Everything APEasy does, from planning to the big day.
A full tour of the app, in the order you'll use it: build the schedule, share the link, follow sign-ups, run the big day. Every plan includes all of it, unless stated otherwise.
01 · Plan
Build the schedule without starting from scratch.
Roles, slots, number of spots: the schedule takes a few minutes to set up, and it's still there for next year.
Roles and time slots
One role per post (welcome desk, refreshments, till…), split into time slots with their number of spots, or unlimited spots. You can change the capacity of a whole role in one go.
Your usual roles, suggested
When you create an event, APEasy suggests the roles your association has already used. One click to reuse them.
One day or several
A tournament weekend, a festival week: each day has its own slots, and a slot can run past midnight.
Depends on the plan →Internal roles
A role can stay hidden from volunteers: the committee places people in it, from the reassignment screen.
Draft, then publish
While the event is a draft, no volunteer can see it. You publish it when everything is ready.
A sign-up form your way
On top of name and email: a free note with your own prompt (“Any allergy we should know about?”), and a phone number, optional or required.
A readiness score
The overview rates the event (roles created, slots filled, settings done) and gathers the key figures: roles, slots, volunteers, fill rate.
Duplicate from one year to the next
Roles, slots and capacities are copied over, sign-ups are not. Slots move to the new date and keep their times.
Included in Peace of Mind, Large format, Full season, and Tailor-made →
02 · Share
One link, wherever your volunteers already are.
No app to install, no account to create: a link or a QR code is enough, in the WhatsApp group, the school newsletter or on a poster.
Link and QR code
Copy the link or share it straight from your phone. The QR code downloads as SVG for a printed poster, or PNG for the web.
Access codes that are easy to find
Each code has a name (“School fair 2026”). Once the event is over, you archive it: it no longer gives access, but stays in the history.
The volunteer view, before you send
Open the sign-up page as your volunteers will see it, to check roles and times before sharing the link.
The volunteer portal
A page in your association's name gathers all your open events, as a list or a calendar. One link for the whole season.
Included in Large format, Full season, and Tailor-made →
03 · For volunteers
Thirty seconds to sign up.
The volunteer opens the link on their phone, picks their slots and leaves their name and email. No account, no password.
No account, no app
The sign-up page opens in the browser, on any phone. Everyone sees the spots left and who has already signed up, with first name and last initial.
No overlapping slots
If a volunteer picks a slot that overlaps one they're already signed up for, APEasy tells them before they confirm.
A confirmation email
The volunteer immediately gets a summary of their slots, with the link to their personal space.
Their own space, via a magic link
From the link in the email, they find their slots and can cancel one themselves, as long as sign-ups are open.
Emails in their language
A volunteer who signs up in English gets their emails in English. Nothing for the committee to set up.
04 · Track
Empty slots stand out at a glance.
Sign-ups come in live. You see right away what's missing, and you send a reminder in one click.
Sign-ups, both ways round
By slot to prepare the big day, by volunteer to spot those doing too much. Filters, search, and a tap-to-call phone number if you asked for it.
The timeline
A grid of roles against hours, coloured by fill rate: you see at a glance when each post is covered. It exports to Excel.
Statistics
The sign-up curve, the time to the first one, the peak day, cancellations, fill rate by role and the hours when sign-ups come in.
One-click reminders
One email to every confirmed volunteer, with a summary of their slots: at launch, a week before or the day before. Send yourself a test first to proofread it.
The email digest
New sign-ups and cancellations, summed up in your inbox: daily, every three days or weekly. Each admin picks their own pace.
Excel export
The list of sign-ups as an Excel file, ready to print or pass on.
The association's calendar
All your events month by month, with their status: active, draft or archived.
05 · Stay in control
Self-service, with the organiser having the last word.
Volunteers sign themselves up. You keep control to move people, add them or freeze the list.
Reassignment
Move one or more volunteers from one slot to another, including to an internal role, without them signing up again. The target slot doesn't exist yet? Create it on the spot.
Adding someone by hand
Someone said yes in person? Sign them up yourself on their slot, even without an email address and even after sign-ups have closed.
Closing sign-ups
The schedule is done: you freeze the list. The event stays visible, but nobody can take or cancel a slot any more. Reopen whenever you like.
Archiving
Once the event is over, it becomes read-only and leaves the main list. Its history can still be viewed.
06 · Event day
On the big day, it all fits on one screen.
No more hunting for the spreadsheet on the morning of the event: who is where, at what time, and what's still missing.
The event-day screen
Who is signed up for each slot, role by role. The current slot is highlighted and the screen scrolls to it. Slots with nobody on them are flagged.
The paper sheet
Pick the slots to print, leaving out the full ones in one go. The sheet lists who is signed up and leaves blank lines for people who sign up on the day.
Phone numbers at hand
If you asked for it at sign-up, each volunteer's number is one tap away in case something comes up.
07 · Your committee
Built for a committee that changes.
Several organisers this year, a new committee next year: the association keeps its history.
Several admins
Invite your co-organisers by email: they manage events with the same rights as you. You can suspend access without deleting the account.
Handing over
When the committee changes, you transfer ownership of the association to whoever takes over. Events and history stay in place.
Sign in with Google
Link your Google account to sign in with one click, with no password to remember.
Personal settings
Each admin chooses the language of their emails and how often they get the digest.
A guided tour on every screen
On each screen, a button starts a tour that walks through every element in a few steps.
An invoice for the treasurer
After each payment, the invoice arrives by email in Factur-X format. Payment method and invoices are managed in a secure Stripe space.
08 · Data
Your volunteers' data, well looked after.
These are your volunteers' contact details, not a file to exploit. They stay in France, and no longer than needed.
Hosted in France
The app and its database are hosted in France, in Paris.
Only what is needed, visible
Other volunteers only see the first name and last initial. Email and phone stay between the volunteer and the committee.
Automatic anonymisation
Some time after the event, volunteers' names and emails are erased automatically. The figures (sign-ups, fill rate) stay for your reports.
A data processing agreement
A GDPR-compliant data processing agreement (DPA) governs what we do with your volunteers' data.
In ten minutes, your link is ready.
Free for the first one, no credit card.Create the event, add the slots, share. Free for the first one, no credit card.
app.apeasy.fr/en/e/car-boot-sale
Car boot sale
- 📒 School newsletter
- 🖨️ QR code