Roster

Staff programs, balance volunteer workload, and let volunteers manage their schedule.

Roster is your staffing command center — see which Programs need volunteers, auto-schedule fairly, spot burnout risk, and let volunteers accept assignments or claim open slots.

Quick Start

1. Open Roster in the sidebar (under Manage).
2. On Overview, scan programs that need attention and use Auto-schedule understaffed when many slots are open.
3. Click a program row to open its Roster tab in the program editor.
4. Use Auto-fill from Template, then Auto-schedule or assign volunteers manually.
5. Check Volunteer Health for overloaded volunteers serving across multiple ministries.

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How-to Guide

Overview tab

The Overview tab groups upcoming programs by week.

Column	Meaning
Staffing	Filled vs. required slots
Status	Fully staffed, needs attention, or critical

Stat cards summarize Total Programs, Fully Staffed, Needs Attention, and Critical.

Auto-schedule understaffed fills open slots across all programs that still need volunteers, using fairness rules (volunteers who have waited longest since they last served are picked first).

Click Open program (external link icon) to jump to that program’s roster editor.

People View tab

People View is a matrix of volunteers × upcoming programs.

• Colored cells show role assignments (filled = confirmed, outline = pending, ✕ = declined).
• Double-booked! highlights scheduling conflicts on the same date.
• Filter by role using the legend.
• 30d column shows serving frequency; high frequency (4+ serves) shows a warning icon.

Volunteer Health tab

Use Volunteer Health to balance workload before volunteers burn out.

Status	Meaning
At risk	High recent serving frequency, heavy cross-ministry load, or many upcoming assignments
Balanced	Active serving pattern within healthy limits
Underutilized	Qualified volunteer who has not served recently
Inactive	No recent serves or upcoming assignments

The Cross-ministry load section highlights volunteers serving in two or more ministries. Expand a row to see the per-ministry breakdown.

Enable Serving Frequency Alert under workflow settings to receive automatic burnout_warning notifications when a volunteer exceeds your monthly serving threshold.

Rotation Teams tab

Organize volunteers into teams with a rotation pattern:

Pattern	Example
Every Week	Team serves each Sunday
Weeks 1 & 3	Alternating month pattern
1st Week Only	Once per month

Create a team, add members by role, then click Apply to upcoming programs to pre-fill matching program slots for the next 90 days.

Assign roster on a program

1. Open the program

   Go to Programs → open a program → People tab → Roster sub-tab.

2. Create slots

   Click Auto-fill from Template to create slots from the Service Type staffing requirements (set in Organization).

3. Fill slots

   Use Auto-schedule for fair automatic assignment, Assign for manual picks, or Assign Team for a rotation team.

4. Open signup (optional)

   Toggle Signup on an unassigned slot so qualified volunteers can claim it from My Schedule.

5. Track responses

   Statuses: Unassigned, Pending, Confirmed, Declined, No Show.

Volunteer self-service (My Schedule)

Volunteers open Account → My Schedule (/account/schedule).

Tab	Purpose
Assignments	Accept or decline pending invitations; view upcoming and past serves
Open slots	Claim signup opportunities you are qualified for
Availability	Add blockout dates so planners avoid scheduling conflicts

When a volunteer declines, the system can automatically invite the next qualified, available volunteer when one exists.

Volunteers need a linked collaborator profile. If My Schedule shows “No serving profile linked,” ask a church admin to connect the account in People.

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Smart scheduling at a glance

Action	Where	What it does
Auto-fill from Template	Program roster	Creates empty slots from service-type requirements
Auto-schedule	Program roster	Fills open slots fairly (skips signup-open slots)
Auto-schedule understaffed	Roster Overview	Batch auto-schedule across programs
Apply to upcoming programs	Rotation Teams	Assigns team members to pattern-matched dates
Open signup	Program roster toggle	Lets volunteers self-claim the slot
Claim slot	My Schedule → Open slots	Volunteer takes an open signup slot

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Related

People

Add collaborators and set role qualifications.

Organization

Define staffing templates per service type.

Programs

Per-program roster editing from the program editor.

Notifications

Roster invitations and burnout warnings.