Case Study:
HYROX Europe
For HYROX Europe, Rosterfy has transformed the way volunteer operations are run - allowing the team to scale efficiently, improve volunteer attendance, and build a strong, committed volunteer community that helps bring world-class fitness events to life.
Scaling volunteer management for world-class fitness events
HYROX is the world series of fitness racing that blends endurance and functional strength in a competitive indoor event format. As the fastest growing fitness race in the world, the demands and complexity of HYROX Europe's volunteer programme have evolved at pace.
Volunteers are critical to the success of HYROX events - supporting everything from athlete registration and water stations to judging and post-race logistics.
With a rapidly expanding calendar and a growing pool of volunteers, it was clear that a scalable, efficient, and user-friendly volunteer management software was needed. HYROX Europe found that solution in Rosterfy.
A scalable solution for HYROX Europe
User-Friendly Experience
An intuitive and engaging experience for volunteering teams across desktop and mobile.
Communication
Automated emails, SMS, and app notifications keep volunteers connected and increase attendance.
Self-Service Portal
Empower volunteers with a central location to apply, track, and manage their own experience.
Volunteer Dashboards
Full visibility into the status of your roster to ensure that every event is covered with volunteer support.
From spreadsheets to a complete management solution
Like many organisations, HYROX Europe began its volunteer journey using spreadsheets and Google Forms to recruit and manage volunteers, and later moved to a basic volunteer platform.
While these systems were suitable for early stage, smaller events, they quickly became unsustainable. More advanced functionality was needed to support the growing volunteer programme.
Seeking a better alternative HYROX Europe selected and implemented Rosterfy to streamline volunteer recruitment, scheduling, and communication across all European events.
“Rosterfy has been a massive weight off my shoulders. Previously, because we were only doing one day events we didn't have the need for that many volunteers. We've gone from one day events to now four, five day events. So the demand for volunteers has just been huge."
Brittany Lager
Customer Service & Volunteer Manager, HYROX
“The Rosterfy process has been amazing. It's eliminated admin time for myself with having all the automations and everything set up, and from a volunteer point of view the platform is engaging and easy to interact with.”
Brittany Lager
Customer Service & Volunteer Manager, HYROX
Rapid volunteer growth and retention
Just a few months after adopting Rosterfy, HYROX Europe had doubled its volunteer base, growing from 3,000 to over 6,000. This rapid expansion was supported by an engaging sign up process and thoughtful retention strategies, including:
- Personalised feedback surveys after each event
- Diverse roles to suit all interests and capabilities
- Incentives like priority entry to future HYROX competitions
These efforts, combined with a seamless volunteer experience, not only attract more volunteers but encourage them to return event after event - creating a consistent, enthusiastic team that HYROX Europe can rely on.
“All the volunteers get their chance to say what went well, what could be improved, and we really take that on board. I feel we're giving the volunteers the most we can, and we do see a lot of returning volunteers from events to events."
Brittany Lager
Customer Service & Volunteer Manager, HYROX
Efficiency through automation
Managing thousands of volunteers across multiple events presents a significant logistical challenge. Ensuring every volunteer is informed, prepared, and shows up on the day is essential to the smooth running of HYROX events.
One of Rosterfy’s most valuable features for HYROX Europe has been the automation tools. Scheduled shift reminders - sent automatically at four to one week before each event - have reduced admin and increased attendance rates.
With Rosterfy, manual tasks have been replaced by smart, scalable processes - freeing up the HYROX team to focus on delivering exceptional events.
Reliable attendance, thanks to self-service
Previously, volunteers had to manually contact the HYROX team to withdraw from shifts - often resulting in silent no-shows. Now, with Rosterfy’s self-service features, volunteers can easily register, update availability, and withdraw from shifts through their volunteer portal on desktop or mobile app.
This flexibility has resulted in significantly lower no-show rates, more accurate head counts, and smoother onsite operations.
The success of events hinges on dependable volunteer support, and Rosterfy gives HYROX Europe the visibility they need to plan with confidence.
“We do rely on these numbers to help our events run smoothly. Now I'm working with more realistic numbers. Of course you still get the no shows but that has dropped massively, so that's been a win for us."
Brittany Lager
Customer Service & Volunteer Manager, HYROX
An enhanced experience for everyone
Since implementing Rosterfy, the feedback has been overwhelmingly positive. From volunteers and on-site coordinators to volunteer managers, the platform has delivered a user-friendly, streamlined experience across the board.
- Volunteers praise the calendar integration, mobile app, and intuitive interface
- Event staff benefit from attendance tracking and on-location visibility of volunteers
- Managers gain real-time reporting, automated communication, and reduced admin workload
With Rosterfy's end-to-end volunteer management solution, HYROX Europe is strengthening its volunteer community to deliver exceptional fitness experiences across Europe.
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