Volunteers

What is the Volunteers feature?

Volunteers lets you collect sign-ups from people who want to help run your race — course marshals, water station staff, timing helpers, and so on — and organize them into stations for race day. Signing up is completely account-free: volunteers just confirm their email, no login or registration required.

Location: Race Management → Planning → Volunteers

Turning on public signup

At the top of the Volunteers page are two switches:

• Public volunteer signup — the master switch. Turns the whole feature on or off for this race.
• Show button on the public race page — controls whether a visible Volunteer for this race button appears on your race page. Turn this off if you'd rather share the signup link directly (e.g. in an email or social post) without a public button on the page.

When signup is enabled, a direct link to the signup form is shown with a Copy button — this works whether or not the button is visible on the race page.

The link only works once the race is published and while it's still upcoming. If either isn't true yet, a warning explains why.

What a volunteer sees

1. They click the button on your race page (or open your direct link), and a form appears asking for their name and email, plus an optional phone number and comment — and any extra questions you've added (see below).
2. After submitting, they get an email asking them to confirm their email address by clicking a link. The link is valid for 7 days.
3. Once confirmed, that's it — no account, no password, no login. You (the organizer) follow up with them directly using the info they submitted.

If the same email signs up again before confirming, RoxRace just resends the confirmation link instead of creating a duplicate (keeping the answers from their latest attempt). If they try again after already confirming, they're told they're already signed up.

Adding your own questions

Under Signup form you can add extra questions to the form — t-shirt size, food, arrival time, anything you need to know. Click Add question, or use Quick add for a ready-made T-shirt size (XS–XXL) or Allergies / dietary requirements question.

Each question has:

• Question — the label volunteers see.
• Answer type — Text answer, Dropdown (pick one) with your own options (one per line), or Checkbox (yes/no).
• Required — volunteers must answer before they can sign up. For a checkbox, required means it has to be ticked (e.g. "I can be there from 07:00").

Use the arrows to change the order, Edit to change a question, or Delete to remove it. Renaming a question or changing its options keeps the answers already given; deleting a question hides its answers.

The answers appear as extra columns in the Confirmed signups table, the PDF and the print view. For dropdown and checkbox questions, a summary above the table counts the answers across confirmed volunteers — e.g. how many of each t-shirt size to order.

Managing signups

Two lists on the Volunteers page track where each signup is:

• Pending confirmation — people who submitted the form but haven't clicked the confirmation link yet (shown only when there are any). You can Resend the confirmation email (which gives them a fresh 7 days) or Cancel the signup from here. Signups that aren't confirmed within 7 days drop off this list.
• Confirmed signups — everyone who has confirmed. This is your actual volunteer list: name, email, phone, notes, answers to your own questions, and confirmation date. Use Copy all emails to grab every confirmed volunteer's email address at once for your own mailing list or reminder emails.

No account is ever created for a volunteer — the Confirmed signups table is the complete record of who's helping.

Stations

Stations represent the jobs or posts you need covered — e.g. "Water Station 2," "Sled Push Marshal," "Registration Desk."

Click New station to create one:

• Name (required)
• Start time and End time (both optional — a station doesn't need fixed shift times)
• Description (optional — notes on what the job involves)

Each station card shows how many volunteers are currently assigned to it. Use Edit to change a station or Delete to remove it.

Assigning volunteers to stations

Assignment happens from the Confirmed signups table. The Assign to station and Select unassigned buttons appear once you've created at least one station.

1. Tick the checkbox next to each volunteer you want to assign (clicking anywhere on the row toggles its checkbox).
2. Click Assign to station and pick the station from the dropdown.

That volunteer now shows up as a badge under that station, and the station's name appears in the Stations column of the signups table. To assign someone to more than one station, just select them again and pick another station.

Finding who still needs a station

The Confirmed signups header shows a running count — "X assigned · Y unassigned" — and any unassigned row is marked with an amber Unassigned badge instead of a station name. Click Select unassigned to check every not-yet-assigned volunteer in one go, so you can pick a station and clear the backlog quickly.

Removing an assignment

Click the × on a volunteer's station badge — either from their row in Confirmed signups or from the station's own card — to unassign them. This doesn't remove the signup, just that station assignment.

Printing or exporting the roster

Two buttons at the top of the Volunteers page produce the same content in different formats — every station with its assigned volunteers' full details (name, email, phone, notes), followed by a list of any still-unassigned confirmed volunteers:

• Download PDF — generates and downloads a PDF file immediately.
• Print — opens a print-friendly page in a new tab; use your browser's print dialog to print it or save it as a PDF yourself.

Either is a handy sheet to hand to your on-site team on race day so everyone knows who's working which station and how to reach them.