Created on 05 Dec 2025

Shifts are individual time slots that volunteers are assigned to work during your event. While shifts are typically generated automatically from schedules, you can also create and edit them individually.

Understanding shifts

A shift represents a specific time period when volunteers are needed. Each shift has:

• Start and end time – When the shift runs
• Team and role – Who should work this shift
• Required volunteers – How many people are needed
• Status – Current state of the shift

---

Shift statuses

Status	Colour	Meaning
Open	Yellow	Shift needs more volunteers assigned
Fulfilled	Blue	Required number of volunteers assigned (not all confirmed)
Confirmed	Green	All required volunteers have confirmed
Inactive	Grey	Shift is disabled and won't appear in rosters

The system automatically updates shift status as volunteers are assigned and confirm their attendance.

---

Shift priorities

Priorities help you identify which shifts are most critical to fill:

Priority	Description
Mandatory	Essential shifts that must be filled
Desirable	Important but not critical
Normal	Standard priority

---

Creating shifts manually

While most shifts are generated from schedules, you can create individual shifts:

1. Navigate to Volunteers → Shifts
2. Click Create shift
3. Fill in the shift details:
   • Start time and End time
   • Phase – Which event phase this belongs to
   • Team – Which team is responsible
   • Role – Specific role (optional)
   • Required people – How many volunteers needed
   • Priority – Mandatory, Desirable, or Normal
   • Location – Where to report
   • Notes – Additional information
4. Click Save

---

Editing shifts

Click the Edit button (pencil icon) on any shift to modify its details.

Conflict resolution

When editing shift times, you can enable Automatically resolve conflicts to adjust times based on adjacent shifts. This helps maintain consistent scheduling without gaps or overlaps.

---

Assigning volunteers to shifts

From the shifts list

1. Click the Assign button on a shift
2. Search for volunteers by name or filter by team preference
3. Select volunteers to assign
4. Choose whether to send notification emails
5. Click Assign

Assignment statuses

Status	Meaning
Pending	Volunteer assigned but hasn't confirmed
Confirmed	Volunteer has confirmed attendance
Cancelled	Assignment was cancelled

---

Notifying volunteers

Send notifications to volunteers about their shifts:

1. Click the Notify button on a shift
2. Choose notification type:
   • Confirmation request – Ask volunteers to confirm attendance
   • Assignment offer – Offer the shift to potential volunteers
   • Assignment summary – Send shift details to assigned volunteers
   • Status change – Notify about changes to the shift
3. Review recipients and message
4. Click Send

---

Filtering shifts

Use the filter options to find specific shifts:

• Teams – Filter by team
• Days – Filter by date
• Status – Filter by Open, Fulfilled, Confirmed, or Inactive

The search bar also lets you search by location, notes, or role name.

---

Shift columns explained

Column	Description
Team	The team responsible for this shift
Date	When the shift occurs
Time	Start and end times
Role	Specific role (if set)
Assigned/req.	Number assigned vs number required
Confirmed	Number of confirmed assignments
Priority	Mandatory, Desirable, or Normal
Status	Open, Fulfilled, Confirmed, or Inactive
Location	Where to report

---

Relationship with schedules

Shifts are typically generated from shift schedules. When a schedule generates shifts:

• Each shift is linked to its parent schedule
• Editing the schedule and regenerating will replace existing shifts
• Editing individual shifts doesn't affect the schedule

To manage the templates that generate shifts, go to Volunteers → Shift schedules.

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.

---

Tips

• Use schedules for bulk creation – Only create shifts manually for one-off needs
• Check assignment counts – The "Assigned/req." column shows at a glance which shifts need attention
• Filter by status – Focus on "Open" shifts to see what still needs filling
• Send confirmation requests – Don't assume assigned volunteers will attend; request confirmation
• Review before the event – Check all shifts are confirmed a few days before your event