This feature is available on the Pro Plan.

If you’re organizing a volunteer event for a company or group, there’s usually a leader coordinating on their side. If they reach out to schedule 15 spots for an upcoming date but don’t have all the names yet, Groups can be a big help.

With Groups, you can easily reserve those spots and share a unique signup link with the group leader so they can pass it along to their team. This way, people can sign up individually, and you’ll gather all the necessary names and info as they come in. Even if not everyone has signed up, you’ll still have those spots reserved for them.

Before assigning a group to an event or shift, make sure the group is added to Directory > Groups. Once that’s done, open the event or shift schedule you’d like to assign them to and follow the instructions below depending on your opportunity type:

Single event: From the Signups view, click the Assign button.

Repeating event: From the Signups view, click the date (in blue text) to select the correct occurrence, then click the Assign button.

Event with shifts: From the Shifts view, click on the specific shift to open the shift card, then click the Assign button.

Schedule: From the Shifts view, click on the shift you wish to assign, open the shift card, and click the Assign button.

This will open a popup. At the top, use the dropdown to switch from Active Volunteers (or Qualified) to Groups.

This will display the list of groups available for assigning. You can use the search bar to find a specific group, or, if needed, you’ll be prompted to add a new group.

Select the group, and a popup will appear asking how many people will be volunteering—or in other words, how many spots you need to reserve for this group. If this group has volunteered before and has members listed, you’ll see those names available for assignment to this activity. However, assigning individuals isn’t required, so you can skip this step if you prefer.

There’s also a checkbox labeled Group leader is volunteering. If you check this box, the group leader will be listed as a volunteer and credited hours for this activity; if left unchecked, they’ll remain the group’s team leader without being assigned to the specific activity. This flexibility is helpful since the group leader, especially in company settings, often coordinates rather than participates.

Finally, decide whether you’d like Timecounts to create a private signup page for this group. This is optional and only needed if the group prefers its own page for sharing and getting signups or if you require it to gather names and details for each volunteer.

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Once you press Save, the group will appear in the Selected column. You can then assign other groups or volunteers before clicking the Assign to This Shift button. If you need to adjust the number of volunteers, remove the group and add it again with the updated number.

You’ll see it added to the shift card, updating the number of spots reserved. Two icons appear next to it: a pencil icon to edit the number of volunteers reserved for this group, and a share icon to copy the URL and provide it to the group leader for signups.

This is an example of a group signup page. The group’s name is displayed below the event or position name of the shift.