📌 Note: The screenshots and settings shown in this article may not match what you see in your own platform, as Rosterfy is highly customisable. If you need guidance specific to your setup, please contact our support team.
Have a question? We’ve got answers. Browse our most common questions about Events and Shifts and troubleshooting guides below to get the most out of your Volunteer management tools.
Events
Why can't I see my Event in the User Portal?
Why can't I see my Event in the User Portal?
Some common reasons why you are not seeing your Event in the User Portal:
The Event is not published: See the Publish and Unpublish an Event article for more information.
Ensure the Event's End Date/Time is set for the future: See the Create and Update an Event article for more information.
Ensure the Event is not restricted to be viewed by Volunteers apart of specific Groups or Role Offers: Click Events > Events > click the More Actions menu on the Event > click Update > click the Portal Visibility tab > see the This Event is Visible To: settings.
Filters may be applied to the Event list: Clear any current filters applied.
How do I change the opening and closing dates for Event applications?
How do I change the opening and closing dates for Event applications?
Click Events > Events.
Click the More Actions menu on the Event.
Click Update. The Event appears:
Click the Portal Visibility tab.
Configure the Applications Open Date/Time and the Applications Close Date/Time fields.
Click the Save button.
How do I promote an Event on the User Portal Dashboard?
How do I promote an Event on the User Portal Dashboard?
Click Events > Events.
Click the More Actions menu on the Event you wish to update.
Click Update. The Event appears:
Click the Portal Visibility tab.
Check the Promoted box.
Click the Save button. The Event is now visible on the User Portal Dashboard under Promoted Events:
💡Tip: Ensure the Event's dates are in the future and the Event is not finished. Past events will not show up on the User Portal Dashboard.
How do I obtain a URL link for my Event so Volunteers can see it without having to be logged into Rosterfy?
How do I obtain a URL link for my Event so Volunteers can see it without having to be logged into Rosterfy?
When creating or updating an Event, check the Share to Public Rosterfy Community box in thje General tab. The Event URL appears below > click the Copy Link button > click the Save button.
A Volunteer forgot to complete a form from a past Event. How can they find it?
A Volunteer forgot to complete a form from a past Event. How can they find it?
Click the Event History option in the left-hand sidebar in the User Portal.
Click to complete any outstanding forms. In this example, the blue button indicates an incomplete Post Shift Feedback Form.
💡Tip: A Volunteer's status must display as Attended to view post Shift or Event forms.
How can I set an age limit for an Event?
How can I set an age limit for an Event?
Click Events > Events.
Click the More Actions menu on the Event.
Click Update. The Event appears:
Click the Advanced tab.
Check the Has Age Limit box. The following additional fields appear:
Enter the exact Minimum Date of Birth, or enter a Minimum Age in years and days via the dropdown options.
Click the Save button.
How do I hide the Event dates from displaying on the User Portal and emails?
How do I hide the Event dates from displaying on the User Portal and emails?
Click Events > Events.
Click the More Actions menu on the Event.
Click Update. The Event appears:
Check the Is Ongoing option. The Start Date/Time and End Date/Time fields disappear.
Click the Save button.
How can I preview what my Event looks like in the User Portal?
How can I preview what my Event looks like in the User Portal?
Click Events > Events.
Click the More Actions menu on the Event.
Click View in Portal. A new tab opens previewing the Event:
How do I create a waitlist for an Event?
How do I create a waitlist for an Event?
Click Events > Events.
Click the More Actions menu on the Event.
Click Update. The Event appears:
Check the Enable Waitlist option. The following additional field appears:
Enter a Maximum Waitlist Number to set a limitation on how many Volunteers can apply to the waitlist.
Click the Save button.
💡Tip: Ensure the Enable Waitlist setting in Organization Settings > Events tab is set to Yes.
How can I view the demand for an Event's expression of interest submissions?
How can I view the demand for an Event's expression of interest submissions?
Click Settings > Organization Settings.
Click the Events tab.
Click to turn the Use Default? button off for the Show Event expression of interest demand and Show exact Event expressions of interest demand settings.
Click the dropdown menu next to each setting.
Click Yes.
Click the Save button.
Shifts
Why can't I see my Shift in the User Portal?
Why can't I see my Shift in the User Portal?
Some common reasons why you are not seeing your Shift in the User Portal:
The Shift is not published: See the Publish and Unpublish a Shift article for more information.
Ensure the Shift's End Date/Time is set for the future: See the Create and Update a Shift article for more information.
Why doesn't the Volunteer see a Shift on the User Portal Dashboard after applying?
Why doesn't the Volunteer see a Shift on the User Portal Dashboard after applying?
Some common reasons why a Volunteer cannot see the Shift they applied to in the User Portal include:
The Event dates are set in the past: The User Portal Dasboard is designed to only show upcoming opportunities. If the Event's date or time has already passed, the system automatically removes it from the Volunteer's active view.
The Volunteer's Shift status is set to Not Approved, Rejected or Applied: Depending on your system defaults, the listed statuses may remove the Shift completely from view until the Volunteer's Shift status reflects Pending or Confirmed. Check the Shift Volunteer list to ensure their Shift status is not restricting what they are seeing on the User Portal.
Why can't a Volunteer apply to a Shift?
Why can't a Volunteer apply to a Shift?
Some common reasons why a Volunteer cannot apply to a Shift in the User Portal include:
The application window is closed: The Shift or Event has strict opening and closing dates. If the current date is occurring before the opening time or past the closing deadline, applications are locked. See the How do I change the opening and closing dates question above to edit an Event's visibility settings.
To edit a Shift's visibility settings click the More Actions menu on a Shift > click Update > click the Visibility tab > configure the application visibility settings > click the Save button.
The Shift is full: If a Shift has a maximum headcount limit and all spots are filled (and there is no waitlist), the system will stop accepting new applications. Administrators can override a headcount limit by manually adding a Volunteer to a Shift. See the Add a Volunteer to a Shift article for more information.
Missing Qualifications, Checkpoint or Journeys: The Shift may be locked behind specific requirements. A Volunteer cannot apply if they haven't completed a prerequisite journey or checkpoint, or if they lack a required qualification or license on their profile (e.g., First Aid or a background check).
Age or Group Restrictions: The Shift may be restricted to specific Volunteer types, teams, or age brackets. See the Create and Update a Shift article for more information.
Schedule Overlaps: The system may automatically block a Volunteer from applying if the Shift's date and time clash with another Shift the Volunteer is scheduled to work.
How can I set a minimum age for a Shift?
How can I set a minimum age for a Shift?
Click Events > Events.
Click the View Shifts button on the Event the Shift is located. The Event's Shift list appears:
Click the More Actions menu on the Shift you wish to update.
Click Update. The Shift appears:
Click the Advanced tab.
Check the Has Age Limit box. The following additional fields appear:
Enter information the exact Minimum Date of Birth, or enter a Minimum Age in years and days.
Click the Save button.
How can I stop Volunteers from withdrawing right before a Shift starts?
How can I stop Volunteers from withdrawing right before a Shift starts?
This setting can be applied on an Organization Settings (Global) or Shift level:
Organization Level (Global Default)
The Organization level applies the feature across all Events and Shifts by default.
Click Settings > Organization Settings > Events > click to turn the Use Default? button off on the following settings to edit them:
Shift Level
The following settings apply strictly to the Shift that you wish to edit these settings for, leaving the rest of the Event unaffected.
Click Events > Events > View Shifts button > click the More Actions menu on the Shift desired > click Update > click the Advanced tab > configure the following Shift Settings:
How do I create a waitlist for a Shift?
How do I create a waitlist for a Shift?
Click Events > Events.
Click the View Shifts button on the Event the Shift is located. The Event's Shift list appears:
Click the More Actions menu on the Shift you wish to update.
Click Update. The Shift appears:
Check the Enable Waitlist box. The following additional field appears:
Enter a Maximum Waitlist Number to set a limitation on how many Volunteers can apply to the waitlist.
Click the Save button.
💡Tip: Ensure the Enable Waitlist setting in Organization Settings > Events tab is set to Yes.
How can I limit check-in and check-out time windows?
How can I limit check-in and check-out time windows?
💡Tip: The Allow self check-in setting must be enabled to modify check-in and checkout-time windows. See the Volunteer Self Check-In and Check-Out article for more information.
This setting can be applied on an Organization Settings (Global), Event or Shift level:
Organization Level (Global Default)
Settings at the Organization level applies the feature across all Events and Shifts by default.
Click Settings > Organization Settings > Events > click to turn the Use Default? button off on the following settings to edit them:
Click the Save button once configured.
Event Level
Adjusting settings within a specific Event enables a setting to be exclusively for that Event and all of its corresponding Shifts.
Click Events > Events > click the More Actions menu on the Event desired > click Update > click the Shift Defaults tab > check the Allow self check-in option > configure the following settings:
Click the Save button once configured.
Shift Level
The following settings apply strictly to the Shift that you wish to edit these settings for, leaving the rest of the Event unaffected.
Click Events > Events > View Shifts button > click the More Actions menu on the Shift desired > click Update > click the Check In tab > check the Allow self check-in option > configure the following Shift Settings:
Click the Save button once configured.
How do I display Shift capacity in the Volunteer Portal?
How do I display Shift capacity in the Volunteer Portal?
Click Settings > Organization Settings.
Click the Events tab.
Click to turn the Use Default? button off on the Allow visibility of Shift demand in Portal? setting.
Click the dropdown menu next to the setting.
Click Yes.
Click the Save button. The capacity appears for a Shift when selected in the Shift Calendar section of the User Portal:
How can I add labels to help organise my Shifts?
How can I add labels to help organise my Shifts?
See the Create and Update a Shift Type article for more information.
How do I limit the amount of hours a Volunteer can work either per day or per week?
How do I limit the amount of hours a Volunteer can work either per day or per week?
Click Settings > Organization Settings.
Click the Events tab.
Click to turn the Use Default? button off on the Maximum amount of hours Volunteers can work setting.
Click the dropdown to select either per day or per week.
Enter the amount of days or hours.
(Optional) Click the Add button to add another value. One value for per week and one value for per day is permitted. For example, a Volunteer can work up to 20 hours per week but no more than 5 hours a day.
Click the Save button.
How do I change the time allowance inbetween Shifts when Volunteers are self-scheduling?
How do I change the time allowance inbetween Shifts when Volunteers are self-scheduling?
Click Settings > Organization Settings.
Click the Events tab.
Click to turn the Use Default? button off on the Gap between Shifts in minutes setting.
Enter a numeric value in minutes.
Click the Save button.
How do I change the minimum and maximum times for a Shift's length?
How do I change the minimum and maximum times for a Shift's length?
Click Settings > Organization Settings.
Click the Events tab.
Click to turn the Use Default? button off on the Minimum Shift length, Maximum standard Shift length, and Maximum long Shift length setting.
Enter a numeric value in hours and minutes in the fields desired.
Click the Save button.
How do I limit the number of Shift applications a Volunteer can submit?
How do I limit the number of Shift applications a Volunteer can submit?
Click Settings > Organization Settings.
Click the Events tab.
Click to turn the Use Default? button off on the Minimum number of Shifts applications per Volunteer and Maximum number of Shifts applications per Volunteer settings.
Enter a value for each setting.
Click the Save button.
How do I allow Volunteers to withdraw from a single Shift from a repeating set of Shifts?
How do I allow Volunteers to withdraw from a single Shift from a repeating set of Shifts?
Click Settings > Organization Settings.
Click the Events tab.
Click to turn the Use Default? button off on the Allow Volunteers to withdraw from a single Shift in a recurring set setting.
Click the dropdown menu.
Click Yes.
Click the Save button.
How do I allow Volunteers to apply for a single Shift in a repeating set of Shifts?
How do I allow Volunteers to apply for a single Shift in a repeating set of Shifts?
Click Settings > Organization Settings.
Click the Events tab.
Click to turn the Use Default? button off on the Allow Volunteers to apply to a single Shift in a recurring set setting.
Click the dropdown menu.
Click Yes.
Click the Save button.