The admin desk for your volunteers and staff.
Crew Desk puts your rota, onboarding, hours, pay and expenses in one friendly place — built for the small charities, clubs and community groups that spreadsheets can't quite hold together.
No credit card. No lock-in. Your people just need a browser.
This week
- 3 need people
- waiting lists moving
Onboarding
- 2 references back
- 1 DBS to renew
Hours to approve
- 4 expense claims
- pay list ready Monday
Reminders sent
- by email, on time
- calendar feeds synced
Everything in one place
One desk for the whole crew
Every organisation is different, so every part of Crew Desk can be switched on or off. Turn on what you need — ignore the rest.
Rota & self-booking
Publish shifts people book onto themselves — or assign everyone if you prefer. Waiting lists move people up automatically, and everyone can subscribe to their shifts in Google, Apple or Outlook.
Onboarding that finishes
A checklist each new person works through: details, documents to read and sign, references (emailed straight to referees), DBS checks and required training — with expiry dates tracked.
Hours, pay & expenses
People log hours that aren't on the rota. Hourly-paid staff's approved hours — including attended shifts — go on a list to pay. Expense and mileage claims with receipt photos, approval and payment tracking.
Reminders that turn up
Email reminders before every shift, daily gap alerts to coordinators, and a Monday-morning summary for managers. Every send is logged, including failures.
Check-in kiosk
A tablet or phone at your venue for checking in and out — attendance feeds straight into hours and pay. There's also a public sign-up page for your website or a QR code.
Reports & records
Hours, attendance and people reports, CSV exports, and a full activity log. Fine-grained access levels mean people only see what they should.
How it works
Set up in an afternoon, not a quarter
You get your own private app — one site for your screens, one locked-away database for your data. No server to look after. No spreadsheet to break.
Tell us about your crew
What you call your people and shifts, your teams, roles, locations and pay rates. Everything is worded your way.
Invite your people
They sign in with an emailed code or one-click link — no passwords to forget. You choose who sees what.
Run your week
Rotas fill themselves, reminders go out, onboarding finishes, pay and expenses land in one approved list.
See the whole picture
Dashboard, reports and a weekly summary. Your data stays yours, private to your organisation.
Who it's for
Made for teams like yours
If you coordinate people who give their time — or a mix of volunteers and hourly-paid staff — Crew Desk is built for you.
- Community food banks & pantries mixing volunteers with casual staff
- Charities & CICs onboarding with references and DBS
- Sports & activity clubs repeating sessions and events
- Community venues & cafés kiosk check-in and hours
- Heritage & arts groups training records and rotas
Pricing
We're new — and honest about itPioneer pricing for our first ten organisations
Crew Desk is young. Rather than pretend otherwise, we're inviting a small founding group to shape it — and pricing it like we mean it.
⚡ Pioneer
For our first ten organisations:
then £20/month for your first year, and 20% off the standard price for life.
- Free for your first month — full product, your data, no limits
- £20/month for 12 months (standard will be £30)
- Lifetime 20% off the yearly standard price
- Your suggestions jump the roadmap queue
- In exchange: a short testimonial and your organisation's name on this page
One Pioneer price per organisation, whatever the size of your crew.
Standard
Once the Pioneer spots are gone:
Flat price. Not per-person.
- Every feature, every module — nothing held back
- Unlimited people, shifts and history
- Your own private app and database
- Email reminders, alerts and digests included
- Updates included — one product, everyone gets it
Billed yearly. Cancel any time — export your data whenever you like.
Pioneers
Our founding organisations
“Your testimonial here. Tell other coordinators what changed for your team — we'll feature your organisation's name and a photo of your crew.” — First Pioneer organisation (this could be you)
Questions
Fair questions, straight answers
You're new — why should I trust you with our data?
Each organisation gets its own private database and its own app — your data is never mixed with anyone else's. We built Crew Desk on Cloudflare's enterprise-grade infrastructure, and you can export everything at any time. And because we're new, you get our full attention.
What's the catch with the Pioneer offer?
There isn't one, but there is a trade: the free month and the discount are real, and in return we ask for a short testimonial and your organisation's name on this page once you're happy. If you're not happy, you just say so and leave with your data.
We're volunteers, not very technical. Is it hard?
No. Everyone signs in with an emailed code or a one-click link — no passwords. Coordinators get a plain-English settings page, and we set the whole thing up with you. If you can use a web page, you can use Crew Desk.
Does it handle paid staff as well as volunteers?
Yes — that mix is exactly what it's built for. Turn on pay for hours and your hourly-paid staff's approved hours go on a list to pay each month, alongside expense and mileage claims.
What about DBS checks and safeguarding?
Record DBS checks and their renewal dates, mark which roles need them and at what level, and restrict people from roles until their checks and required training are in place.
What if we only need some of it?
Every module — rota, onboarding, pay, expenses, kiosk and so on — can be switched on or off. Menus and permissions tidy themselves up automatically. You never fight features you don't use.
Can we leave?
Any time. Your data is yours; we'll help you export it. No lock-in, no cancellation fees.
Give your crew the desk they deserve
Start your free Pioneer month today. We'll have your rota running within the week.