Recommended fields:
Mandatory: Last name, first name, phone, date of birth
Useful: T-shirt size, dietary requirements, city of residence, past experience
Specific: Particular skills, driver's license, languages spoken
⚠️ Warning:
Email is requested automatically: The email address is requested by default by the system. Do not create a custom "Email" field, as it would be a duplicate.
Use the native fields: Before creating a new field, always check whether it already exists in the list of "Custom fields" (Last name, First name, Phone, Address...). It is essential to use these existing fields so that the associated features work properly.
📖 Additional resources:
3.2 Create a custom field
📌 Goal: Be able to get the answer to a question or a piece of information about the member.
By creating a custom field, you have several answer types available: drop-down list, file, checkbox, address, etc. All this information can be organized into categories (for clarity).
You can make some fields conditional on the answer to another one. You can also create fields that only administrators can see.
3.3 Configure the fields page
📌 Goal: Organize the fields of your form.
At this stage, you can decide the order of the fields in your form. You can also decide whether fields are mandatory or optional.
To give your fields some breathing room, you can add sections or free-text fields.
📖 Additional resources:
3.4 General form settings
📌 Goal: Configure your form according to your needs.
Depending on how you manage your members, you can set several rules or conditions for filling in the form.
You can also write the descriptive text of the form as well as the success message (displayed when the form is completed).
3.5 Form design settings
📌 Goal: Customize the appearance of your form.
Banner, button colors, title colors or background: this is the place to customize your form as much as possible.
3.6 Form availability settings
📌 Goal: Ask your members for their availability.
At this stage, you can ask for your members' availability in different ways (full days, custom time slots, periods...).
3.7 Form shift settings
📌 Goal: Let your members choose the shifts they prefer.
To save time and improve your members' experience, you can let them choose their future activities.
Ranking their choices, selecting a shift category, a shift, or a time slot... so many features that let you optimize your assignment process.
3.8 Form closing settings
📌 Goal: Close the form at the right time.
On this page, you can choose how the form is closed. You can close it instantly, on a schedule, or at the end of your event.
3.9 Form integration page
📌 Goal: Share your form in different ways.
You have 3 ways to share your form:
Using the link
The QR code
The HTML code, to embed the form directly on your website
3.10 Email template page
📌 Goal: Adapt the communication sent after the form is completed.
Once the form is completed, the member receives a confirmation email. This email can be customized, as can the email containing the authentication code.
3.11 Create different forms for different populations
📌 Goal: Adapt your forms to your populations (volunteers, staff, VIPs, press).
Depending on the nature of your event, you may need to create several different forms: one for volunteers, one for permanent staff, one for VIPs, one for the press, and so on. Each form can have different fields and different shifts.
For example, the "Staff" form can include questions about technical skills and give access to all shifts, while the "Press" form focuses on questions and displays no shifts at all.
📖 Additional resources:
✅ Section summary: Your registration forms are ready and configured! Your future volunteers can now sign up online. Let's move on to managing accreditations and supplies.
Step 4: Manage the members page
Accreditations let you manage access (zones, meals, parking) and supplies (T-shirts, goodies) for your members. It is a system that complements shifts and offers great flexibility for managing every logistical aspect of your event.
4.1 Create accreditations
📌 Goal: Define accreditations (access zones, meals, parking, supplies, etc.).
An accreditation represents an access right or a supply item that you assign to your members. For example: "Backstage access", "Saturday lunch", "T-shirt", "VIP parking", "Press zone", etc. Accreditations are independent of shifts and allow fine-grained management of every logistical aspect.
Common accreditation examples:
Access: VIP zones, backstage, dressing rooms, press, technical area
Catering: Meals (by day and type), drinks
Supplies: T-shirts (by size), caps, goodies, bags
Services: Parking, camping
Transport: Shuttles, accommodation
💡 Tip: Create accreditations with limited quantities to better manage your stock (meals, T-shirts, parking spaces, etc.). WeezCrew will alert you when you are approaching the limit.
📖 Additional resources:
4.2 Create the different views for accreditations
📌 Goal: Organize the display of accreditations to make management and tracking easier.
Accreditation views let you create custom filters to track how your accreditations are assigned. For example: a view for all members with a meal on Saturday, a view for T-shirts, a view for backstage access, etc.
These views help you steer your logistics in real time: how many meals have been handed out? How many T-shirts are left in stock? Who has access to which zone? All this information is available in just a few clicks.
📖 Additional resources:
✅ Section summary: Your accreditations are created and organized! You can now manage every logistical aspect of your event. Now let's see how to organize your member base efficiently.
Step 5: Organize your member base
A well-organized member base is the key to efficient management. This section explains how to structure, import, segment, and manage your members in WeezCrew so you save precious time every day.
5.1 Import members
📌 Goal: Bulk-import members from an Excel file.
If you already have a volunteer database (from a previous edition, from another tool, or from a simple Excel list), you can import it directly into WeezCrew. This saves you from re-entering all the information manually and lets you start right away with your existing community.
The import supports all standard fields (last name, first name, email, phone, etc.) as well as your custom fields. You can also import members who are already assigned to shifts or who have pre-assigned accreditations.
📖 Additional resources:
5.2 Import members from previous editions
📌 Goal: Bring members from past events into the new edition.
If you organize a recurring event (annual festival, monthly trade show, regular race), you can easily retrieve members from previous editions from the community module. WeezCrew keeps the history and lets you find your loyal volunteers in just a few clicks, with all their information already filled in.
This feature helps you maintain continuity and build on your existing community year after year.
📖 Additional resources:
5.3 Add a member manually
📌 Goal: Register a member without using the form.
You can register a member manually, without going through a form. At that point you can enter the member's email, first name, and last name. You can also link the member to a population or a form.
5.4 Filter and search your members
📌 Goal: Save filters as views to quickly find segments.
Custom views are saved filters that let you quickly find certain groups of members. Instead of recreating the same filters every time, you save them as reusable views.
Examples of useful views:
"Assignment status" → To identify who doesn't have a shift yet
"T-shirt size" → To manage your supply stock
"Population" → To communicate with a specific team
"Assignment date" → For planning
"Dietary requirements" → For catering
"Driver's license" → For shifts that require driving
📖 Additional resources:
5.5 Customize the columns of your back-office
📌 Goal: Manually edit the visible columns of a custom view.
You are free to display whichever columns you like in your custom views. The point is to highlight certain information in the display by using columns.
5.6 Use edit mode
📌 Goal: Quickly modify the values shown in your display.
Edit mode unlocks the visible columns like Excel cells so you can quickly change a piece of information. Note that this does not work for all columns.
5.7 Edit a member's information
📌 Goal: Manually edit the data in a member's profile.
You will regularly need to edit a member's information directly from the platform: change their email, update their phone number, fix a typo, add an internal comment, etc. This is quick and easy in WeezCrew.
📖 Additional resources:
5.8 Export your members
📌 Goal: Download a custom list of members in Excel or Google Sheets format.
Exporting lets you download your member base (or a filtered part of it) in Excel format. This feature is very useful for running analyses, creating custom reports, sharing information with partners, or simply keeping a backup of your data.
You choose exactly which columns to export: only the information you need, nothing more. The export respects your active filters, so you can export specific segments.
📖 Additional resources:
5.9 Configure the member area
📌 Goal: Customize the space where members view their information.
The member area is a personal portal where each volunteer can view their shifts, accreditations, and schedule, and update their information. You can customize this area with your event's colors.
The member area is accessible through a link for each volunteer. It is their personal dashboard, where they find all the information that concerns them.
📖 Additional resources:
✅ Summary: Your member base is now well structured and organized! You can easily find, filter, and manage all your volunteers. If you work with external partners or associations, let's now look at the teams system.
Step 6: Manage teams
Teams are autonomous spaces where external managers (associations, partner companies, groups) can manage their own groups of people. This is ideal for delegating part of the management while keeping overall control of your event.
6.1 Create teams
📌 Goal: Create spaces for managers to run their own teams.
A team is a dedicated space where an external manager can register their own members, accredit them (from among the accreditations you have made available to them), and run their team independently. You keep overall control while delegating operational management.
Typical use cases for teams:
Partner associations
Service providers
Food trucks
Regional teams
📖 Additional resources:
6.2 Link teams to the community
📌 Goal: Associate a team with a community team, which can then serve as a common base across several events.
By linking a team to your community, members registered through that team are automatically added to your overall community. This makes management easier if you organize several events per year with the same partners.
For example, if you organize several events per year and always work with the same volunteer associations, linking their teams to your community lets you build on their member base from one event to the next.
6.3 Assign accreditations to teams
📌 Goal: Define the accreditations granted to teams.
You can automatically assign certain accreditations to all members of a team. For example: all members of the "Red Cross" team automatically receive the "First-aid zone access" and "Saturday and Sunday meals" accreditations.
This automation saves you considerable time and prevents omissions. Accreditations can be assigned automatically as soon as a member is registered in the relevant team.
📖 Additional resources:
6.4 Create a team template
📌 Goal: Prepare reusable templates to make creating teams easier.
If you work with many similar teams (several associations, several companies, several schools), you can create a template that defines the default settings: automatic accreditations, accessible shifts, registration form, etc.
Then, to create a new team, you simply select the template and all the settings are pre-filled. Guaranteed time savings!
📖 Additional resources:
6.5 Automation for team creation
📌 Goal: Create teams automatically from a form.
You can fully automate team creation by triggering it from a form. For example: an association manager fills in a form, and a team is automatically created for them with all the right settings, their personalized access, and their registration form.
This automation takes autonomy even further: you no longer even need to create teams manually; they are created automatically according to your rules.
📖 Additional resources:
✅ Summary: If you use the teams system, you now have all the keys to efficiently delegate the management of certain groups to external partners. Now let's move on to the crucial step: assigning your members to shifts and giving them their accreditations!
Step 7: Assign and accredit members
This is the major operational step: you will assign your volunteers to shifts and give them the necessary accreditations. WeezCrew offers several methods to do this efficiently, whether you have 50 or 5,000 volunteers to manage.
7.1 Assign members to shifts
📌 Goal: Assign members to shifts manually or according to their preferences.
Assigning means giving a volunteer a specific shift in a defined time slot. This is the moment when you turn sign-ups into a concrete operational schedule. You can assign members manually, or take into account the availability and preferences they expressed when they registered.
💡 Best practices for assignments:
Respect the preferences expressed by volunteers as much as possible
Avoid assigning the same volunteer to overlapping time slots
Plan breaks between shifts (don't chain 4 hours in the morning and 4 hours in the afternoon)
Favor continuity: assign someone to the same shift several times rather than constantly changing
Keep a margin: don't assign 100% of your resources, and allow for last-minute absences
📖 Additional resources:
7.2 Discover other ways to assign
📌 Goal: Discover alternative assignment methods (in bulk, via time slots...).
Beyond the classic one-by-one assignment, WeezCrew offers several methods to save time and be more efficient in your organization. Each method has its advantages depending on your situation.
The different assignment methods:
Assignment from the assignments module: You see their preferences and who is available for which time slot, and you assign directly accordingly.
Bulk assignment: Select several members and assign them all to the same shift in one click. Perfect for large group shifts.
Assignment via time slots: View your time slots and assign as you go. Handy for optimizing fill rates.
📖 Additional resources:
7.3 Customize the assignment sheet
📌 Goal: Configure the information in the assignment sheet sent to members.
The assignment sheet is the PDF document that summarizes all of a volunteer's shifts. It is their "personalized schedule", which they can print or view on their phone. You can choose what information appears on it so that it is as useful as possible.
📖 Additional resources:
7.4 Set up the email template
📌 Goal: Adapt the content and design of assignment emails.
The assignment email is sent automatically to each volunteer to confirm their shifts. It is a crucial email, since it is the "official" confirmation after sign-up. You can fully customize its content to add all the necessary practical information.
Elements to include in your assignment email:
A warm, motivating welcome message
Practical information: where to report, how to access the site, parking, etc.
What the volunteer must bring (ID, clothing, etc.)
Contacts in case of questions or if they can't make it
A link to the member area to view their schedule online (optional)
The assignment sheet as an attachment or via a variable
💡 Tip: Use dynamic fields to personalize the email with the volunteer's first name, their specific shifts, etc. This makes the email more personal and increases engagement.
📖 Additional resources:
7.5 Send assignment emails
📌 Goal: Send assignments to the relevant members by email.
Once your assignments are done and your email template is configured, it is time to send the confirmations to your volunteers. WeezCrew lets you send them individually, in bulk, or to certain custom views.
Sending strategies:
Send as you go: Send the email as soon as a volunteer is assigned. Useful at the start of a campaign.
Grouped sending: Assign all your members, then send all the emails at once. Easier to manage, and it is what we recommend.
Scheduled sending: Schedule the sending for a specific date (for example 2 weeks before the event). Ensures coordinated communication. (You can also go through an email campaign.)
⚠️ Important: Make sure your DNS entries are properly configured (see section 1.6) before sending emails in large volumes, otherwise they risk ending up in spam.
📖 Additional resources:
7.6 Accredit members
📌 Goal: Assign accreditations (zones, meals, parking) to members.
In addition to shift assignments, you can assign accreditations to your members. Reminder: accreditations manage access to certain zones, meal entitlements, parking spaces, supplies (T-shirts, goodies), etc. They are independent of shifts.
You can accredit members in several ways: manually one by one, in bulk, or automatically according to rules (see Step 8 on automations).
💡 Example based on views:
All volunteers assigned on Saturday → "Saturday lunch" accreditation
All members of the "Staff" population → "Backstage access" accreditation
Everyone living more than 50 km away → "Reserved parking" accreditation
According to the size entered → "T-shirt M", "T-shirt L", etc. accreditation
📖 Additional resources:
7.7 Discover other ways to accredit
📌 Goal: Discover alternative accreditation methods (in bulk, via the accreditation matrix).
Beyond classic accreditation, WeezCrew offers several methods to save time. It's up to you to find the one that suits you best.
The different accreditation methods:
Accreditation from the accreditation module: You see their preferences and accredit directly accordingly.
Bulk accreditation: Select several members and give them all the same accreditation in one click.
Accreditation via the accreditation matrix: View your accreditations and accredit from the table using edit mode. Practical for going member by member.
7.8 Set up the accreditation email template
📌 Goal: Customize the content and design of accreditation emails.
Just as with assignments, you can customize the email that confirms the granting of accreditations. This email informs the member of what they are entitled to: access to certain zones, meals, supplies, etc.
Take advantage of this email to give all the practical information: where to pick up their badge, where to go for meals, how to access parking, etc. The better informed your members are, the fewer questions they will have on the day.
📖 Additional resources:
✅ Summary: Your members are now assigned to their shifts and accredited! They have received their confirmations by email. Now let's see how to automate certain actions to save even more time.
Step 8: Automate and optimize
Automations save you precious time by automatically triggering actions according to conditions you define. It is the touch of magic that turns WeezCrew into a true machine!
8.1 Create accreditation automations
📌 Goal: Automate the assignment of accreditations based on assignments or criteria.
Accreditation automations let you automatically assign certain accreditations as soon as a condition is met. This is extremely powerful for managing logistics without manual intervention.
How it works: You define a rule of the type "IF [condition] THEN [action]". WeezCrew constantly checks and automatically applies the action when the condition is true.
💡 Examples of accreditation automations:
Automatic meals: "If a member is assigned to a shift that ends after 1 pm AND starts before 2 pm, then give them the 'Lunch' accreditation"
T-shirts: "If a member is assigned to at least 3 shifts, then give them the 'T-shirt' accreditation matching their size"
Parking: "If the member's city of residence is more than 50 km away, then give them the 'Parking' accreditation"
VIP access: "If a member belongs to the 'Permanent staff' population, then give them the 'Backstage access' accreditation"
Accommodation: "If the custom field 'Needs accommodation' = Yes AND assigned on Saturday, then assign 'Camping Friday night'"
✨ Time saved: Once configured, automations run continuously. You assign a new member to a shift on Saturday? They automatically receive their meal accreditation. Zero manual action!
📖 Additional resources: upcoming
8.2 Create different automations
📌 Goal: Program different automations according to conditions.
WeezCrew lets us create other automations. Very useful to avoid repeating certain actions.
Examples of automations:
Email sending automation
Automation to update a field's value
Automation to add or remove accreditations
Automation to duplicate a member
Automation to create teams from a sign-up
✅ Section summary: With automations in place, a large part of your logistics runs by itself! You save a considerable amount of time. Now let's see how to communicate effectively with your members.
Step 9: Communicate with your members
Good communication is essential to keep your volunteers engaged and motivated. WeezCrew gives you powerful tools to send targeted, personalized emails or SMS at the right time.
9.1 Discover the Campaigns module
📌 Goal: Understand how to send targeted emails to your members.
The Campaigns module is your main communication tool in WeezCrew. It lets you send emails to precise segments of your base: all volunteers, only those assigned to a specific shift, those in a given population, those who meet certain criteria, and so on.
Common campaign types:
General newsletter: Important information for everyone (schedule, changes, news)
Targeted reminders: Only to members assigned to certain shifts (specific briefing, particular instructions)
Follow-ups: To members who are unassigned, unconfirmed, or who missed briefings
Thank-you messages: After the event, personalized according to level of involvement
Surveys: Satisfaction questionnaires, feedback
📖 Additional resources:
9.2 Use dynamic fields in emails or SMS
📌 Goal: Automatically personalize content with member data.
Dynamic fields (also called variables) let you automatically insert personalized information into your emails. Instead of writing "Hello", you write "Hello {user.firstName}" and each recipient will receive an email with their own first name.
📖 Additional resources:
✅ Summary: You now master WeezCrew's communication tools! Your volunteers receive personalized, targeted messages at the right time. Now let's move on to creating documents.
Step 10: Create and manage documents
The Documents module lets you automatically generate all the materials you need for your event: personalized badges with QR codes, individual or group schedules, member lists, vouchers, and much more. Everything is customizable and exportable as print-ready PDFs.
10.1 Discover the documents module
📌 Goal: Understand the different types of documents (badges, schedules, lists).
WeezCrew can automatically generate a wide variety of documents from your data. All these documents are generated in real time with up-to-date information from your member base and your shifts.
Available document types:
Assignment sheets: The volunteers' roadmap.
Individual / list / daily schedules: Each volunteer's personalized schedule with all their shifts
Group schedules: A schedule for a shift showing all the members assigned to it
Member lists: Full or filtered list with the information of your choice
Certificate: To provide volunteering certificates
Hours of attendance: To get a summary of hours worked
Shift sheet / schedule: Groups the assignments to the time slots of a shift
Photo directory: To have a list of members with their photos
📖 Additional resources:
10.2 Create fully customized badge documents
📌 Goal: Design badges or other types of documents with personalized information.
The badge is THE emblematic document of any event. WeezCrew gives you a very powerful visual editor to create fully customized badges that match your graphic identity and your needs exactly. It is also possible to create other documents (vouchers, roadmaps, etc.).
Elements you can add to a badge:
Event logo: In the header or as a background
QR code: For access control
Volunteer's photo: If you collected it at registration
Last name and first name: Large, for visual identification
Population: "Volunteer", "Staff", "VIP", etc.
Accreditations: Access zones, meals, services
Color code: Different for each population for quick identification
Additional information
💡 Best practices for badges:
Use color codes by population (green = volunteer, blue = staff, red = VIP)
Place the QR code where it is easy to scan
Make the first and last name easy to read
Plan for a double-sided badge: personal info on the front, map/instructions on the back
📖 Additional resources:
10.3 Link a document to a population
📌 Goal: Associate a specific badge template with a population.
For each population (volunteers, staff, VIPs, press) to have its own badge template with its specific design, you need to link your document templates to the relevant populations. That way, WeezCrew automatically knows which template to use to generate each member's badge.
For example: volunteers will have a green badge with their shifts, staff will have a blue badge with "ALL ACCESS", VIPs will have a simplified gold badge, and so on. Everything is handled automatically according to the population.
📖 Additional resources:
10.4 Export your documents
📌 Goal: Bulk-download badges or other custom documents as PDFs.
Once your templates are created and linked to the right populations, you can export all your documents in a few clicks. WeezCrew generates a print-ready PDF file containing all the badges, schedules, or lists you need, with up-to-date data.
Export options:
Full export: All members of the event
Filtered export: Only certain populations, shifts, or based on other criteria
Individual export: The document of a single member
Format: Multi-page print-ready PDF, with crop marks if needed
💡 Printing tip: Export your badges several days before the event to allow time for printing.
📖 Additional resources:
✅ Summary: You now know how to create all the documents needed for your event, from custom badges to schedules. You are ready to organize your event from A to Z with WeezCrew!
Step 11: During your event
The big day has arrived! WeezCrew also supports you during your event with on-site management tools to track attendance in real time, handle the unexpected, adapt your organization, and ensure all your shifts run smoothly.
11.1 Check members in and out
📌 Goal: Manage presences and absences in real time during the event.
Check-in lets you track in real time who is actually present on each shift. It is essential for quickly identifying absences and reacting (finding a replacement, reorganizing the team, etc.). Check-in is done very simply through several methods.
Check-in methods:
QR code scan: The fastest. Scan the volunteer's badge with Weezaccess, and they are checked in!
Manual: Search for the volunteer's name and check them in manually from their profile.
Self check-in: Volunteers check themselves in via a link that you send by SMS / email
💡 Organizing check-in:
Appoint shift managers to check in their teams. Create a central "welcome desk" where all volunteers check in when they arrive. Check in 15 minutes before the start of the shift to detect no-shows. Use check-out to also track departures (overtime, etc.).
📖 Additional resources:
11.2 Block access
📌 Goal: Temporarily or permanently disable a member's access.
In case of a problem with a member (inappropriate behavior, failure to follow instructions, repeated unjustified absence), you can block their access immediately. Their badge will no longer be valid. This action is reversible if needed.
Blocking is an important security measure to maintain a healthy and safe environment for everyone.
11.3 Modify a time slot during the event
📌 Goal: Adjust the times or number of resources of a shift live.
The unexpected is part of any event: an artist arriving late, a stage that has to close earlier, a bigger crowd than expected... You can modify shift time slots even during the event: shift times, increase the number of volunteers needed, or delete a time slot.
⚠️ Warning: Time slot changes made during the event must be clearly communicated to the members concerned. Use email campaigns to notify volunteers of the change.
📖 Additional resources:
11.4 Use the WeezCrew mobile app
📌 Goal: Manage your members and shifts from your smartphone in the field.
WeezCrew is also accessible from your phone's web browser and can become your best ally on the day. It turns your smartphone into a real on-site management tool, giving you access to all the essential features without needing a computer.
Please note, it is read-only! You cannot modify information or shifts from your phone.
📖 Additional resources:
✅ Summary: You are now equipped to manage your event in real time in the field! To finish, let's discover the advanced options that may be useful to you.
Step 12: Advanced options
Do you master the basics of WeezCrew? Now discover the advanced features that will let you optimize your organization even further, meet specific needs, and make full use of the platform's power.
12.1 Manage translation
📌 Goal: Adapt the interface and communications into several languages.
If your event welcomes international volunteers, you can offer the WeezCrew interface in several languages. Available languages include French, English, Spanish, and many more.
You can translate your own content: shifts, forms, emails, and documents directly in the solution.
📖 Additional resources:
12.2 Duplicate a member
📌 Goal: Quickly create a new profile by duplicating an existing member.
You need to create several similar profiles. The duplication function copies all the information of an existing member so you only have to change what differs (last name, first name).
Duplication copies: population, custom fields, accreditations, and even assignments if you wish. Perfect for quickly registering a homogeneous group.
📖 Additional resources:
12.3 Manage RSVPs and attendance confirmations
📌 Goal: Track attendance confirmations from assigned members.
The RSVP system (from the French "Répondez S'il Vous Plaît", i.e. "please reply") lets you ask your volunteers to confirm their attendance before the event. It is crucial for anticipating absences and reorganizing if necessary. You can set confirmation deadlines and send automatic reminders to non-responders.
Volunteers confirm their attendance directly from their member area or by clicking a link in the confirmation email. You track the confirmation rate in real time and identify who hasn't responded yet. You can use this technique for any other question as well.
💡 Tip: Combine RSVP with an email automation to automatically remind members who haven't confirmed a few days before the event.
📖 Additional resources:
12.4 Sync with Google Sheets or Excel
📌 Goal: Connect WeezCrew to your spreadsheets for automatic real-time exports.
The integration with Google Sheets (via API) or Excel lets you create custom dashboards that update automatically with WeezCrew data (except with Excel). It is perfect for creating tailor-made reports, advanced analyses, or sharing statistics with your team or partners.
💡 Dashboard example: Create a Google Sheet that displays in real time the total number of registered volunteers, the number assigned per shift, the RSVP confirmation rate, T-shirt stock by size, etc. Everything updates automatically via Google Sheets!
📖 Additional resources:
12.5 Detect and merge duplicates
📌 Goal: Identify and manage duplicate members in your database.
Sometimes members sign up several times with different email addresses, or you import lists that contain duplicates. WeezCrew automatically detects potential duplicates (same first/last name, similar contact details) and lets you merge them into a single clean profile.
The merge keeps all the important information: all assignments, all accreditations, the entire history.
📖 Additional resources:
12.6 Create private custom fields
📌 Goal: Define fields visible only to organizers.
Private custom fields are fields you create to store information that should only be visible to your organizing team, never to the members themselves. This is useful for internal notes, evaluations, sensitive information, etc.
📹 Tutorial video