Event planning software for crew and volunteers

We know from experience that if you inform everyone (colleagues, volunteers, everyone!) clearly and completely, almost everyone will understand it right away without extra help. That is why we have created a text that can serve as a basis for the first email you send to your people to tell them about TopRooster. You can, of course, adapt that text as much as you like, but at least you will be clear and complete.

Send that first email from your own system and not via TopRooster, because people are not familiar with TopRooster yet and they might classify the email as spam or unwanted. If you click here that base text appears so you can copy it.

If you simply leave all the settings as they are, your schedule will work just fine. It is a choice to start working with it now or to do so later. Don't worry: whatever you choose, you can still change and configure all those things later.

Via Management, Blueprints, you will find tips and tricks for building efficiently (that explanatory text is at the top and you can expand and collapse it using the blue arrow). From there, you can copy your weekly schedule(s) super fast to weeks or months in your schedule. If you feel this step is taking up a lot of your time, call us for free support, because there is probably an even smarter/more efficient way. You can set up the entire annual schedule in 10 minutes.
After that, you can make further changes at the date level in Mijn TopRooster (such as adding Day and Line information and adding or removing Days or Lines), so that all 'exceptions' (compared to the Blueprint) are also neatly displayed in the schedule.

NB: Before copying a Blueprint or weekly schedule to (a large part of) your schedule, it is helpful to have decided whether or not you will be working with User Groups. Read point 6 'Why should I or should I not use User Groups?' under 'Service' (you must be logged in to do this) and then under 'Administrator FAQ'.

NB2: Please give us a call and always ask us – just before you start filling your schedule with your blueprint week(s) – if we could take a look at it (our support is free!). It is important that your blueprint is optimally structured in all respects to prevent you from having to manually review your schedule every week later to implement a change.

Everyone who needs to be able to log in and/or be scheduled must be added to the User Overview. This can be done per user or with a simple import from an Excel sheet. At a minimum, a first name and an email address are required. Adding a last name is very useful for various reasons. However, information such as home address, date of birth, and, for example, an emergency telephone number (the list is unlimited!) can also be handy. If you put all that extra information directly into the Excel sheet to be imported, it will all be transferred to TopRooster immediately and effortlessly. This is convenient, because TopRooster can then be your central place for everything you want to register regarding your people (you can, incidentally, always add extra information afterwards, but then that has to be done 'manually'). You can import such an Excel sheet yourself, but you can also ask us to do it for you (free of charge and without obligation, of course, even during the free trial period).