How HYROX streamlined volunteer management at scale
- Events
- Worldwide
- Website
- hyrox.com
- Organiser
- House of Sports
HYROX is redefining global fitness competitions, bringing together thousands of athletes for a unique blend of endurance and functional fitness challenges. But behind the scenes, the success of each event depends on more than the competitors: it takes a well-organised team of referees to keep the race smooth and fair. With 700 to 900 judges needed per event, managing registrations, assignments, check-ins, accreditation and reimbursements at this scale is a logistical challenge. By implementing In2event’s Registration & Planning tool, HYROX has transformed its referee coordination, making it more efficient, scalable and seamless.
The challenge: managing a growing volunteer network
As HYROX expands worldwide, so does its demand for volunteers. The event now has a growing database of over 3,500 volunteers, and each competition requires meticulous planning to ensure the right people are in the right place at the right time. For every event, organisers must:
- Select and invite volunteers from the database.
- Assign them to specific roles and stations.
- Ensure an efficient check-in process.
- Distribute accreditation, referee t-shirts and meal vouchers.
- Process travel and expense reimbursements.
Coordinating all of this manually would be overwhelming. HYROX turned to In2event’s event management tools to keep operations running smoothly.
Provided solutions
Centralised registration & planning
HYROX maintains a centralised volunteer database within In2event, so organisers can create sign-up forms and invite potential volunteers easily. Once volunteers sign up, they remain in the system for future events, making recruitment and planning more efficient. After accepting their assigned shifts, volunteers automatically receive their event briefings and tickets, so they have everything they need before event day.
Seamless check-in & accreditation
On event day, volunteers check in quickly at designated stations using their In2event tickets. A simple scan gives them instant access to their task assignment, location and schedule. At the same time they are issued accreditation, a HYROX volunteer t-shirt and meal vouchers, all without delays. Real-time check-in data gives organisers a clear view of attendance and volunteer distribution throughout the event.
Effortless expense reimbursements
A newly introduced feature lets volunteers submit travel and parking expense claims directly through the platform, simplifying the reimbursement process. Since everything is managed in one place, organisers can quickly review and process payments, reducing administrative workload and improving the volunteer experience.
Beyond HYROX: In2event’s role in other major sporting events
HYROX isn’t the only major sports competition that trusts the In2event platform. Other high-profile events rely on it to manage their staffing and logistics, including:
- FBK Games: an athletics event that is an indispensable part of the Dutch top sports calendar. The organisation leans on In2event for its volunteer management and supplier coordination.
- House of Sports: besides HYROX, House of Sports organises all long-track speed skating events in the Netherlands on behalf of the KNSB. For those events the platform is used for athlete registration, badge printing and access management.
- Mud Masters: the biggest obstacle run in Europe. Mud Masters coordinates crew check-in and volunteer activities with In2event, following a similar streamlined process to HYROX.
These events show how In2event adapts to a range of sports environments, with flexible solutions for large-scale event management.
In2event has become an indispensable tool for us. It streamlines scheduling and briefing, making crew coordination easier than ever.
Isis van Haastregt, Event manager, House of Sports
Results
- volunteers in the database
- 3,500+
- referees per event
- 700+
- volunteers managed
- 12,500+
Impact
- Faster, more structured check-ins
- Volunteers receive all the information and materials they need on arrival, so stations move quickly even at high-traffic entry points.
- Real-time oversight
- Organisers track volunteer attendance and assignments as they happen, instead of reconciling lists after the event.
- A better volunteer experience
- Clear communication, smooth registration and hassle-free reimbursements keep volunteers coming back, and the database grows with every event.
Key takeaways
- One volunteer database carries over from event to event
- Briefings and tickets go out automatically once a shift is accepted
- The same process scales across a global event calendar
Conclusion
HYROX’s collaboration with In2event shows the power of structured, tech-driven volunteer management. By unifying registration, scheduling, check-ins and reimbursements in one system, HYROX has optimised its event operations and given both organisers and volunteers a seamless experience. For any sporting event looking to streamline logistics, reduce the administrative burden and work more efficiently, In2event provides the tools to make it happen.