Club5 – Rubic Organizer, Accreditation & Connect

Club5 Workshop 2026

Autodromo di Monza · 4 September 2026 · Rubic AS, part of ECIT

Rubic Organizer · Accreditation · Connect

The event behind the event.

Volunteers, accreditation and crew — run from one platform. Built for World Cup Kvitfjell in 2017, rewritten for the World Championships in 2025, and used from a single race weekend to Norway Cup’s 1,700 volunteers.

Book a 30-minute screen share See the three tools

Pick a slot directly in Rune’s calendar. No commitment — and the mistakes we’ve made are free.

Proven at scale

2017

version 1, built for World Cup Kvitfjell

2025

version 2.0, launched at the Nordic World Ski Championships

1,700

volunteers and 4,000 shifts at Norway Cup

500+

clubs, federations and organisers in daily use

Lillehammer, Norway — half an hour down the valley from Kvitfjell. Majority-owned by ECIT, ~3,000 employees in 11 countries.

Events run on Rubic

• World Cup Kvitfjell
• Hafjell
• Holmenkollen Ski Festival
• FIS Nordic World Ski Championships 2025
• Norway Cup
• Tons of Rock
• Øyafestivalen

What we hear from organisers

Three race days. Twelve months of work. And a lot of spreadsheets.

Volunteers

Names in one sheet, shifts in another, phone numbers in a third. Every year the list starts again from zero.

Accreditation

Teams, media, partners and crew arrive through four different processes — and meet one gate.

Communication

Changes on race morning travel by SMS, phone calls and hope. Nobody knows who actually read them.

01 · Rubic Organizer

One plan. Every function, every day.

Volunteer planning, recruitment and shift management — from a local race weekend to a World Championship. Rows are functions, columns are days, colour is the gap: green is covered, orange is thin, red needs people.

• Open for signup. Volunteers apply themselves — alone, or together as a club or group.
• Confirm & prepare. Approve, assign, and send confirmations, documents and clothing sizes.
• Run the day. Check-in per shift and a live picture of who has turned up, and where you are short.
• Evaluate & carry forward. Who showed up, who you want back, and what next year’s plan should look like.

Norway Cup — the world’s largest youth football tournament — recruits, approves and checks in 1,700 volunteers across 4,000 shifts in Rubic Organizer. Next year, the plan and the crew carry over instead of starting again.

The shift plan for Kvitfjell — Audi FIS Ski World Cup Finals 2026.

02 · Rubic Accreditation

Six groups. Six processes. One gate.

Athletes and teams, media, VIP and partners, volunteers and crew, suppliers, officials and security — one register with different rules, instead of four spreadsheets meeting at the same fence.

• Six doors, one register. Individual and group applications, admin entry, file import, approved Organizer volunteers and event entries all land in the same place.
• Rules, not typing. Card type, access zones, days and time windows are assigned automatically from category, function and organisation. Override by hand for the one exception.
• The QR is the key. Same code on paper and in the app. Nothing to hand out twice, nothing to collect back in.
• A gate a volunteer can operate. A phone, a scan, and a green or red screen that explains which zone, day or time window is missing. Withdraw a pass and it stops at the next scan.

Hafjell and Kvitfjell accredited across two Organizer events last season — the approved volunteer already existed as a person to accredit.

The card writes itself from the rules.

The scan answers one question — and a red screen explains itself.

03 · Rubic Connect

The shift, the message and the pass — on the phone they already brought.

iOS and Android. The same app a Norwegian club member uses for training — now carrying a shift, an accreditation and the push message that changed at 06:00 this morning.

• My shifts. Where to be, when, with whom, and who to call. Changes appear without anyone re-sending a list.
• Push to exactly the right people. Everyone, one function, or one shift — targeted, so people keep reading.
• Self check-in and rewards. One tap on arrival makes the LOC’s live picture live. Meals, ski passes and coupons redeemed by QR.
• Documents and briefings in the same place as the shift they belong to.

What it replaces: the group SMS to 400 numbers, the Facebook group half the crew isn’t in, the printed shift sheet that was outdated at breakfast.

My activities — with what is still unconfirmed.

Confirm with one tap — the LOC dashboard updates.

How it fits together

Three tools. One register underneath.

This is the part that is hard to buy separately: the volunteer, the accredited person and the app user are the same record. Register a person once — the accreditation, the shift and the app all point back to it.

Organizer

Plan · recruit · shifts · check-in

Accreditation

Apply · approve · zones · scan

Connect

Shifts · messages · pass · docs

One register of people, roles and permissionsRegistration and payment · communication · reporting · finance, with ECIT accountants behind it if you want them

The LOC dashboard — registrations, approvals and unconfirmed shifts, updated as people act.

Why we are standing here

It started with World Cup Kvitfjell.

Everything on this page exists because an alpine World Cup organiser asked for it first. Rubic is a Lillehammer company founded in 2014; version 1 of Organizer was built for Kvitfjell in 2017, and the whole platform was rewritten as one system for the Nordic World Ski Championships in 2025. Next on the list: Oslo 2029 — we are already building for it.

• 500+ clubs, federations and organisers in daily use — our own support answers in under two minutes
• Majority-owned by ECIT since 2023: ~3,000 employees, ~120 offices in 11 countries. A championship is planned years ahead; your software supplier should still be there.
• Twenty modules on one platform — people, events and finance. Switch on the ones you need.

Your speakers at Club5

Rune Solholm Bakken

Managing Director & Partner, Rubic AS

Anders Retterås

Head of Development & Partner, Rubic AS

Thirty minutes on a screen share is worth more than any slide. We’ll go through your own race weekend — functions, zones, headcount — and happily share what we have learned the hard way.

Pick a time with Rune

Book a meeting

30 minutes. Your race weekend, on screen.

Choose a time that suits you. The meeting is a live walk-through of Organizer, Accreditation and Connect using your event as the example.

• Live system — no slides
• Honest answer on whether Rubic fits your LOC
• Indicative pricing on the call
• No commitment, no follow-up pressure

Prefer e-mail? Write to rune@rubic.no. Calendar not loading? Open the booking page in a new tab.

Good to know

Questions LOCs usually ask

Does it work outside Norway?

Yes. The platform runs in English, and sign-up pages, messages and accreditation are set up in your language. Data is hosted in the EU.

Can we use Organizer or Accreditation on their own?

Yes. Each module can run standalone. Together they share one register, so an approved volunteer is already a person to accredit.

Can teams and media houses apply for their whole delegation?

Yes. Group applications let a team, media house or partner submit everyone at once; approval is then split between the departments that own each category.

How big — or small — can the event be?

From a few dozen volunteers at a race weekend to 1,700 volunteers and 4,000 shifts at Norway Cup. The set-up is the same; the scale is up to you.

What does it cost?

Pricing depends on modules and event size — we give you an indicative price on the first call so there are no surprises.

Happy to show any Club5 organiser the whole thing live.

Book a 30-minute slot directly in Rune’s calendar, or write to rune@rubic.no.

Book a meeting with Rune