🧠Filling the volunteer rota
From empty week to every duty covered and volunteers reminded.
1Set up your roles (once)
Under Rota → Rota Roles, create the duties your club needs — Duty Steward, Bar, Catering, Green Keeper and so on — each with a colour and a default number of volunteers needed. You only do this once; roles are reused every week.
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2Create the week’s slots
On Rota → Weekly, use ⚡ Bulk generate to lay down one slot per active role across the whole week, or + Add slot to add individual slots (you can change the date on a slot before saving).
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3Assign volunteers
Click + Assign on an unfilled (amber) slot and pick a volunteer — they are emailed automatically. The day badges and the coverage bar show how close to fully covered you are.
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4Let volunteers confirm
Volunteers see their duties on the members’ app / portal and tap Confirm; their pill turns green on your rota. Amber means assigned-but-not-yet-confirmed.
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?Send reminders
Use ✉ Send reminders; a pop-up lets you pick the scope in one step.
Today → reminders go out for today (the default). | A specific date → reminders go out for the day you pick. | The next 7 days → reminders go out for the whole coming week at once. |
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6Tidy up
Created a role by mistake? Delete it — this is only allowed when no slots use it, so you can never orphan a slot. If a role is in use but no longer wanted, deactivate it instead.
💡 Tip: Tip: the print view (with its teal “Back to Rota” button) gives you a clean sheet to pin up in the clubhouse.