Too much work rests on too few people
One or two people often carry the logistics and the relations with partners. This overload leads to a loss of coordination.
Prepare a community event with a tool that keeps your method from one edition to the next
Relaytour organizes the preparation of a recurring event run by volunteers. Each sport and each department finds its coordinators, its tasks dated relative to the event day and its how-to sheets in one place.
Preparation from D-330 to D+90
Sign-in with a code received by email
Content kept in the organization’s repository
The problem
Three difficulties that come back every edition
A community event is often prepared over nearly a year. The volunteers who run it change from one year to the next.
The team drifts apart between two milestones
A team formed in the fall can drift apart until spring. Without a regular check-in, it quickly loses members.
The method is lost at every change of team
The know-how of one edition stays in the memory of a few people. The next team often starts the procedures over from scratch.
The answer
What Relaytour does
Relaytour runs in a browser. Members sign in with a code received by email, without a password. An admin invites each person and assigns them to their area.
areas
Sports and departments
Areas stay the same from one edition to the next. Each edition assigns new people to them.
D-120
A timeline anchored to the event day
Each task template carries a relative due date, for example D-120. Relaytour recalculates every date from the date of the edition.
sheets
Versioned how-to sheets
Each sheet describes how to carry out a procedure. Coordinators correct it during the edition, and the history keeps every version.
seats
Open seats
Each area has a target headcount. Admins see the seats still open and the interests of members.
reminders
Reminders by email
Relaytour sends a reminder before each due date and a periodic digest. Each person sets how often they receive these emails.
search
Find everything from the top bar
Search finds tasks, sheets and people. Each person only finds what they can already view.
Who it is for
Born in a nonprofit, useful far beyond
Relaytour was born to prepare a nonprofit multisport gathering. It serves any organization that prepares recurring activities with a team that changes: an event, a season or a term.
A tournament, a neighborhood party or a festival is prepared every year with volunteers who change.
EventSeason
A championship season or a regional camp involves several clubs, which find their tasks and sheets again.
SeasonEvent
A city festival, heritage days or a neighborhood council share the work between several departments.
EventTerm
An open day or a student gala changes team every year. The method stays in Relaytour.
EventTerm
An annual seminar, a trade show or a year-end party starts from the previous edition instead of a blank page.
Event
An activity is declared as an event, a season or a term. Its areas, how-to sheets and task templates follow.
EventSeasonTerm
Preview
The main screens
The screenshots show the sample organization shipped with Relaytour. The people and the data are fictional.
My space
A coordinator’s home page lists their tasks, their areas and their contribution.
The timeline
The timeline groups the tasks of all areas by month. Filters limit the display to one type of area or to your own tasks.
An area
An area page shows its tasks, its progress, its how-to sheets and the people assigned to it.
A how-to sheet
A sheet describes a procedure step by step. It lists the tasks of the edition that cite it.
The sheets
Sheets can be filtered by area and displayed as cards or as a compact list.
Overall progress
Admins follow the progress of each area, the overdue tasks and the tasks nobody has picked up.
Comparison
Why a dedicated tool
Common tools cover part of the need. No category covers the preparation of a recurring event by a volunteer team, all the way to the handover to the next edition.
| Type of tool | Dates recalculated from the event day | Method handed on to the next edition | Seats per sport and per department |
|---|---|---|---|
| Spreadsheet and shared folder | No Every date is redone by hand. |
Partial Documents exist, with no validated version. |
No |
| Project boards | No A copied board keeps the old dates. |
Partial Pages go out of date and nobody validates them. |
No |
| Advanced project management | Yes Often in a paid plan. |
No | No |
| Association management | No | No | No |
| Day-of volunteer scheduling | No Reminders the day before a slot. |
No | Partial Day-of slots, not the preparation. |
| Relaytour | Yes Task templates are recalculated for each edition. |
Yes Sheets are versioned and written back to the organization’s repository. |
Yes Target headcounts, appointments and interests. |
What Relaytour does not replace
Ticketing, memberships and accounting stay in association management tools. Match brackets and day-of slots stay in specialized tools.
Using Relaytour
Two ways to use Relaytour
Relaytour is free software. All its features are available, whether you host it yourself or choose Relaytour Cloud.
| Self-hosted On your server |
Relaytour Cloud Hosted for you |
|
|---|---|---|
| Software features | All | All |
| Server | Yours | Provided, in France |
| Installation | Public guide | Included |
| Updates | By you | Included |
| Daily backups | By you | Included |
| Sending emails | By your provider | Included |
| Address | Yours | your-organization.relaytour.app or your domain |
| Support | Public questions on GitHub | Reply within five business days |
| Price | Free | See relaytour.com |
| Install Relaytour | Discover Relaytour Cloud |
An organization that leaves Relaytour Cloud receives, on request, the export of its content and a full backup of its database. It can then run its installation on its own server. The Hosting page presents the official host and its commitments.
Longevity
Why the tool will last
A community tool often disappears with the person who set it up, or with a vendor’s free plan. Relaytour is designed to avoid both situations.
The content belongs to the organization
Areas, sheets and task templates live in a repository owned by the organization. They are text files, readable and editable without Relaytour.
The code is free and will stay free
The AGPL-3.0 license forbids closing the code. Nobody can withdraw the published version or make it paid.
Someone else can take over the tool
The code, the architecture decisions and the installation are publicly documented. A volunteer developer can take over the maintenance.
Each edition starts from the previous one
When you create an edition, Relaytour recreates the task templates with their new dates. The sheets corrected during the edition become the basis of the next one.
Get started
Put Relaytour into service on your server
The reference deployment and its steps are described in the infra folder of the repository.
-
organisation-modeleCreate the content repository
The organization creates its repository from the template, then describes its areas, its theme and its sheets in it.
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docker composeInstall the server
The reference deployment runs as a Compose stack on a small server.
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orga:importerImport an edition
The import creates the areas, the sheets and the dated tasks of the edition.
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adminInvite the team
Admins invite members and assign them to their areas.