📌 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.
Assigning a journey directly to a Shift ensures that Volunteers complete the required milestones before they can fully participate. When you assign a journey to a Shift, any Volunteer who applies or is assigned to it is automatically placed into that specific pipeline to track their progress against your designated criteria. Volunteers will see a Journey Progress button within their portal that opens a pop-up outlining their guided sequence of tasks. This creates an automated roadmap for the Volunteer while allowing you to track readiness and manage compliance on a Shift-by-Shift basis.
💡Tip: A journey must be created prior to adding it to a Shift. See the Create and Update a Journey article for more information.
💡Tip: A journey cannot be assigned to an existing Shift. A new Shift must be created to assign the journey to.
IN THIS ARTICLE:
Enable Your Organization Settings
Organization Settings act as global defaults. The configurations set in the Events tab establish a master baseline that automatically applies account wide to all new Events, Shifts, and associated settings.
Click Settings > Organization Settings.
Click the Events tab.
Click to turn the Use Default? button on for the Enable Journeys for Shift applications setting.
Click the dropdown menu next to the setting.
Click Yes.
(Optional) Click the Default Shift Journey dropdown to apply a default journey to all new Shifts.
Click the Save button.
Assign a Journey to a Shift
To add a journey to a Shift, you must create a new Shift from within the existing Event. Journeys cannot be added to Shifts that already exist.
Click Events > Events.
Click the View Shifts button on the Event you wish to create a repeating Shift schedule for. The Event's Shift list appears:
Click the Create button. The Create Shift screen appears:
Enter information into all required fields. For a complete list of field descriptions, see the Create and Update a Shift article.
Click the Journey dropdown and select a journey.
Click the Publish Shift button to make the Shift visible in the User Portal immediately, or click the Save button to save the Shift as a draft without making it visible to Volunteers.
If you Publish the Shift, the following options appear:
If you Save the Shift, the following options appear:
💡Tip: Ensure that the application visibility settings in the Portal Visibility tab of an Event or the Visibility tab of a Shift are set for a date in the future.
Test Your Shift Journey on the User Portal
Whether a Volunteer applies for the Shift or is manually assigned to it, the Shift will appear on their User Portak Dashboard with a Journey Progress button.
💡Tip: The following instructions are an example. Your individual journey, including steps and criteria, may look different.
Add your user profile to the Shift with the assigned journey.
Click the Settings icon located at the top-right of your screen.
Click View Portal. The User Portal appears:
Click the Journey Progress button. The Progress window appears:
Click Select Shift Availability. The corresponding form applied to the Shift Availbility step appears.
Complete the required information.
Click the Save or Submit button. Once each step is completed, your journey progress updates as shown below:
💡Tip: Once a journey is complete, the Volunteer's Shift status will remain as Pending until it is manually approved by an Administrator. See the Manage Shift and Event Expression of Interest (EOI) Applications After Journey Completion article for more information.
💡Tip: To modify the settings to change a Volunteer's status once they complete a journey, see the Default Journey Completion Settings section.
User Portal and Dashboard Visibility
See how the following statuses affect what is viewed within the User Portal Dashboard:
Applied status: Moving a volunteer to Applied removes the journey display from their User Portal dashboard.
Checked In status: If a Volunteer is checked in, their status will display as Checked In from their User Portal dashboard.
Attended status: Once a Volunteer is marked as Attended, it will display as Attended from their User Portal dashboard.
Shift Removal: Updating a status to Not Approved or Rejected completely removes the Shift from the Enabling the journey completed status as Confirmed Volunteer's User Portal dashboard and Shift calendar view.
Default Journey Completion Status Settings
By default, Administrators must manually approve Volunteers after they complete a journey. You can change this setting at the Organization level or the individual Shift level. Enabling it automatically moves Volunteers to a Confirmed status as soon as their journey is complete, removing the need for manual review.
Organization Level (Global Default)
Enabling the journey completed status as Confirmed applies the feature across all Events and Shifts by default. To alter this for a one-off scenario, you can override this global setting at the Shift level. See the following instructions at the global level:
Click Settings > Organization Settings.
Click the Events tab.
Click the Default Event shift Journey Completed Status dropdown menu.
Click Confirmed.
Click the Save button.
Shift Level
Enabling the journey completed status as Confirmed directly on an individual Shift applies the setting strictly to that single Shift, leaving the rest of the Event unaffected.
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 Statuses tab.
Click the Default Journey Complete Status dropdown menu.
Click Confirmed.
Click the Save button.