Question 1

What is Whump?

Accepted Answer

Whump is a volunteer rostering and management platform designed specifically for not-for-profit organisations. It helps you schedule shifts, manage volunteers, track compliance documents, and communicate with your team — all in one place.

Question 2

Is Whump free to use?

Accepted Answer

Yes! Our Seed plan is free forever and supports up to 30 active volunteers. For growing organisations, our paid plans start from $29 AUD per month (plus GST).

Question 3

Do I need technical knowledge to set up Whump?

Accepted Answer

No. Whump is designed to be simple and intuitive. You can have your organisation set up and running in minutes. If you need help, our support team is available at hello@whump.online.

Question 4

Can I switch plans at any time?

Accepted Answer

Yes. You can upgrade immediately — your new plan takes effect straight away. Downgrading takes effect at the end of your current billing period. If downgrading would put you over the new plan's volunteer limit, you'll be warned and given the option to deactivate volunteers first.

Question 5

How do I add volunteers to my organisation?

Accepted Answer

You can invite volunteers by entering their name and email address. They'll receive an invitation email with a link to set up their account. You can also add Organisation Managed Volunteers (OMVs) for volunteers who don't have email addresses or smartphones.

Question 6

What is an Organisation Managed Volunteer (OMV)?

Accepted Answer

An OMV is a volunteer who doesn't have an email address or smartphone and therefore can't receive digital notifications or log in to Whump. Admins manage their shifts on their behalf. OMVs still count toward your active volunteer limit and can be assigned roles, shifts, and register entries.

Question 7

Can a volunteer belong to more than one organisation on Whump?

Accepted Answer

Yes. A volunteer can be a member of multiple organisations using the same Whump account. They can switch between organisations from their dashboard.

Question 8

Can I assign different roles to different volunteers?

Accepted Answer

Yes. You can create custom volunteer roles (e.g. Guitarist, Checkout Operator, Greeter) and assign them to volunteers. When scheduling shifts, you can specify which roles are required and the system will show you which volunteers can fill each role.

Question 9

What happens if I reach my volunteer limit?

Accepted Answer

You'll receive a notification when you're close to your limit. You can either upgrade to a higher plan or deactivate volunteers who are no longer active. Deactivated volunteers can be reactivated at any time.

Question 10

Can I create recurring shifts?

Accepted Answer

Yes. You can create shifts that repeat weekly, fortnightly, monthly, or on custom schedules. You can edit a single occurrence or all future occurrences at once.

Question 11

How do volunteers confirm their shifts?

Accepted Answer

Volunteers receive a weekly email with their upcoming roster and can confirm all shifts with one click. They can also log in to confirm or decline individual shifts, or request a swap with another volunteer.

Question 12

Can volunteers see who else is on their shift?

Accepted Answer

Yes. When a volunteer clicks on a shift in their calendar, they can see a read-only schedule showing all other assigned volunteers and their roles.

Question 13

What happens if a shift has unfilled roles?

Accepted Answer

The roster will show unfilled roles highlighted in red or amber. Admins receive notifications for shifts that are understaffed, and volunteers can self-nominate for open shifts if the admin has enabled that option.

Question 14

Can Whump manage paid staff as well as volunteers?

Accepted Answer

Yes. Any person in Whump can be set up as a paid staff member with a full employment record — employment type (full-time, part-time, or casual), contracted hours, start and end dates, award classification, base pay rate, pay frequency, and cost centre. Paid staff appear in timesheets, payroll reports, and accounting exports, while volunteers remain cost-free. Both can be rostered on the same shift.

Question 15

What is the SCHADS Award and does Whump support it?

Accepted Answer

The SCHADS Award (Social, Community, Home Care and Disability Services Industry Award — MA000100) is the most common award covering paid workers at Australian not-for-profit organisations. Whump has the 2025–26 Fair Work Commission SCHADS base rates built in as a reference, and lets you configure pay rules for overtime, Saturday penalties, Sunday penalties, public holiday penalties, and broken shift allowances — all mapped to SCHADS classification levels.

Question 16

How do timesheets work in Whump?

Accepted Answer

Each timesheet entry records the date, start time, end time, break minutes, and any notes. Whump automatically calculates total hours and gross pay based on the staff member's configured pay rules and award classification. Entries move through a clear approval workflow: Draft → Submitted → Approved (or Rejected). Once an entry is approved and exported to an accounting system, it is locked to prevent double-submission.

Question 17

What is the Kiosk feature?

Accepted Answer

The Kiosk turns any tablet or browser-connected device into a self-service clock-in/clock-out terminal — no app download required. Staff and volunteers can clock in using their personal QR code (displayed in their Whump app) or a PIN fallback. Clock events are recorded with timestamp and device, and if the person has a staff profile, a draft timesheet entry is created automatically from each clock-in/clock-out pair.

Question 18

Does Whump support TOIL (Time Off In Lieu)?

Accepted Answer

Yes. TOIL accruals are tracked per staff member with the hours worked, the accrual multiplier, the resulting hours accrued, and an optional expiry date. TOIL can be linked directly to a timesheet entry for a clear audit trail. Staff can view their own TOIL balance; only admins can create accruals.

Question 19

Can staff submit leave requests through Whump?

Accepted Answer

Yes. Whump includes a full leave management module. Admins configure leave types (Annual Leave, Sick Leave, Personal/Carer's Leave, Long Service Leave, TOIL, and any custom types). Staff submit leave requests with dates and an optional reason; admins approve or reject them. Approved leave automatically deducts from the staff member's leave balance. Each staff member can view their leave balance — opening balance, accrued, taken, adjusted, and available — per leave type.

Question 20

Which accounting systems does Whump integrate with?

Accepted Answer

Whump integrates with eight accounting and payroll platforms: Xero, MYOB AccountRight / MYOB Business, QuickBooks Online, Sage Intacct, Sage Business Cloud, Blackbaud Financial Edge NXT, Zoho Books, and easyVerein. All integrations push approved timesheet entries from Whump into the connected system.

Question 21

How does the Xero integration work?

Accepted Answer

Connect Whump to Xero via OAuth 2.0. Staff members are matched to Xero Payroll Employees by their Xero Employee ID (stored on their Whump staff profile). Approved timesheet entries are pushed as Xero payroll timesheet entries. Whump can also sync Earnings Rates and Tracking Categories from Xero to assist with cost-centre mapping.

Question 22

How does the MYOB integration work?

Accepted Answer

Connect via OAuth 2.0. Staff are matched to MYOB Employees by MYOB Employee UID. Approved timesheets are pushed as MYOB timesheet records. Payroll categories can be synced from MYOB for mapping.

Question 23

How does the QuickBooks Online integration work?

Accepted Answer

Connect via OAuth 2.0. Staff are matched to QuickBooks Employees by QuickBooks Employee ID. Approved timesheet entries are pushed as QuickBooks time activities. Service Items can be synced from QuickBooks for job mapping.

Question 24

Are there any safeguards to prevent duplicate exports?

Accepted Answer

Yes. Only approved timesheet entries are eligible for export — draft or submitted entries are never pushed. Each entry is locked immediately on export and displays "Locked (exported)" in the timesheet list — it cannot be deleted or re-exported. If a staff member has no linked employee ID in the connected system, Whump reports how many entries were skipped so nothing goes missing silently. Any per-entry errors returned by the accounting system are listed explicitly so they can be resolved.

Question 25

What plan do I need for staff management and accounting integrations?

Accepted Answer

All paid plans (Sprout and above) include staff management, timesheets, payroll reports, pay rules, TOIL, leave management, the Kiosk, and all accounting integrations (Xero, MYOB, QuickBooks, Sage, Blackbaud, Zoho Books, and easyVerein). There is no add-on required — these features are included from Sprout upward. Only the free Seed plan does not include staff management.

Question 26

What are Registers?

Accepted Answer

Registers are compliance tracking lists — for example, a Blue Card Register, First Aid Certificate Register, or Police Check Register. You can track document numbers, expiry dates, and receive automatic alerts before documents expire.

Question 27

Can Whump send automatic reminders when certificates are about to expire?

Accepted Answer

Yes. You can set up to two alert thresholds per register (e.g. 90 days and 30 days before expiry). Alerts can be sent to the volunteer, the organisation admin, and the register's assigned manager.

Question 28

What happens to a volunteer's register entries if they are deactivated?

Accepted Answer

If a volunteer is deactivated, their entries in required registers are automatically moved to inactive. If the volunteer is reactivated, their register entries are restored automatically.

Question 29

What types of notifications does Whump send?

Accepted Answer

Whump sends email notifications for shift assignments, weekly rosters, 24-hour shift reminders, register expiry alerts, swap requests, and more. SMS notifications are available on paid plans. Staff members also receive notifications for timesheet approvals, rejections, and leave request outcomes.

Question 30

Can I use my own SMS provider?

Accepted Answer

Yes. All plans including the free Seed plan support bringing your own SMS provider credentials. Supported providers include Plivo, Twilio, MessageBird, Telstra, Mobile Message, SMSGlobal, and 160.com.au.

Question 31

Can I control which volunteers receive SMS reminders?

Accepted Answer

Yes. Each volunteer can be tagged as Regular, Occasional, or Infrequent. Regular volunteers receive the weekly roster SMS only. Occasional volunteers receive the weekly roster SMS and a 24-hour reminder. Infrequent volunteers receive a 72-hour check-in and a 24-hour reminder. Admins can also enable SMS reminders for specific volunteers on individual shifts.

Question 32

What plans are available?

Accepted Answer

Whump offers six plans: Seed (free, up to 30 volunteers), Sprout ($29/month, up to 50 volunteers), Grow ($39/month, up to 75 volunteers), Thrive ($55/month, up to 100 volunteers), Flourish ($79/month, up to 150 volunteers), and Forest (custom pricing for large organisations). All prices are in Australian Dollars (AUD) excluding GST. All paid plans include staff management, timesheets, payroll exports, leave management, the Kiosk, and accounting integrations — no add-ons required. See the pricing page for full details.

Question 33

Is there a discount for annual billing?

Accepted Answer

Yes. Annual billing saves you the equivalent of 2 months — you pay for 10 months and get 12. Annual plans cannot be refunded if cancelled early.

Question 34

Can I change plans at any time?

Accepted Answer

Yes. You can upgrade immediately (takes effect straight away) or downgrade (takes effect at the end of your current billing period). If downgrading would put you over the new plan's volunteer limit, you'll be warned and given the option to deactivate volunteers first.

Question 35

What payment methods are accepted?

Accepted Answer

We accept all major credit and debit cards via Stripe. Payments are processed securely — Whump never stores your card details.

Question 36

Do SMS credits expire?

Accepted Answer

No. Any unused SMS credits you purchase never expire and roll over each month. Your monthly included SMS quota resets each billing period, and rollover credits are used only after your monthly quota is exhausted.

Question 37

Where is my data stored?

Accepted Answer

All data is stored on servers physically located in Brisbane, Australia, operated by BinaryLane (binarylane.com.au) — an Australian cloud hosting provider. Your data never leaves Australian soil. Whump handles all personal data in accordance with the Australian Privacy Act 1988 (as amended 2024).

Question 38

Is volunteer personal information secure?

Accepted Answer

Yes. Sensitive fields such as addresses, dates of birth, and emergency contact details are encrypted using AES-256 encryption. Access is restricted to the volunteer themselves and their organisation's administrators.

Question 39

Can volunteers request deletion of their data?

Accepted Answer

Yes. Volunteers can request deletion of their personal information by contacting their organisation's administrator or emailing hello@whump.online. We will respond within 30 days.

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