Guide for Volunteers and Teachers

From your invitation and first login to planning, agreements, compensation and help with problems.

Last updated About 8 hours ago

This guide takes you from your club invitation to your first assignment, agreement and expense reimbursement. Screen labels may vary slightly depending on your role or legal status.

Updated on 24 September 2026.

1. Your invitation and first login

Your club first creates a profile using the email address that receives the invitation. Always check the club name and your role in the email.

  1. Open the ClubWerk invitation and follow the activation button.

  2. If the button does not work or the invitation has expired, go to www.clubwerk.be/vrijwilliger/login.

  3. Enter the same email address your club used.

  4. Open the email titled Your 6-digit ClubWerk code.

  5. Enter the six digits. A valid code takes you to Home.

Sign in safely

A code is temporary and personal. Never forward a code or activation link. ClubWerk and your club will never ask you to send the code back by phone, chat or email.

You can also use a passkey. A successful passkey counts as strong authentication, so no additional two-step code is requested. Sign out through the top menu. The club switcher is only shown when you have access to more than one club environment.

2. Check that you are in the correct portal

At the top of Home, you can see the club, your name, role and legal status. Examples include Volunteer with lump-sum expense allowance, Volunteer with actual expenses and Article 17.

If something is wrong, do not change a formal role or status yourself. Contact the club before accepting or carrying out an assignment.

3. Find your next assignment

What do I need to do now? on the Home screen should show your next assignment with:

  • the class or task and your role;

  • group, room, lane or other section;

  • date, start time and end time;

  • location and address;

  • club contact person;

  • the action expected from you.

Choose View class or View assignment. Each section opens on its own screen; use the back button to return. The same schedule is available through My classes → Planning. Only confirmed or approved assignments should appear there.

If something is incorrect

Choose Class is clear when everything is correct. Choose Report a problem if you are unavailable, details appear incorrect or information is missing. Do not include medical, financial or other sensitive information.

4. Add an assignment to your calendar

Choose Add to my calendar for a scheduled assignment:

  • Google Calendar opens a new item in Google.

  • Outlook opens a new item in Outlook.

  • The calendar download (.ics) works with Apple Calendar and most other calendar apps.

Check the item before saving it. A one-time download is not updated automatically if the club changes the time, location or assignment. Always check the current ClubWerk planning when in doubt.

5. Choose an open class or task

My classes → Open classes shows assignments for which the club still needs people.

  1. Open the correct event or class series.

  2. Select a future date.

  3. Select the time slot, group, room or lane.

  4. Check the role, time, location, compensation and any overlap.

  5. Confirm your application.

Your application then appears under My classes → Applications as, for example, Pending, Approved or Rejected. It only appears in Planning after approval.

Feedback and absence

Use Class feedback to report a problem, absence or practical feedback. The club can reply and sees the report as an open action until it has been handled. Use chat only for practical information.

6. Complete your profile

Open My profile. The top of the page shows which sections are complete. Save each section separately.

  • Contact: phone number, home address and email address.

  • Teacher or volunteer profile: training, qualifications, preferred roles and activities.

  • Availability: regular or temporary availability.

  • Clothing: only when the club provides clothing.

  • Notifications: choose useful email or browser updates.

For formal details that only the club may change, use Request correction or contact the club administrator.

7. Review your information or agreement

Go to More → Information & agreements.

  1. Check your name, club, role, status, period and arrangements.

  2. Read the complete document.

  3. Report errors before approving.

  4. Confirm receipt or approve only when everything is correct.

Under the general volunteer scheme, volunteer information does not have to be signed as a contract. Confirmation of receipt only shows that you received the information; it does not require you to continue volunteering. Article 17, employment and other statuses may require an actual agreement.

An empty page means the club has not prepared anything yet. Use Give feedback when a role, amount, period or agreement is incorrect.

8. Compensation and expenses

Open My money for amounts and registrations linked to your status.

  • A lump-sum volunteer allowance is not a wage.

  • Submit actual expenses with the requested details and supporting documents.

  • Mileage compensation follows the club’s settings.

  • Article 17 uses a separate wage and hours scheme.

  • A freelancer can upload a PDF invoice for confirmed performances.

Registration status

To review → Approved → Ready for payment → Paid

An approved registration has therefore not necessarily been paid yet.

Actual hours

For a completed assignment, ClubWerk shows the planned start and end time. Adjust the actual times when they differ; ClubWerk calculates the duration. Report an absence instead of confirming planned hours.

Annual limits

Statutory daily and annual limits for lump-sum volunteer allowances apply across all organisations combined. Enter known external allowances. ClubWerk can only include amounts it knows about.

9. If something does not work

  • No email received: check spam, wait a few minutes and request one new code.

  • Code invalid or expired: request a new code and enter it immediately.

  • Wrong club, role or status: stop and contact the club administrator.

  • Assignment missing: check both Planning and Applications.

  • Confirmation fails: do not create a duplicate application; report the class, date, time and error message.

  • Urgent change: use the displayed club contact and do not rely only on a calendar export.

Never share

Never include your login code, activation link, bank details, national register number or medical information in a support request. Do include the club, screen, class or task, date and visible error message.