# Build a tournament volunteer handover sheet
More time on the field. Less time in the office.

Audience: tournament directors
Status: practical handover guide with optional AI drafting. Not a live assignment system.
Your existing organizer tools remain the official assignment and instruction sources.

## Outcome and inputs
Outcome: a role-specific, versioned handover for staff review and incoming acknowledgement.
Inputs: approved role/area/shift times/time zone, owner references, task checklist,
role boundaries, approved escalation route and permitted outgoing task/equipment notes.
Use role references rather than personal details in an assistant.

## Scope
- Event and area reference:
- Role:
- Outgoing shift interval/time zone:
- Incoming shift interval/time zone:
- Assignment source/version:
- Outgoing role reference:
- Incoming role reference and assignment confirmation status:
- Approved escalation-route reference:
- Staff reviewer/version:
A proposed assignment is not confirmed acceptance.

## Task handover
| Task ref | Status: complete / open / not checked | Evidence note | Approved next step | Responsible role or unknown | Supplied deadline |
|---|---|---|---|---|---|
| | | | | | |
Do not invent deadlines, close unverified tasks or drop unresolved items from the summary.

## Equipment handback
| Item | Issued count | Returned count | Outstanding or unknown | Approved follow-up owner |
|---|---|---|---|---|
| Clipboards | 10 | 9 | 1 outstanding | Event office |
Fictional example. Do not report all returned. Do not include access codes or private contact lists.

## Five-step workflow
1. Define one role/area/shift and freeze source versions. Keep proposed versus confirmed
   incoming assignments distinct; AI does not create assignments.
2. Separate complete, open and not-checked tasks. Preserve unresolved notes within role boundaries.
3. Give each open item a supplied next step/owner, or mark unknown for staff.
   Do not infer authority to change results, approve documents, handle payments or decide incidents.
4. Check equipment counts and handback status. Reference approved escalation channels.
   Do not invent incident instructions or include sensitive narratives in the general sheet.
5. Staff review the version; incoming staff acknowledge receipt separately.
   Acknowledgement stays pending until received. Sending/contact/assignment updates require
   separate authorization and are not performed by this worksheet.

## Open questions
| Item ref | Missing instruction or owner | Staff question | Resolution/version |
|---|---|---|---|
| | | | |

## Optional sanitized AI prompt
Organize this approved anonymous shift information into a concise handover.
Preserve role boundaries, source/version references, task status and equipment counts.
Separate open, complete and not checked; preserve unknown owners and pending acknowledgement.
Do not invent instructions, deadlines, assignments, acceptance or permission for restricted tasks.
Do not contact volunteers, send the sheet, update assignments or disclose sensitive incidents.
Approved role/shift/checklist: [paste sanitized details]
Outgoing permitted notes: [paste]
Return: scope | task status | equipment | open items/questions | acknowledgement pending.

## Review and transfer record
- Staff-reviewed version/date:
- Incoming assignment confirmation source:
- Incoming acknowledgement actually received/date:
- Outstanding items transferred and accepted:
- Separate distribution authorization:
Drafted is not acknowledged. Listed is not confirmed. An outstanding item is not complete.

## Privacy checkpoint
Exclude children's identities, lost-child descriptions, medical details, safeguarding/security
incident narratives, credentials and private contact information. Use designated restricted
processes for sensitive matters and approved event procedures for escalation.
Share the reviewed sheet only with authorized staff. This public resource uses synthetic data
and performs no operational workflow or messaging.