⭐ Rota Roles

Rota Roles define the types of volunteer duty at your club. Every slot on the weekly rota is linked to a role.

Example roles: Duty Steward, Green Keeper, Bar Duty, Catering, Treasurer, Car Park Attendant.

Role settings

• Name — displayed on slot cards and in the weekly rota
• Colour — a coloured dot shown on every slot card for this role
• Default volunteers needed — how many volunteers are required per slot. Bulk generate uses this count
• Description — optional notes about the role (not shown to volunteers)

Managing roles

Against each role you can Edit its settings, Deactivate it (hides it from new slots while keeping past history), or Delete it. A role can only be deleted when no rota slots use it — if any slots still reference it, deletion is blocked and you are told exactly how many slots are in the way, so a role created by mistake can be tidied up safely without ever orphaning a slot. If a role is genuinely in use but you no longer want it offered, deactivate it instead.

Volunteer availability

See which volunteers are available each week using the Availability Matrix tab. Volunteers declare their own availability from the member portal using the [pvl_my_availability] shortcode.

Common questions

Can I have different volunteer counts for different days?

The volunteers-needed count is set at the role level as a default. When creating individual slots you can override the count for that specific slot.

Can I delete a role I created by mistake?

Yes — use the Delete button against the role. Deletion is only allowed when no rota slots use the role; if slots still reference it, you will be told how many and asked to remove or reassign those slots first, or simply deactivate the role instead. This prevents slots ever being left without a role.