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Managed Rosters
Managed Rosters
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Written by Volaby Support
Updated over a week ago

Managed rosters

Volunteers indicate availability, managers or activity leaders are responsible for selecting the team and publishing the roster. Managed rosters must still be published for volunteers to be notified of their volunteering. Cancelling a roster will notify all volunteers immediately via email.

Please note: When you open your Rosters page we only load a few weeks-months of Rosters, however you can user the date range in the Filters section to change or extend the dates you are seeing.

Rostering via Activities:

  1. Navigate to Activity Management.

  2. Click on an upcoming roster.

Have a quick look at the section highlighted below and what each of them tells you.

  • Activity Name – the name activity is indicated as well as the date of the roster

  • Cancel Activity Button – you are able to cancel the activity through this button. you will be prompted to provide a reason for the cancellation for data reporting purposes.

  • Activity Volunteers – The list of all volunteers who are enrolled in that activity. Volunteers are listed in the following order: Available, No Indication, Unavailable. You can put a volunteer on a roster regardless of their indication of availability (unless they have said they are unavailable).

  • Sessions within the activity - use can see the sessions across the screen and the ability to roster volunteers on one or multiple sessions.

There are multiple states that can appear for each volunteer on the roster screen.

  • No indication: The volunteer has not indicated whether they are available or unavailable to attend the in

  • Available: the volunteer is available to attend the activity

  • To be rostered: the volunteer has not been rostered yet

  • Rostered: the volunteer is rostered onto the activity

  • To be removed: remove a volunteer from an activity

  • Unavailable (for individual sessions)

  • Unavailable for this date

When a roster has unsaved or unpublished changes, a footer card will appear at the bottom of the screen and will remain as long as there are any changes that haven't been published for that roster.

Publishing rosters

Rosters can be published by Activity Leaders, Program Managers and Admins. When a roster is published, rostered volunteers will receive an email from Volaby notifying them that they have been rostered on for the selected Activity and date.

A text will also be sent 24-48 hours before the activity. The roster has to be published before 4pm BNE Time on the day prior to the activity for texts to send.

You can look at these messages in Customise and Track Communications.

Rosters can be republished as many times as needed, but keep in mind that email notifications notifying volunteers of any updates relevant to them will be sent out with each publication.

Newly rostered volunteers will receive an email notifying them if the updated roster is published. Likewise, volunteers who have been removed from some or all sessions will also be notified when the roster is published.

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