After signing up as a volunteer, it can feel like nothing is happening, especially as the event date gets closer. This article explains how shift assignment and communication works, and what to do if you haven't heard back.
How volunteer shift assignment works
When you register as a volunteer through the Staff Portal, your registration is received by the event organiser. However, shift assignment is a manual step done by the organiser and it does not happen automatically after registration.
The process typically looks like this:
You register your availability and preferences via the Staff Portal.
The organiser reviews registrations and assigns volunteers to specific shifts and zones.
Once assigned, the organiser sends a briefing email via In2event containing your shift details, location, and any other relevant information.
What communication should I expect?
You will receive a briefing email from the event organiser once your shift has been confirmed. This email typically includes:
Your assigned shift(s) and times
Your location or zone within the event
Practical information about parking, accreditation pick-up, and contact persons
Any specific instructions for your role
Note: The timing of this briefing depends entirely on the organiser's planning process. Some events send briefings weeks in advance; others send them just a few days before the event.
I haven't received anything, what should I do?
If the event date is approaching and you haven't received a briefing or shift confirmation, we recommend:
Check your spam/junk folder. Briefing emails are sometimes filtered by email clients.
Contact the event organiser directly. The organiser manages all volunteer scheduling. In2event's support team does not have access to individual shift assignments or scheduling decisions. Only the event organiser can confirm your status.
The contact details for the event organiser can usually be found on the event's official website or on the confirmation email you received when you first registered.
I'm an organiser: how do I notify volunteers about their shifts?
To send shift information to your volunteers, use the Briefings module in In2event:
Go to your event and open Briefings in the left menu.
Create or select a briefing template set to Volunteer type.
Add the relevant shift details, zones, and practical information.
Send the briefing to all assigned volunteers, or to specific segments.
For more details, see Create a briefing template and the related articles on sending briefings.