Volunteer messages

Created on 07 Dec 2025

Volunteer messages

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

Shift messages

Some conversations are linked to a specific shift. This is useful when the message is only relevant to people working that shift (for example, a location change or last-minute instructions).

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.

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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.

Previewing recipient count

As you select a team (or all volunteers) and choose an assignment status filter, the system can show a preview of how many volunteers match.

Use this to:

• Confirm you’ve selected the right audience
• Avoid sending to more people than intended
• Target only confirmed volunteers for final instructions

Viewing message threads

The messages page groups conversations so you can find them quickly:

• Team messages – Organised by team
• Shift messages – Linked to a specific shift
• Event messages – Messages sent to all volunteers
• Direct messages – One-on-one conversations

Click any group to view the message threads, then open a thread to read and reply.

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.

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Visibility and permissions

What you can send and what you can see depends on your access:

• Team messages are available for teams you have access to.
• Event broadcasts require specific permission.
• Direct messages are used for individual conversations with a volunteer.

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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.

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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