How can I recruit volunteers?

Modified on Mon, 22 Dec, 2025 at 2:37 PM

To recruit volunteers, you’ll need to add tasks to your event.

From your event management menu, select Tasks for volunteers, which can be found under:
Admin > Events > Manage (choose the relevant event).

You can add tasks in two ways:

Add single tasks
Add bulk tasks

Option 1: Add Single Tasks

Single tasks are ideal when you need to create specific roles or one-off volunteer opportunities.

To add a single task, select Add task from the manage menu.

You can then complete the following fields:

Organisers	You can assign up to four organisers to a task. These people will have access to the volunteer report for this specific task when they log in to the PTA Events website.
Task Group	(Optional) Assigning a task group allows you to categorise related tasks together, making them easier to manage and display.
Task Name	Enter a short, clear name for the task. Examples: School Disco Helpers Hook a Duck If you need to provide more detail, use the task description field. Note: The task start and end times are always displayed alongside the task name, so you can use the same name for multiple time slots if needed.
Task Description	Use this field to provide additional information about the task.
Message to Volunteers	This message appears in the confirmation email sent when someone volunteers. You can use it to thank volunteers or share further instructions related to the task.
No of Volunteers Required	Specify how many volunteers are needed to run the task effectively (for example, 20 helpers for a disco).
Hide no helpers required	If selected, the number of volunteers required will not be displayed where the task appears.
Sort order	Enter a value here to control the order in which tasks are displayed.
Required by date	This is the cut-off date and time for volunteers to sign up. After this point, the task will no longer be shown to your community, allowing you to decide whether you have enough volunteers.
Task start date	The date and time the task begins.
Task end date	The date and time the task ends.

Once all required information has been entered, click Add task to save.

Option 2: Add Bulk Tasks

Bulk tasks allow you to create multiple tasks at once and are especially useful for creating time slots across the duration of an event.

To add bulk tasks, select Add bulk tasks from the manage menu.

For each set of bulk tasks, you can define the following:

Task for Event Set Up	If selected, a task will automatically be created for event set-up.
Task for Event Set Down	If selected, a task will automatically be created for event set-down.
Organiser	Choose an organiser from the list of registered customers on your website.
Task Name	Enter the task name (for example, BBQ Cooks or Bar). The system will automatically display the time slot alongside the task name, so there’s no need to include times here.
Number of Volunteers (per slot)	Specify how many volunteers are required for each time slot.
Slot Time (mins)	Set the duration of each time slot.

Example:
You might create:

BBQ Cooks tasks every 30 minutes between the event start and end times, with 2 volunteers per slot.
Bar tasks every 60 minutes, with 3 volunteers per slot.

When ready, click Add tasks to create them.
All tasks will then appear in your task list, where you can edit them further by clicking on the task name. You can also continue adding single tasks or create additional bulk tasks.