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.
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. No account needed — volunteers click straight through.
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.