What is an instant roster?

You will need to have Admin or Program Manager permissions to create an instant roster.

Instant rosters should be created as needed. They’re mostly used in flexible activities to designate dates that the activity will be running. Besides flexible activities, instant rosters can also be used to create ad-hoc rosters on regular activities in case the activity needs to run on a date that doesn’t match the normal frequency.


How to create an instant roster:

You will need to have Admin or Program Manager permissions to create an instant roster.

Instant rosters should be created as needed. They’re mostly used in flexible activities to designate dates that the activity will be running. Besides flexible activities, instant rosters can also be used to create ad-hoc rosters on regular activities in case the activity needs to run on a date that doesn’t match the normal frequency.


How to add a new instant roster:

You’ll usually want to begin by selecting the activity that you’re creating the roster for. Find and select the activity from the activities console map view. With the activity overview open (or at any point from the activity console timeline view) hit the Add Roster button at the bottom of the monthly directory.

We can now fill in the details to add the instant roster. Normally, the only thing that needs to be picked is the date. If you already selected an activity beforehand, the program and activity won’t need to be changed; otherwise you’ll need to choose the program and activity manually.

  1. (Pre-filled) Program: Select a different program to access other activities

  2. (Pre-filled) Activity: Only activities from the selected program will be shown here

  3. Date: Select the date for this roster

  4. (Inherited) Location: The location for an Instant roster is inherited from the Activity but can be overridden if needed.

  5. (Optional) Notes: Add notes to share specific info with volunteers once they’re rostered.

  6. (Inherited) Sessions: All sessions that belong to the original activity will be included on the instant roster. Inherited sessions cannot be edited at this time.

With all of these details complete, the instant roster can be created. You’ll be taken to the newly generated empty roster for the date that was selected. From there you’ll add volunteers like any other roster.


How to delete an instant roster:

An instant roster can be deleted if it has not been published. This will usually be needed if an instant roster was created for an incorrect date, or activity. Instant rosters that have already been published cannot be deleted, and must be cancelled. This allows Volaby to notify rostered volunteers of the change.

An instant roster that is deleted will be removed entirely from the timeline. This can’t be undone, but another instant roster can always be created in place of the deleted roster.


How to edit an instant roster:

The date, notes, and location on an instant roster can be edited so long as the roster has not run. To edit these details open the roster from the timeline and hit Edit Roster, located next to the publish button.

If you’re changing the date of an already published roster, you will be prompted to cancel this existing roster. Volunteers will be notified of the cancellation and the roster will have to be rebuilt.

Want to know more?

CLICK HERE to discover how to Create and Publish rosters

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