Volunteer messages

Created on 07 Dec 2025

The messaging system allows organisers to communicate with volunteers and enables volunteers to send messages back through their personal portal.

Message types

Team messages

Send a message to all volunteers assigned to a specific team. Useful for:

• Team briefings and updates
• Role-specific instructions
• Coordination within a team

Event broadcasts

Send a message to all volunteers across the entire event. Requires broadcast permission. Use for:

• General announcements
• Event-wide updates
• Important reminders

Direct messages

One-on-one conversations with individual volunteers. These appear in the volunteer's portal and allow two-way communication. To send a direct message, visit the volunteer's details page and select the appropriate quick action.

Sending messages (organisers)

Creating a new message

1. Navigate to Volunteers → Messages within your event
2. Click New message
3. Select recipients:
   • Choose a specific team, or
   • Select All volunteers (if you have broadcast permission)
4. Filter by assignment status (optional):
   • All – Everyone with a shift assignment
   • Confirmed – Only volunteers who have confirmed
   • Pending – Only volunteers awaiting confirmation
   • Completed – Only volunteers who have completed shifts
5. Enter a subject and message
6. Click Send

The system shows how many volunteers will receive the message before you send.

Viewing message threads

The messages page groups conversations by type:

• Team messages – Organised by team
• Event messages – Broadcasts to all volunteers
• Direct messages – Individual conversations

Click any group to view the message threads and replies.

Replying to messages

1. Click on a message thread to open it
2. Type your reply in the text box
3. Click Send

Volunteers receive a notification when you reply.

Volunteer portal (for volunteers)

Volunteers can access their messages through their personal portal link.

Viewing messages

1. Open your volunteer portal link (sent via email)
2. Click Messages in the navigation
3. View all messages from organisers

Sending a new message

1. Click New message in the portal
2. Choose message type:
   • Direct message – Send to event organisers
   • Team message – Send to your team (visible to team leads)
3. Enter a subject and message
4. Click Send

Replying to messages

1. Open a message thread
2. Type your reply
3. Click Send

Organisers are notified when you reply.

Tips

• Use team messages for team-specific info – Keeps communication relevant
• Use broadcasts sparingly – Reserve for important event-wide announcements
• Check assignment status – Filter to reach only confirmed volunteers for final instructions
• Encourage portal use – Remind volunteers they can message back through their portal
• Review direct messages – Check for volunteer questions or concerns regularly