Consitus

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.

Vissenbjerg Røverfest

Customer reference

Vissenbjerg Røverfest

From volunteers to a festival overview

Vissenbjerg Røverfest uses Consitus to bring volunteer planning and festival administration together and make coordination across the organisation easier.

  • Volunteers, departments and shifts managed together
  • Better overview of schedules and open shifts
  • Easier reuse of structure and planning from year to year
  • Sponsorships and festival administration in one solution
  • Less manual coordination across the festival organisation
Explore options for your festival

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.

  1. 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.

  2. 02

    Shift request and approval

    Open shifts are shown, the volunteer requests shifts, and the coordinator approves or reassigns — the staffing plan updates immediately.

  3. 03

    Communication before the festival

    Targeted messages with meeting time, location and instructions to exactly the volunteers concerned — plus reminders before the shift.

  4. 04

    Delivery and attendance

    During the festival, attendance and staffing gaps are visible, and cancellations under the rules release the shift to others.

  5. 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

We assemble and tailor the modules in Consitus Intranet to your workflows. Consitus Intranet can connect with your other systems through standard integrations or a custom integration. We review the data, access and API capabilities and agree scope and price before setup.

  • 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.

Tell us about your ideainfo@consitus.dk