Volunteer roster

Created on 05 Dec 2025

The Roster is your mission control. It transforms rows of data into a visual calendar, allowing you to instantly see where you have coverage and where you have gaps.

Accessing the roster

Navigate to Volunteers → Roster within your event to view the roster.

View modes

The roster offers two view modes depending on your filter selection:

The "Bird's eye" View (daily view)

By default, you see the Daily view. This shows all your teams side-by-side for a single day.

• Use this when: You want to check overall event health.  Do we have enough people on Friday night across all departments?

This view shows all teams side by side, making it easy to compare coverage across your entire volunteer operation.

The Team view

Select a specific team (e.g., "Medical") from the dropdown. The view changes to show that single team across all days of the event.

• Use this when: You are managing a specific department. "Is the Medical tent covered for the entire weekend?"

This view focuses on a single team across multiple days, useful for team leads reviewing their team's schedule.

Filtering the roster

Day filter

Filter shifts by date:

• All days – Show all dates with shifts
• Specific date – Click a date button to show only that day

Team filter

Use the team dropdown to:

• All teams – Show all teams in daily view
• Specific team – Focus on one team in team view

Status filter

Filter shifts by their current status:

Show/hide teams

In daily view with multiple teams, use the Show all teams and Hide all teams buttons to quickly expand or collapse team columns.

Understanding the roster display

Shift cards

Each shift appears as a card showing:

• Time range – Start and end time
• Role – If a specific role is assigned
• Assignment count – Number assigned vs required (e.g., "2/3")
• Status indicator – Colour-coded badge

Status colours

Actions from the roster

Assign volunteers

Click on any shift card to open the assignment modal where you can:

• Search for available volunteers
• Assign volunteers to the shift
• Send notification emails

View shift details

Click the View button on a shift card to see:

• Full shift information
• List of assigned volunteers
• Assignment history

Quick navigation

• Table view – Click to switch to the shifts table for detailed management
• Schedules – Navigate to shift schedules to modify templates

Exporting the roster

Excel export

Export roster data to Excel:

1. Click the Export dropdown at the bottom of the roster
2. Choose export scope:
   • Visible days – Only the currently filtered dates
   • All days – Complete roster for all dates

The export includes shift times, teams, roles, and volunteer assignments.

PDF export

Download a printable PDF roster:

1. Click the PDF button on any day header
2. The PDF shows all shifts for that day in a print-friendly format

For team-specific PDFs, select a team first, then use the PDF export option.

Tips for using the roster

• Check coverage daily – Use the day filter to review each day's coverage before the event
• Focus on open shifts – Use the "Open only" filter to quickly identify gaps
• Export for team leads – Generate team-specific PDFs to distribute to team leads
• Use alongside shifts table – The roster gives an overview; use the shifts table for detailed management
• Review confirmed status – Before the event, filter by "Confirmed only" to verify all critical shifts are locked in

Troubleshooting

"Shift schedules not set up" message

You need to create shift schedules before viewing the roster:

1. Go to Volunteers → Shift schedules
2. Create at least one schedule
3. Ensure shifts are generated

No shifts showing

• Check your filters – you may have filtered to a day or status with no matching shifts
• Verify shifts exist in the Shifts table view
• Ensure shift schedules have status Active

Team columns not appearing

Teams only appear in the roster if they have shifts assigned. If a team has no shifts for the selected day, it won't show as a column.