Assigning shifts

Created on 26 Mar 2026

There are two ways to assign shifts: offering a shift and manual assignment.

The best way to assign or offer a shift is from a shift's view page, rather than the volunteer list. Assigning from the shift will show you eligible candidates based on their preferences.

When to assign shifts

During the event ticketing process, volunteers usually sign up gradually, then more rapidly as the event gets closer. In most cases, it’s more practical to wait until 1–2 weeks before the event to build the team roster.

Manual assignment

• You directly assign a specific volunteer to a shift.
• The volunteer's assignment status becomes Pending (they haven't confirmed yet).
• You can choose whether to send notification emails when assigning.
• This is done by clicking the Assign button on a shift, searching for volunteers, and selecting them.

Offering a shift

• This is a notification type you send to potential volunteers.
• You're offering the shift to volunteers who might be interested.
• Volunteers can then choose to accept or decline the offer.
• This is done by clicking the Offer shift button.

Key differences

1. Manual assignment — you're putting someone on the shift (they need to confirm).
2. Offering a shift — you're asking if someone wants to take the shift (they can accept or decline).

When to use each

• Manual assignment: When you know exactly who should work a shift.
• Offering a shift: When you need to fill a shift and want to give volunteers the choice to volunteer for it.

After a volunteer accepts an offered shift, they would then need to confirm their attendance, changing from Pending to Confirmed status.

Email notifications

• Volunteers will be notified by email when they are offered a shift or manually assigned to one.
• They will also be notified if their assignment is removed or cancelled by a team lead.
• Volunteers will receive email notifications every time a change is made to the shift, including updates to the date, notes, or location.