Good templates are gold!
To carry out a good event, one must plan very well. We want to help you a little along the way, and have made some templates for you
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Complete solution for staffing at festivals and cultural events
Mobilize CULTURE is an optimized solution for recruitment, organization, communication, collaboration, staffing and scheduling of crew and volunteers. All in one smart, easy-to-use online tool.
This is what our customers say:
"We needed something that was interactive, robust and efficient, and that we could grow with. ... Then we came across Mobilise and it was almost like coming home. "
Anders Tangen
Øyafestivalen
Anders Tangen
Øyafestivalen
"In my view, Mobilise is a complete solution. The advantage is that I can rather opt out of functions, instead of missing functions."
Fluff Abrahamsson
Way Out West
Fluff Abrahamsson
Way Out West
"If you're carrying out a major sports event, it is very easy to get a complete overview with Mobilise."
Ingrid Vaaler Tømmervold
Over Oslo
Ingrid Vaaler Tømmervold
Over Oslo
Since 2011 we have helped 100s of festivals - here you see some:
MOBILISE provides increased quality, better control and reduced risk.
Mobilise is:
- Favorably priced
- Easy to access
- Neat and navigable
- Time saving
- Risk reductioning
- Continuity-creating
Mobilise provides:
- All functions in one place
- Full privacy according to GDPR
- Competence assurance
- Professional impression
- Fast and correct support
A complete solution, combined with experience and expertise
Mobilize CULTURE is a complete solution for the recruitment and administration of temporary and permanent personnel. The system covers all the necessary processes from A to Z, through one and the same solution. The solution has already been used by over 500,000 users throughout the Nordic region.
A complete solution, combined with experience and expertise
Mobilise CULTURE is a complete system for recruitment and administration of permanent and temporary personnel. The system covers all the necessary processes from A to Z, through one and the same solution. The solution has already been used by over 500,000 users throughout the Nordic region.
Plan
Plan
The Mobilise Way - System and competence
Mobilise is a long-term partner who is with you all the way. Our team has long experience and high competence in "workforce management". Together with you, we make a plan for how to optimize and streamline the processes, so that it becomes a strategic tool for the organization.
Status - where are you and where do you want to go?
Before you can work out a plan of where you want to be, it is wise to know where you are. Together with our customers, we analyze current work processes and map opportunities. This forms the basis for the way forward. Together we make a plan, define goals, KPIs and measurement methods and implement the necessary measures.
With well-thought-out strategy and plans, targeted measures and good tools, the prerequisites for success are increased considerably,
Mobilise has a very flexible recruitment system, which can be easily configured to meet different needs and processes. Invite former volunteers to join again, get the right contact information and delegate responsibility for selection - without losing track.
Registration Form
Mobilise offers ready-made form templates that can be used immediately or adapted to your needs. Schema adapts to all types of screens and can be offered in several languages. Registration form is "smart" and will be able to direct the candidates to appropriate groups based on specified criteria. Ex. If the group requires you to be over 18 and the candidate is under 18, they will not be able to apply to this group. Automatic email confirmation on all submitted submissions.
Access controlled and efficient processing of registrations
The administration desk provides a good overview of all applications, counts against the needs and makes it easy to handle larger quantities of applicants at a time. Administrators can grant access to team leaders, allowing them to select their own personnel. The administration desk can be customized to the individual administrator / group manager's needs with what data to display.
Different methods for processing applications
Each customer can choose the procedure that best suits their event. Should anyone registering automatically be approved without any manual processing? Do you want to send out an offer letter to each applicant, which requires acceptance before being activated? Do you want a prioritized application process or that people can be approved in several groups? Most things are possible and the administration desk and process can be easily configured to get it exactly the way you want it.
Retriev additional information when you need it!
Do you need to know the t-shirt size or information of the relatives of your staff? If you need to obtain additional information after people have submitted their registration, you can activate the collection of this data after they have been activated. Not all information should be included in a registration form - some information one only wants to know about the ones that will actually work for you.
Privacy
The entire application process is carefully evaluated against the privacy policy and our advisors will ensure that you are in compliance with the regulations both in terms of information you collect and how they are processed, who has access to them, how they are stored and that you have the consent you need. Through Mobilise there should never be any doubt whether you operate within the regulations or not.
Reports and dashboards
Mobilise's reports give you a good overview of the entire recruitment process and provide you with useful KPIs that can be used as a basis for comparison.
Training of resources = good investment
Well-informed, qualified and trained resources are better placed to do a better job for your event, and they help increase quality and reduce unnecessary risk.
E-learning program
Through the e-learning module in Mobilise, you can set up different e-learning programs for different groups and test whether they have read and understood the information you have sent them. One can set up full-fledged e-learning programs that include pictures, video and questions.
Ensures that you have qualified personnel for the tasks
If you want to ensure that you have qualified personnel for some tasks, you can use e-learning to verify that they have sufficient knowledge and competence about the job they are to solve. For example, it is a good idea for everyone who works with alcohol serving to know the bar rules - then you can set up a test with xx number of questions and demand that they pass this test. Only when they pass the test will they be assigned the role of bartender. When you later make shifts for the bar group, you can set that only those with the role of "bartender" will be allowed to sign up for bar shifts. Those who do not pass the test will then not be offered to work bar shifts. You can at any time see who has passed and not and thus either run an extra training on those who have not passed or set them to other tasks that they are better suited to.
Create surveys and evaluations
The e-learning module can also be used to create surveys and evaluations of the resources during and after the event has been completed. All answers can be retrieved in Excel for further processing and reporting.
Execute
Execute
Reach your resources with our simple communication tools
Reach your resources with our simple communication tools. If your staff does not receive or read the information you send - it is doubtful that they can do a good job for you. It is therefore important that communication is not controlled by chance. Our simple communication tools help to reach your resources, and can follow up on those who do not get information. On a separate "My Page" you will find all relevant information related to their efforts.
All communication gathered in one place (My Page)
In Mobilise, all resources get access to a personal My Page. Here they have a full overview of all the information you send them, guards, e-learning, handbooks, invitations etc. My Page puts an end to emails that do not arrive or email threads.
If you want to create an invitation with registration, post a video, share an article, publish a document or set up an e-learning, you have the opportunity to do so. The system is set up with all the different tools you need to engage and inform your resources and have an overview of who needs to be followed up.
Easy to send messages
Mobilise's communication tools make it easy to share information with groups, individuals or use ready-made "system groups" (eg all those who are on duty today). You can send information to My Page, as an email, as an SMS or a combination.
Communication can be timed. This means that group leaders and administrators can post all information and messages in advance and the system ensures the right distribution for you.
The resources get the information they need - when they need it!
All information added to a group will be visible to anyone added to the group - regardless of when it is added. This way you ensure that everyone gets the right information and simplifies the work of group leaders.
Full control and traceability of everything you send
On all messages or information you send from the system, you get reading and sending reports that show you who is reading, who must be followed up or when email or SMS should fail. You can send reminders to those who have not read.
Follow the activity - reduce dropouts
As a group leader or administrator, you can easily see who is reading information and logging in to My Page. This gives you the opportunity to follow up on those who are not active and reduce the chance of dropping out.
The right person in the right place at the right time
The right person, in the right place - at the right time. Avoid cumbersome staffing processes and let your personnel solve this yourself. It saves you time, can reduce dropouts and increases the likelihood that your personnel will take on more shifts
Automated work shift schedule
In Mobilise's shift planning system, you can easily set up all shifts, define needs, qualifications and job descriptions. This can also be imported from Excel. If you activate the system's auto-manning function, the system will ensure that available resources are invited automatically, and that they can sign up for the guards / shifts that suit them. When a shift is full, the system will ensure that no one else can sign up for this shift. You can of course choose whether you want to staff manually as well - when necessary.
No double bookings - guaranteed!
The system does not allow double bookings, and the display of available guards and personnel will be automatically linked to availability. Personnel can themselves go to My Page and see their work shifts, which they have refused and which new ones they have the opportunity to sign up for.
Let personnel change work shifts themselves
When the plans change, a person on My Page can unsubscribe from a shift and rather sit on another shift that suits them better. The group leader will automatically be notified of this. The system ensures that other available resources can then sign up for the open space - so that it is filled with another.
Smart notification and reminder of work shifts
The system can send out automatic reminders to personnel before they go on duty. This helps to reduce dropouts and ensures that they are well informed about where to meet and what to do. The notification function is smart so that it does not send out SMS too late at night, at night when people are asleep or too early in the morning.
Check-in and check-out - who actually worked?
Knowing who has come to work is essential to be able to carry out a planned activity. This can be done at a central check-in, by each individual group leader or by the volunteer even when they are within the right area (using geolocation).
A separate dashboard is continuously updated, and you have a full overview of who and how many have come, who is missing, who is to come, and all other relevant data. You have a complete overview of the staff at all times.
Reports and dashboards
Linked to the on-call module, you get a number of dashboards and reports that give you the basis you need for reporting, time sheets, salary and payment basis for selected groups and resources etc. By using check-in and check-out of personnel, the system will be able to give you an overview down to the hourly level of the individual resource.
Automate logistics and get total control
The accreditation system automates the logistics around registration, allocation and distribution of tickets, work passes, clothing, materials, hospitality, dining etc. Full control of everything - all in one place!
Dynamic and flexible - fits everything.
The accreditation module simplifies the administration of the allocation and distribution of accreditation objects. This can be, for example, bracelets, accreditation cards, food and drink vouchers, VIP tickets, accommodation, transport, materials etc. The system is flexible and can be set up according to their needs.
Integrated and automated accreditation of volunteers and officials
If you use the volunteer system and the accreditation module, personnel can automatically be assigned accreditation based on which group they belong to. You enter yourself who will have access to what, or will get which products.
The module can be linked to the shift planner so that e.g. only persons who have sat on duty will be given an access card. You can also make rules that ensure that only those who work will be allocated food or drink vouchers. You can also override or "lock" assigned accreditations. When these processes are put into a system, the organization saves a lot of time, gets a total overview across the event, reduces incorrect assignments and has full control.
Supports all types of accreditation - cards, wristbands, QR codes or RFID
From Mobilise you can generate accreditation cards for all approved people that can either be printed in advance or directly on location. The system supports all card types and formats - and you decide what information to print on the card. It is possible to have different cards for different groups.
If you want the distribution of bracelets, this is also supported, or you can connect the accreditation system to third-party systems such as QR code or RFID access, this can be done.
Separate application form for external (guests, partners, suppliers or similar).
By letting guests, sponsors, the press and other groups that will have accreditation apply yourself, you not only save a lot of time, but it will give you a better data base, control and overview. All applications for accreditation will be entered into a rights-controlled accreditation desk and automatically sorted into queues according to the status of the applications.
You then only need to approve (or reject) the incoming requests and the system handles feedback to the applicant, allocation of the correct levels and also prepares everything for distribution. All processes are traceable so you can see who has done what and when.
Group applications can be collected during a registration
If you have sponsors or other groups that are to register several people under the same umbrella, you can use the system's group form. Where you can give the sponsor access to a password protected page, where they can enter the people to be granted accreditations. You can control the number of people or accreditation objects the sponsor will be assigned - so that you have control.
When the sponsor has finished admitting the people, the application is approved and all the people are awarded the accreditations they should have. The system ensures that the individual receives confirmations that they have been approved and instructions on where it can be collected. Dashboard and reports
Learn
Learn
Get statistics and learn from it
After each event, you can retrieve statistics from the system in all forms. This data is important to be able to capture trends and developments for your event. You can use this insight to get better, and to initiate measures to reverse negative trends or further develop the positive ones.
KPIs give you direction and speed
All repeat event organizers should define some KPIs (Key Performance Indicators). These are indicators that can help you measure if you are on the right track.
For example, it can be the recruitment pace, where you can measure how many applicants you get on average per day. The section will tell you if you want to spend more or less time recruiting the resources you need, and when you may need to implement additional measures to achieve the goals.
Another example of a KPI can be so-called "churn", which means cancellation. That is, how many of those you have recruited who for some reason do not show up. This key figure will give you the opportunity to take this into account in the next event - and thus avoid being understaffed.
Knowledge becomes competence
Data put into a system provides new knowledge and knowledge used correctly can become competence. If you are aware of what data you need, the system allows you to retrieve it. Therefore, think carefully about which statistics are important to you and how you can obtain them. Once you have this in place, you will quickly see that data can provide new insights that can be essential for your further success.
Mobilise helps you through the entire process and gives you the user support and training you need to succeed in achieving the goals.
Introducing a new system and working methodology is demanding…
Mobilise is well aware of this. We assist you in the process of introducing systems and processes by together making the benefits and results visible to you.
Mobilise assists our customers all the way with user support, follow-up and training, so that users do not encounter the least barriers possible and that they experience it as easy to use.
Without regular evaluations, it is not possible to learn, improve and develop. With data from the systems and experiences, we make a status with you, make necessary adjustments and make a plan for the way forward.
Highlight results and celebrate goal achievement
In order to attract others and create enthusiasm in the organization, it is important to share the results and celebrate the achievement of goals.
Strategy, plans, goals and measures should therefore be regularly evaluated. Mobilise helps you evaluate and make visible the performance goals and find new goals that you can reach.
An improvement process never stops - it's always possible to do things better!
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Tips and hints
Build the volunteer database efficiently
Many people are so pleased when a successful event is over, that they forget to maintain or build on their volunteer database. It means that
Get the volunteers to do a good job
Once you have recruited volunteers AND onboarded them, the main job is still there. For the actual job is the event itself. And if the event
Requirements for a good accreditation system
A good accreditation system is very important before and during an event. Both partners, sponsors and volunteers are completely dependent on everything around accreditation
How to recruit for volunteer work
When recruiting volunteers for an event, a festival, a sporting event or something else, there are many things to think about. With volunteers
Podcasts
Hear Julia Hunt in the Roskilde festival tell how they handled the cancellation of the festival in 2021.
HRM expert Idun Ødegaard Helle gives advice on how to best motivate volunteers.
About us
Mobilise was originally developed and tailored for the Ski World Cup in Oslo in 2011, to recruit and organize 2,500 volunteers. Due to the solution's great success and a successful event, Mobilise was commercialized and further developed after the Ski World Cup. Mobilise has several products adapted to different customer segments, but based on the same platform.
Now, over 10 years later, more than 300 Scandinavian customers have handled over 500,000 volunteers through the solution. The solution has been used for festivals and other cultural events, large and small sports events, in over 40 municipalities, at destinations, in companies and among a large number of voluntary organizations. The solution is the most complete on the market today, and a very important tool for very many people.
Contact us
Are you still a little unsure if Mobilise is the right solution for you, and want to talk to a customer advisor? Fill out the form and we will call you as soon as we have the opportunity. Thank you very much for the inquiry!
Mobilise AS
Arnstein Arnebergs vei 28, 1366 Lysaker, Norway
Telefon: +47 24 07 79 00
E-mail: hei@mobilise.no