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Editing an Activity

Changing the details of an existing activity

Written by Volaby Support
Updated today

You can edit any activity after it's been created to update its name, sessions, schedule, tags, roster settings or any other detail. The edit screen uses the same form as Creating an Activity, so every field described there is also editable after the fact — with a couple of exceptions noted below.

Getting to the edit screen

  1. Navigate to Activity Management

  2. Find the activity you want to edit in the sidebar

  3. Open the Options menu (three dots) in the Activity Header

  4. Select Edit

This opens the same form you used when creating the activity. Make your changes and click Save Changes in the toolbar to apply them. Click Cancel to discard any unsaved changes and return to Activity Management.

What you can edit

Almost every field on an activity is editable:

  • Name, description, location, attachments

  • Activity type (Regular, Once-Off, Flexible, Event)

  • Start and end dates, frequency and recurrence pattern

  • Sessions — add, edit or remove

  • Joining policy (Require approval / Open)

  • Roster type (Managed / Open)

  • Maximum team size

  • Visibility and all Advanced settings (Event Mode, Roster Comments, Check In / Check Out, Individual Shift Times, Address Hiding)

  • Tags

For what each field does, see Creating an Activity.

What's locked

Program

The program an activity belongs to is fixed after creation — the Program field is disabled on the edit screen. If you need an activity under a different program, create a new one in the target program instead.

Event dates

For Event activities, the specific dates the event runs are set when the activity is created and can't be changed from the edit form. Each event date has its own roster template on the Rosters page, and dates are added or removed by adding or editing those roster templates directly. All other settings on an Event activity (sessions, location, visibility, Event Mode, Advanced settings) can still be edited from the edit form as normal. See How to Roster for managing roster templates.

Changing dates or frequency

Changing the start date or frequency of a recurring activity is destructive. When you save, Volaby shows a warning:

Changing an activity start date or frequency will destroy all upcoming rosters and all volunteer availability preferences. Volunteers will be notified of this via email.

If you confirm, Volaby:

  • Deletes every upcoming roster generated from the old schedule

  • Clears every volunteer availability preference for this activity

  • Emails the affected volunteers to let them know

Confirm this is the change you want before saving. If you only need to adjust a single date rather than the whole pattern, cancel that specific roster instead — see Cancelling a Roster.

Changing roster type

Switching an activity between Managed and Open takes effect immediately. If you move from Open to Managed, any pending applications are automatically shifted to the waitlist for review.

Managing sessions

You can add, edit or remove sessions from the edit screen. Every activity needs at least one session — Volaby won't let you save with none.

Changes to session times, roles, report types and capacity apply from the next roster onwards. Rosters that have already been published aren't retroactively rewritten.

Permissions

You need to be the Activity Leader for the activity, a Program Manager for its program, or a Volaby Admin to edit an activity.

Cross-links

  • Creating an Activity — the full walkthrough of every field on the activity form

  • Cancelling a Roster — for adjusting a single roster date without editing the whole activity

  • Activity Tags — for managing the tags you can attach to an activity

  • How to Roster — for the roster-building flow after an activity is set up

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