Wiz-Team has recently launched a new Volunteer Portal which will optimise the registration and management processes of volunteers at major events. Created for World Rugby as part of their new Tournament Management System, the innovative solution will benefit event organisers and volunteers across the rugby community and set new standards for workforce organisation.

The new Portal enables headcount planning to forecast and manage the recruitment process, ensuring the necessary number of volunteers are in place ahead of the event. The process is fully transparent and allows volunteers to follow their own recruitment journey at any time. In particular, the user-friendly solution provides the following features:

• Volunteer registration and application submission;
• Selection and screening process, including interview scheduling and automated reminders;
• Onsite and online training through seamless integration with a Learning Management System (LMS);
• Role assignments to selected candidates;
• Accreditation and uniform or entitlement distribution based on assigned roles;
• Attribution of shifts for volunteers at venues.

In addition, the configurable Portal allows event organisers to share any relevant information or documents such as FAQ, volunteer journey or role descriptions as well as additional marketing and engagement content.

Speaking of the new solution, Jenni Smith, Head of Workforce for World Rugby, said: “The portal will greatly simplify our volunteer community across multiple events. This initiative reflects our commitment to creating a supportive and seamless experience for our volunteers, which is crucial for the success of our events.“

Wiz-Team Chief Operations Officer Tim Goethals explained: “The newly launched Volunteer Portal marks a significant milestone in our collaboration with World Rugby, representing the first of several innovative products aimed at enhancing event management.”

Transforming the management of major events

This new platform is an outcome of Wiz-Team’s partnership with World Rugby, which was sealed in March this year. As the Official Supplier of its Tournament Management System (TMS), Wiz-Team is supporting World Rugby’s digital strategy of centralising, standardising and enhancing its core tournament operational services and the technology behind it by providing multiple applications through its all-in-one event management solution ‘Event-Works’. From the management of accreditations, arrivals, departures and accommodation to the organisation of workforce, guest services and media operations – World Rugby’s TMS will leverage nearly all of Wiz-Team’s major event applications.

A user-friendly, flexible and scalable solution, for all types of event organisers

The successful launch of the Volunteer Portal is thanks to the collaborative team efforts and partnership between Wiz-Team members and World Rugby who have worked tirelessly on this project, making sure the new tool does not only meet the needs of volunteer management but also stands out in the market.

Baptiste Guyon, Wiz-Team product owner, highlighted: “What makes this product special is its user-friendly design and flexibility, allowing organisations of all sizes to manage their volunteer workforce effectively. We’re proud to offer a solution that empowers both volunteers and event organisers, ultimately enhancing the event experience for everyone involved.“

It is expected that several of Wiz-Team’s clients will benefit from the new Volunteer and Workforce Portal in the future and we look forward to seeing already how it will transform volunteer management within the rugby community and beyond.