Rosterfy Case Study: TCS Sydney Marathon presented by ASICS (Pont3)
From utilising technology to streamline efficiencies to engaging community partners and empowering volunteers through training, see how the team behind the TCS Sydney Marathon (Pont3) have scaled their volunteer program by 500% since adopting Rosterfy.
A 500% increase in volunteers
After becoming the seventh member of the Abbott World Marathon Majors, the TCS Sydney Marathon presented by ASICS not only grew in popularity but in scale and size, requiring more volunteers to power this prestigious event.
One of the biggest changes Pont3 implemented to address the need to scale was to consolidate all of their events with one central volunteer management system.
By removing silos between events, Pont3 were able to deliver a consistent and engaging volunteer experience which saw volunteer interest not only increase for the Sydney Marathon but also for their smaller events also.
With Rosterfy they were also able to track the volunteers experience from event to event, making scheduling simpler knowing that repeat volunteers were back to perform similar roles.
Pre Rosterfy - Challenges
- Limited to single-event volunteering with no cross-promotion-challenging for recruitment and confusing for volunteers.
- Manually assigning volunteers to each shift. including using spreadsheets & paper mail.
- No clear reporting (both post event and in the lead up) - custom reporting was done externally, which was slow and time consuming.
- Unable to identify and nurture high-performing volunteers
Post Rosterfy Achievements
- Centralised database enabling volunteers to participate across multiple events
- Grew program from around 500 volunteers to 3,000+ in two years
- 50% reduction of time because of investing in systems to handle the larger scale volunteer numbers
- Moved from in person, to shift specific online training and received outstanding feedback from volunteers
Community partners and corporates to support demand for volunteers
In addition to removing silos between their events, the TCS Sydney Marathon established an impressive Community Partner Program to support the increased demand for more volunteers.
Within their community partners, Pont3 relies on corporates to help booster volunteer numbers where staff often get time in lieu in exchange for volunteering.
This has resulted in large groups of experienced volunteers, recruiting on behalf of Sydney Marathon making the process simple and efficient.
Pont3 use Rosterfy's Group function to send unique links to drive registrations. They also empower corporates with Group Leader access so that they can track the status of shifts filled on what shifts so that there is less back and forth with admins.
Replacing manual processes with automations
Prior to using Rosterfy, Pont3 we're heavily reliant on manual processes. From the screening and scheduling of volunteers through to email communications - every step of the volunteer onboarding was entirely manual. While this was taxing on administrators, it also meant volunteers were often left waiting days for a response or to progress next steps.
Since adopting Rosterfy, Pont3 estimates that they have save 50% of their time with Rosterfy now automatically progressing volunteers through their onboarding including follow up emails, SMS notifications as well as a central place for their briefings, waivers and certificates.
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