Plan in private
Draft a rota or next year's event without volunteers seeing it or anyone being emailed.
Rotas and shifts
Volunteer rotas that know who is
Volunteer rotas that know who is
really covering the shift.
Plan shifts before anyone is asked, see at a glance whether every session has enough people and the right people, and invite volunteers without a flood of emails.
Private draft rotasEssential role coverOne email per volunteer
Check the right people are on
Set how many keyholders, drivers or first aiders each shift needs and see a warning when a date falls short.
Invite in one go
Each volunteer gets one notification, and one email if you send rota emails, listing every shift they are invited to or confirmed for.
Staffing at a glance
See which shifts are short, and why.
Day, week, month and list views show confirmed numbers against each activity's target, so gaps stand out before the day.
- Staffing targets for each activity, showing below target, target met or nobody confirmed. Only confirmed volunteers count, never pending invitations.
- Essential role cover for roles such as keyholder, driver or first aider, checked date by date, including whether each person's approval has expired.
- Clash and availability checks when a confirmed volunteer is on overlapping times, or a shift falls outside the availability on their profile.
- Needs attention on the dashboard lists activities in the next 14 days that are short of essential cover.
Saturday food bank, 10:00 to 13:00Needs a first aider
5/6Volunteers confirmed
1/1Keyholder
0/1First aider
2Awaiting reply
Grace OkaforConfirmedKeyholder
Tom EvansConfirmedDriver
Aisha RahmanAwaiting replyFirst aider
Invitations
Shortlist, then invite, without the email storm.
Add potential volunteers to a draft, see what the staffing would look like if everyone said yes, then publish when you are ready.
- Potential volunteers with a private note, such as "can drive", for every date or just one. They are never counted as confirmed.
- A preview before anything is sent showing exactly who will be invited, confirmed directly or kept as a potential volunteer.
- Agreed by phone? Confirm someone directly instead of sending an invitation.
- Volunteers reply from their phone accepting or declining from their own My Schedule, or asking to join a date.
Publish and invitePreview
Grace OkaforInvite3 shifts
Tom EvansConfirm directlyAgreed by phone
Sam PatelKeep as potentialNot asked yet
Plainly put
What it does, and doesn't.
Essential role cover is a planning check. It warns you when a shift is short of a keyholder or first aider, but it never stops you confirming someone. Volunteers use a mobile-friendly website rather than an app from an app store, so there is nothing to install.
Common questions
Good to know.
No. A draft is visible only to staff. Volunteers cannot see it anywhere and nobody is notified or emailed until you choose Publish and invite.
No. Volunteers use their own portal in any web browser, including on their phone. They sign in with their volunteer code and a code or link sent to their email, or with a password if they do not have email.
An administrator or the person who created the task can confirm them directly, so they are counted straight away without an invitation.
Yes. Add as many dates as you need to the same activity. Staffing and essential role cover are checked separately for each date.
Staff can print the rota they are viewing. Administrators with the Data Export permission can also download it as a spreadsheet, and each download is recorded in the Activity Log.
Also in Volunteeria
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