The right email, at the right time
EventRota handles all the transactional email so you don't have to. Volunteers are invited, confirmed, reminded, and kept up to date — automatically.
How it works
The right email at every stage
As you run your event, EventRota sends each message automatically — you just take the action.
Invite your team
Send invites by email or share a join link.
Collect availability
Volunteers mark when they can help; nudge anyone who hasn’t.
Build & publish the rota
Assign people, then publish to send everyone their shifts.
Run the event
Post updates, fill gaps, and notify any rota changes.
Before sending a bulk email, you can preview the recipient list and uncheck anyone you don't want to email.
See them in action
Clean, branded emails your team will actually read
Mobile-friendly, on-brand, and straight to the point.
EventRota <info@updates.eventrota.com>
You're invited to help at Spring Regatta
Tap to accept or decline — set up in one step
Hi Sam,
Alex has invited you to volunteer at Spring Regatta on Sat 14 Jun.
EventRota <info@updates.eventrota.com>
Your schedule for Spring Regatta is ready
Here are your shifts
Hi Sam, your rota is published. Here's your schedule:
EventRota <info@updates.eventrota.com>
Reminder: set your availability
2 of 6 shifts marked
Hi Sam, please let us know when you can help at Spring Regatta.
2 of 6 shifts marked
For volunteers
Emails your team receives
Sent automatically when the relevant action is taken — no manual sending required.
Event invitation
When an organiser invites them to the event
A personal invite with a direct link to their event page. Accepting sets up their free account in one step — no separate sign-up form.
Shift confirmation
When they are assigned to a position
Confirms exactly which shift and position they have been assigned to, with the date and time.
Rota published
When the rota goes live
Lets volunteers know their schedule is ready to view, with a link to their personal event page.
Rota updated
When their shift changes after the rota is published
Notifies volunteers if their assignment changes so they always have the latest information.
Event update
When the organiser posts an announcement
Delivers the full announcement text so volunteers stay informed even if they haven't checked the app.
New document
When the organiser shares a file
Notifies volunteers that a new briefing, map, or handbook is available, with a direct download link.
Availability reminder
When the organiser sends a reminder
A nudge to volunteers who haven't yet marked their availability, so the organiser can finalise the rota.
Gap alert — volunteers needed
When the organiser sends a gap alert
Asks available volunteers to step in for unfilled positions, listing exactly which shifts still need covering.
For organisers
Emails you receive
EventRota keeps you in the loop when something needs your attention.
Availability changed
When an assigned volunteer changes their availability
Flags exactly which shifts were affected so the organiser can review and reassign if needed. Only sent when the volunteer has an active assignment.
Stop chasing. Start organising.
Free for up to 10 people per event. No credit card required.