Volunteer roster
The positions each race day needs, who holds each one and the backup, and the public sign-up link.
What it's for
The roster is the plan for the hill: one row per position, per race day, with a Primary person and a Backup. Every position has a backup so a no-show or someone leaving mid-race is covered. Each position can be opened for public sign-up with a cap, and the sign-up link lives here.
Before you start
- The event's race days set in Event info — the roster shows one tab per day.
- People in the Volunteers directory, so the name boxes find them.
Steps
- Open Crew › Volunteer roster. The day tabs (Day 1, Day 2 …) sit at the top; the first day is selected.
Position, Primary, Backup — one row per position - Add a position with ＋ Add position and type its name (for example Gate judges 1–20). Remove one with the ✕ on its row.
- Tick OPEN FOR SIGN-UP on each position people may take themselves, and set cap to how many you need.
- Type a name in Search people… under Primary and pick the person; the NAT box fills from the directory. Do the same under Backup.
- Press Save roster. The green line at the top confirms the roster is saved to your club directory and to this event.
- To use the same plan on every day, press ⧉ Copy Day 1 → all days, then adjust each day's tab.
- Choose the group under NOTIFY VOLUNTEERS INTO COMMS GROUP (default Volunteers (default)) and press 📣 Send roster to all to message everyone on the roster their role.
- Press 🔗 Volunteer sign-up link to share the public page: ⧉ Copy link, WhatsApp, ✉ Email or 🖨 Print poster (a QR poster). ↻ Regenerate replaces the link; the old one stops working.
Copy, WhatsApp, Email, Print poster, Regenerate - Under ⚙ Custom sign-up questions add up to five extra questions for the sign-up form (text, tick-box or a choice list), then Save questions.
What success looks like
Each day's positions have a primary and a backup, open positions show on the public page with their cap, and Send roster to all has gone out. Who signed up appears under Sign-ups & attendance.
If something goes wrong
- The sign-up page says no roles are open: nothing has OPEN FOR SIGN-UP ticked, or the roster is not saved.
- A name is not offered in Search people…: add the person in Volunteers first, or type the name — a typed name is kept and added to the directory.
- The link you shared no longer works: someone pressed ↻ Regenerate. Share the new one.
Related
- Previous: Volunteers
- Next: Sign-ups & attendance
- How it fits: Volunteers, from the directory to the season report
- Header info
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