Event Mode changes how volunteers join and get rostered for an activity. It's enabled by default when you create an Event activity type, but can also be toggled on for any activity from the Advanced settings.
How Event Mode Works
Event Mode behaviour depends on two things: the number of sessions and dates your activity has, and your roster type setting.
Single session, single date
The simplest case - volunteers are handled automatically when they join:
Open roster: The volunteer is automatically rostered. No extra steps needed for either the volunteer or the manager.
Managed roster: The volunteer is automatically marked as available. The manager reviews availability and publishes the final roster.
Multiple sessions or dates
Volunteers choose what works for them:
Open roster: After joining, volunteers select which dates and sessions they want to attend. They are rostered into their chosen sessions immediately.
Managed roster: After joining, volunteers select their preferred dates and sessions. Their preferences are recorded as availability for the manager to review and finalise.
Changing How Event Mode Behaves
The behaviour is controlled by two settings found in the Privacy & Team step (or the Privacy section in List view):
Roster type (Open vs Managed) - determines whether volunteers are rostered immediately or marked as available for the manager to finalise
Joining policy (Open vs Require approval) - determines whether volunteers can join instantly or need manager approval first
Applicant Holds
When an applicant signs up for an event activity with multiple dates or sessions, they select their preferred dates and sessions as part of the onboarding process. Those selections are stored as holds — the applicant's spot is reserved while they complete their profile and tasks.
Once the applicant is approved and activated as a volunteer, their held sessions are automatically converted into roster assignments (for open rosters) or availability (for managed rosters). No manual rostering is needed.
Viewing holds in the roster
On the Rosters page, event activities show an Applicant Holds section below the volunteer list. Each applicant row displays orange 'Held' badges on the sessions they selected, along with a link to their application. The session capacity count includes applicant holds, so you can see the true demand for each session.
Editing holds
Program managers can edit an applicant's event selections from the Incoming Volunteers detail view before approving them. This lets you adjust which dates and sessions they'll be placed into.
Where to Find Event Mode
Event Mode can be toggled on or off from:
The Review & Create step in the activity creation wizard (under Advanced Settings)
The Advanced section when editing an activity in List view
It sits alongside other advanced options like roster comments, check-in/check-out, and address hiding.
When to Use Event Mode
Annual fundraising gala (one evening, one shift) - Yes, single session, volunteers auto-rostered on join
3-day music festival with morning/afternoon shifts - Yes, volunteers pick which days and shifts they want
Weekly soup kitchen every Tuesday - No, use a Regular activity
Ad-hoc corporate volunteering days - Consider it, or use Flexible if dates are truly unpredictable
One-off warehouse packing day with multiple time slots - Yes, volunteers pick their preferred slot