Your members' schedule, built in minutes
Availability arrives over WhatsApp, your rules apply, and everyone receives their own shifts.
Free, no-commitment demo
A visual and intuitive schedule
Build your schedule in minutes, not hours.
10 positions, 4 days, 5 slots per position, that's 200 time slots. With Benevoo, you create your categories with colours and icons, then define your slots with a simple drag, to the quarter hour.
- Categories with colors, icons and multilingual descriptions
- Slots created by drag and drop
- Required headcount per slot: 2 at the bar, 6 in the kitchen...
- Members imported from Excel: up to 10,000 rows at once
- Flexible slots: someone available for only part of a slot still gets placed
- Reuse the slots of another event or of your Volunteers module
Everyone gets their questionnaire automatically
The questionnaire goes out automatically: your members tick their availability in 30 seconds, from their sofa.
Each member gets a personal link, ticks their availability and answers your questions, with no account and no app. Meanwhile, you watch the answers roll in.
- WhatsApp sending with automatic SMS fallback: nobody gets left out
- Questionnaire in 4 languages: English, French, German, Italian
- Availability by period (morning, afternoon, evening, night) or precise ranges, plus your custom questions
- One-click reminders, sent / delivered / read receipts
You choose who works with you
Candidates apply online. Nothing enters your schedule until you've said yes.
Turn on application mode on your form: each person gives their preferred posts and availability, and answers your questions. You review each profile, accept or decline in one click, and the answer goes out by email on its own. The accepted person joins the group of your choice, availability included.
- Full profile: contact details, preferred posts, availability, answers
- Accept or decline in one click, answer sent by email
- The accepted person goes straight into the right group
- Declined applications kept from one event to the next
Your sign-ups, right on your own website
Copy a code, paste it on your website: your visitors sign up without ever leaving it.
Your club already has a website? Keep your visitors there. From your event page, copy the embed code and paste it into any page: the Benevoo form shows up there, sizes itself automatically and always stays up to date.
- Volunteer, activity or work schedule sign-up
- All your activities, or just one
- The block automatically adjusts to the height of its content
- Works on any website that accepts an HTML code block
The schedule obeys your rules
Emma always with Julie, Paul in charge of the bar, Jean never in the kitchen: say it once, the schedule complies.
Two members to keep apart, an inseparable pair, one person in charge per position, a category off-limits to someone: every requirement becomes a rule in two clicks. When generating, Benevoo places everyone according to availabilities AND rules, and warns you if two rules contradict each other.
- Bans, obligations, wishes: every requirement becomes a rule
- Incompatible people, inseparable pairs, a person in charge per category
- Max hours, minimum rest, allowed days, required tags: licence, adult...
- Conflicts between rules detected and explained before generation
- Balanced closing shifts: it's no longer always the same people closing the bar
One click, and the schedule is created automatically
Availabilities respected, rules applied, hours balanced: no one will be able to call it unfair.
No more puzzle evenings: the algorithm distributes the slots while balancing everyone's hours, within a few minutes of each other. Need to move someone? Everything adjusts by drag and drop, and the counters follow.
- Availabilities and rules respected 100%
- Hours equalised between members: optimal fairness, proven by the maths
- Free fine-tuning by drag and drop, the counters follow instantly
- New answers? Complete the schedule without overwriting what exists
Everyone gets their shifts on WhatsApp
One button, and your 34 members each receive their slots. You see who received them, who read them.
Each member receives only their own slots, adds them to their calendar in one tap and keeps a link to the full schedule, always up to date. The tracking board tells you who received, who read, who to remind.
- Personal message: everyone sees only their own shifts
- Automatic SMS fallback for members without WhatsApp
- Precise sent / delivered / read tracking: you know where you stand
- Public link to the full schedule, up to date even after your tweaks
- Add to calendar in one tap, straight from the message
Can't make it? They sort it out themselves
Julie can no longer do Saturday, Marc can: they swap their shifts without a single call to the committee.
From their personal link, each member offers to hand over their shift or swap it for someone else's. The other person receives the request on WhatsApp and accepts or declines in one tap. Until they answer, nothing changes; as soon as they accept, the schedule updates itself.
- Give up your place, or swap two shifts
- Request received on WhatsApp, tracked as sent, delivered, read
- Nothing changes without both people agreeing
- Every swap stays visible in the member's profile
Badges in your colours, printed for you
Photo, logo, themed background: you design your badges in a few clicks, we print them and send them to you.
Choose a background from more than fifty themes (mountains, football, brass band, vineyard...) or upload your own, add your logo and everyone's photo. The preview matches the printed badge exactly. Then order your PVC cards with QR code, lanyard included: Benevoo makes them and delivers them to you, ready to wear.
- Over 50 themed backgrounds, or your own image
- Everyone's photo, uploaded by the person themselves
- Single or double-sided, in colour or black and white
- PVC cards with QR code and lanyard, delivered or for pick-up
- The same QR code is used for check-in and vouchers on event day
One scan, and everything is sorted
The badge becomes everyone's key: attendance, drink vouchers and access to zones, in a single gesture.
On event day, scan the badge with any phone. Benevoo recognises the person, confirms their attendance on their shift, deducts their vouchers (drink, meal, credit) and tells you in big letters whether they can enter a controlled zone: backstage, bar, till.
- Attendance confirmed on the right shift, in one gesture
- Drink, meal or franc-credit vouchers, received as PDF and deducted when scanned
- Access zones: allowed or denied, with the reason shown
- Control log: who entered where, and at what time
- No app to install: the phone browser is enough
Your membership fees come in on their own
One payment link per member, TWINT or card: you see live who has paid and remind the others in one click.
Set up your fee with a single amount or a grid (active member, junior, supporter...), or ask everyone for a free amount for a trip or a dinner. Each member receives their personal link and pays in a few seconds. Tracking updates itself and the money is paid out to you.
- Single amount or a grid of items by profile
- Free payment requests: trip, dinner, equipment
- TWINT, card or QR bill
- Paid, overdue: remind unpaid members in one click
- Paid in cash? Mark it as paid by hand
Everyone's hours, in black and white
The hours count computes itself: export it as a PDF whenever the committee asks.
Total per member, detail per category, overview of the whole event: everything flows automatically from the schedule. One click produces a clean PDF to archive or hand out.
- Worked hours computed automatically for every member
- Detail per category: who ran the bar, who was on setup
- PDF export of the full schedule and the hours count
- History kept to value your regulars year after year
- Hours outside the event (set-up, cleaning) included in the count
Swiss and Fribourg-made solution