Coordinate a volunteer group
Run a single volunteer group — review, check in, and pull in helpers — without needing admin access to the organisation.
An organiser can hand you a group of volunteers to run — a bar crew, a door team, a setup squad — as its coordinator. You manage just that group: reviewing who joins, checking people in, and pulling in extra hands. You don't need an admin role in the organisation, and you can't see or touch anything outside your group.
Getting the invite
An organiser assigns you by email. If you already have an Ithas Fire account, you become a coordinator straight away. If you don't, you'll get an email inviting you to finish setting up an account with that address — once you do, you're coordinating.
Either way, the "you're coordinating…" email links straight to your coordinator console for that ask. Open that link to get started; bookmark it if you'll come back to it.
What you can do
Your console shows only your group (or groups, if you run more than one for the same ask) — its members and their status. From there you can:
- Review applications — approve or reject people who applied to your group.
- Check volunteers in — mark them present when they arrive, so their hours are recorded.
- Pull in helpers — approved volunteers who aren't in any group yet sit in the ask's general pool. Use Pull into {your group} to bring one into your group, and release a member back to the pool if plans change.
- Broadcast to your group — send a one-way announcement (a meeting point, a time change, a thank-you) to everyone in your group by email and in-app notification.
If a volunteer has been promised a comp ticket, you'll see their reward status on the roster — Comp granted, Comp used, or Comp voided — but only the organiser's finance team can set up or change rewards.
What you can't do
Coordinator access is deliberately narrow. You can't edit the ask itself, create or rename roles or groups, assign other coordinators, or act on volunteers in anyone else's group. Trying to reach another group's volunteers returns a "forbidden" message — that's the boundary working, not a bug.
What can go wrong
- "Forbidden" when opening the console — you're signed in as someone other than the account the organiser invited. Sign in with the invited email address.
- No pool to pull from — every approved volunteer is already in a group, or none have been approved yet. Approve applicants to your group first, or ask the organiser to route more people your way.
- You can't find the reward settings — that's expected. Coordinators see comp status but never configure comps; that lives with the organiser's finance team.
For the organiser's side of this — creating the ask, groups, and assigning you — see recruit standing volunteers.