Volunteer portal (my shifts)

Created on 23 Dec 2025

The volunteer portal is your personal space for managing your volunteering for an event. It lets you view your shifts, check the full roster, message organisers, and update your details.

You’ll usually access the portal using a private link sent to you by the organiser (for example via email). If your link has expired, contact the organiser to request a new one.

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What you can do in the volunteer portal

From the navigation in the portal, you can access:

• My shifts – See your assigned shifts and any shift offers waiting for you
• Roster – View the full event roster and sign up for available shifts (if enabled)
• Messages – Read and send messages to organisers (and sometimes your team)
• My details – Update your contact info, emergency contact, and preferences

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My shifts

The My shifts page is your dashboard for everything you’re currently assigned to.

View your assignments

You can see each shift’s:

• Date and time
• Team (and sometimes role)
• Status (for example, pending, confirmed, cancelled, completed)

Confirm shifts (when requested)

If the organiser requests confirmation, you may see an option to Confirm your shift(s).

• Confirming tells the organiser you’re definitely available for that shift.
• If you don’t have any shifts to confirm, you’ll see a message letting you know.

Accept offered shifts

Sometimes organisers will send you a shift offer.

On the My shifts page you can:

• Review the offered shift details
• Click Accept to take the shift (if it’s still available)

If a shift becomes full before you accept it, you won’t be able to accept it.

Cancel an assignment (if available)

If you can no longer attend a shift, you may be able to cancel an assignment from your shift card.

• Cancelling is usually immediate.
• Only cancel if you’re sure, so organisers can fill the spot.

If you can’t see a cancel option, that may mean the shift is locked, completed, or cancellation is not available for that assignment.

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Roster

The Roster page shows the event’s shifts grouped by day and team.

Depending on how the event is configured, you may be able to:

Browse the full schedule

You can view:

• Shifts by day
• Shifts under each team
• Shift times and roles
• Who is already assigned (if shown)

Sign up for a shift (if enabled)

If self sign-up is available for the event, you may see a Sign up button on some shifts.

A shift may show as:

• Full – No spots available
• Unavailable – Self sign-up is not enabled for that shift/event
• Recommended – A good match for you (for example based on your preferences)

If you sign up successfully, the shift will appear in My shifts.

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Messages

The Messages page is where you can read conversations and contact the organiser.

View messages

You can open message threads to see:

• The subject
• The thread type (for example event, team, or direct)
• Replies and timestamps

Reply to a message thread

Open a message and use the Reply box to send your response.

Send a new message

Click New message to start a new conversation.

You can usually send:

• A direct message to the event organisers
• A team message (only to teams you are assigned to), if available

Use messages to ask questions, confirm details, or let the organisers know about issues.

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My details

The My details page lets you review and update information the organisers use to roster and contact you.

Update contact details

You can update:

• Phone number

Update emergency contact

You can update:

• Emergency contact name
• Emergency contact phone number

Update event phases (if available)

Some events let you select which phases you are available for (for example bump-in, show days, bump-out).

If you already have shifts assigned, some phase selections may be locked.

Update team and role preferences (if available)

If the event collects preferences, you can set your:

• Preferred team(s)
• Preferred role(s)
• Experience level
• Notes for organisers

In some events, preferences cannot be changed after you’ve been assigned to shifts.

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Troubleshooting

“Invalid or expired link”

Your portal link may have expired or been replaced. Contact the organiser and ask for a new portal link.

I can’t sign up for shifts

This can happen if:

• The shift is full
• Self sign-up is not enabled for this event
• The organiser is assigning shifts manually

I can’t change my preferences

Some events lock preferences once you’ve been assigned shifts. If you need a change, message the organiser.