GateOne

The complete walkthrough · Volunteers

Recruit the team.
Approve them.
Run the day.

A real, end-to-end run-through of volunteers on an existing event — turning it on, setting roles, the sign-up page, an application, the emails, approval, and a team broadcast. Built from live screens of US TEST SUMMIT.

Prepared for
Event organizers
GateOne Volunteers · Walkthrough · July 2026 Opt-in · own sign-up page · roles · approve · broadcast

The route

From “off” to a full crew.

01Turn volunteers on 02The Volunteers tab 03Set roles 04A volunteer applies 05Received & emailed 06Approve & assign 07Broadcast the team
Volunteers is opt-in

It's off by default — you switch it on per event. Once on, volunteers get their own sign-up page, separate from ticket buyers, and a new Volunteers tab appears on the event.

1Turn volunteers on

One toggle in Settings.

Open the event's Settings tab and scroll to Volunteers & vendors. Flip Accept volunteers on (and keep Require approval on so you vet each one), then Save changes.

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Accept volunteers. The toggle — “Let people sign up to help run the event” — plus Require approval before confirming. Save.
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Reload → it's there. A new Volunteers tile (0 · unlimited) joins the stats, and a Volunteers tab appears in the strip.
2The Volunteers tab

Share, roles, message, applications.

The tab has everything in one place: a share link/QR for volunteers (separate from the attendee link), a roles editor, a broadcast box, and the applications list.

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Everything in one tab. “Share with volunteers — they apply through their own form.” Below: Volunteer roles, Message volunteers, and the applications list (empty for now).
3Set roles

Optional — but they shape the form.

With no roles set, the sign-up form just asks for name and contact. Add roles (each with a capacity) and they become a dropdown on the volunteer's form, showing how many slots are left.

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No roles yet. The public form is minimal — name, email, phone, Apply to volunteer.
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Add roles + capacity. In the Volunteer roles card: Usher (5), Gate attendants (10), General purpose (20) — each shows “0 assigned · N left”.
4A volunteer applies

Their own sign-up page.

Now the form offers a role pick. A volunteer opens the link, chooses where they'd like to help, and applies — no account needed.

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Pick a role. “Role you're hoping to help with (optional)” — Usher (5 left), Gate attendants (10 left), General purpose (20 left). Their pick is a hint; you decide the final role at approval.
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Apply. Name, email, phone, role — Charles Opoku Agyemang applies as Usher, then Apply to volunteer.
5Received & emailed

They get a reference and an email.

The volunteer lands on a confirmation with a booking reference, and an email arrives from your own sender — so they know it's in the queue.

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Application received. “Your application is being reviewed.” A booking reference (VOL-NDSXVZ) to quote, the volunteer's name, an organiser contact, and Add to calendar.
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The email. “Application received: US TEST SUMMIT” — “Hi Charles, thanks for applying to volunteer… we'll let you know.” with a Check your application status button.
6Approve & assign

You vet, then confirm the role.

Back in the Volunteers tab, the application sits as Pending Review. Approving lets you assign the final role — their pick is just a hint.

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Pending Review. The applications table — Charles Opoku Agyemang · Volunteer · Pending Review · Approve.
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Assign a role. The approve dialog: pick the confirmed role — Usher (5 left) — then Approve.
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Confirmed. The row flips to Confirmed · Usher, and the action becomes Mark present for the day of.
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Their approval email. “You're approved — approved as Usher. You're on staff for this event — no door check-in for you.”
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Their volunteer pass. A page showing APPROVED ROLE · Usher, the booking reference, and Add to calendar — their proof of a slot.
7Broadcast the team

One message to every volunteer.

The Message volunteers box blasts all confirmed volunteers over email, SMS or WhatsApp — with merge tags like {{first_name}} so it reads personally.

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Write & send. “Hi {{first_name}}, God bless you for volunteering — we meet at 8am at the junction tomorrow morning, please be there.” Pick channels, Send to volunteers.
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It lands. Each volunteer gets it from your sender — “Hi Charles, God bless you for volunteering…”. One-way blast, personalised.
That's the volunteer loop

Turn it on → set roles → share the link → they apply → you approve & assign → broadcast the plan. On the day, approved volunteers are already “on staff” — no door check-in needed for them.

End to end

The whole thing, in one line.

Enable
Settings toggle
→
Roles
usher · gate…
→
Share
their own form
→
Apply
ref + email
→
Approve
assign role
→
Broadcast
rally the team

Every event, a crew in minutes.

Volunteers is one toggle away on any event. Vendors works the same way — a sign-up page, applications, and approval — and it's next.

Guide
GateOne · Volunteers
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Support
info@gateoneevents.com
GateOne Volunteers — organizer walkthrough. Screens are real captures of a test event (US TEST SUMMIT) on staging. Volunteers is opt-in per event; approved volunteers are staff and skip door check-in. Prepared July 2026.