📌 Note: Insights Dashboards is currently in beta phase.
Rosterfy's new Insights Dashboards feature delivers instant access to interactive, pre-configured data visualisations, allowing Administrators to monitor key volunteer program performance metrics without building reports from scratch.
In this beta phase, Insights Dashboards provide immediate access to five pre-built, interactive analytics views covering core volunteer metrics. During this period, data refreshes once per day. Additionally, custom dashboard and metric creation are unavailable.
If you are interested in joining the beta program, please reach out to your Rosterfy account manager.
💡Tip: Existing Admin role restrictions do not carry over to this feature, any user granted access will be able to view all system data.
IN THIS ARTICLE:
Standard vs. Premium Features
Insights Dashboards are available in Standard and Premium versions, allowing you to select the level of analytics and automation that fits your organisation's needs.
Feature | Standard | Premium |
5 pre-built dashboards (Overview, Events & Shifts, Roles, Training, Communications) | ✅ | ✅ |
Time-based filters (date ranges) | ✅ | ✅ |
Time-based comparisons | - | ✅ |
Events, Shifts, Role and Journey filters | ✅ | ✅ |
Download dashboards as PDF or CSV files | ✅ | ✅ |
Download individual tiles | ✅ | ✅ |
Smart Alerts (threshold-based notifications) | - | ✅ |
Scheduled Report delivery to stakeholders | - | ✅ |
Getting Started
See the following steps to get started with Insights Dashboards:
Step 1: Enable the Feature
Insights Dashboards must be enabled by the Rosterfy team. Contact your Customer Success Manager or submit a support request to have the feature turned on for your account.
Step 2: Assign Permissions
Once the feature is enabled, you can manage dashboard visibility via Admin Permissions. The dashboard view is identical for all authorised users and is not personalised per login.
⚠️ Warning: Existing data restrictions applied via Admin roles do not apply to the Insights Dashboards. All Administrators with dashboard access see the full dataset.
💡Tip: The Insights Dashboard permission is unavailable for Lite Admins.
Click Settings > Admin Permissions.
Click the More Actions menu on the Administrator you wish to give permission.
Click Update. The Update Permission Role screen appears:
Check the Insights Dashboards box.
Click the Save button.
Understanding the Dashboards
The Insights Dashboards are available from the Dashboard module in the left-hand menu. The interface is organised into five tabs, each covering a distinct area of your volunteer program. Click any tab to load the corresponding dashboard and display metrics relating to the specific area in Rosterfy.
Tab | What it covers |
Overview | High-level program health at a glance - total volunteers, attendance leaderboards and key summary KPIs. |
Events & Shifts | Operational metrics around your Events and Shifts - applications, fill rates, attendance and withdrawals. |
Roles | Role offer performance, acceptance rates, and volunteer onboarding progress through role-based journeys. |
Communication | Engagement metrics for your communications - open rates, click-through rates, and delivery performance by channel. |
Training | Training completion rates and compliance tracking. |
Filtering Your Data
Every dashboard tab includes a filter that allows you to specify the time period and program areas most relevant to you. Click the Filters button to select your criteria.
Time-Based Filters
Select from a comprehensive set of date range options:
Preset rolling periods: Last 7 days, last 30 days, last 90 days, last 12 months.
Month-to-date, quarter-to-date, and year-to-date.
Custom date range: Select any start and end date.
Program Area Filters
Select specific entities within Rosterfy. Available filters depend on the tab selected:
Events: Select a specific Event or Events with a specific status.
Shift: Focus on specific Shifts within Events.
Journey: Isolate volunteers going through a specific onboarding journey.
Roles: Filter by the roles assigned to volunteers.
Comparison Periods (Premium Only)
📌 Note: This feature is only available in the Premium version.
Premium users can enable a comparison period alongside their primary date range. This overlays a previous period on your charts, making it easy to see whether your metrics are improving, declining, or holding steady. For example, you might compare this month against the same month last year.
Smart Alerts (Premium Only)
📌 Note: This feature is only available in the Premium version.
Smart Alerts trigger automatic notifications when a metric crosses a defined threshold. This ensures your team is immediately notified of critical changes without needing to manually monitor dashboards. Some examples of how you might use Smart Alerts include:
Get notified when Shift attendance drops below 80%.
Alert your team when incomplete onboarding rises above a set number.
Receive a notification when training compliance falls below your required threshold.
Create a Smart Alert
Select the dashboard tab you wish to create an alert for.
Hover over the metric tile. A bell icon appears on the tile:
Click the bell icon. The following window appears:
Configure the following fields:
Condition: This field is pre-populated with the name of the metric you created the alert for.
Operator: Select one of the following options: Is greater than, is less than, is equal to, is greater than or equal to, is less than or equal to.
Threshold: Enter a value. This field is required.
Method: This field is pre-populated to send the alert via email.
Recipients: Enter the email address(es) to receive alerts. This field is required.
Frequency: Select how frequently Rosterfy should check the metric and potentially notify recipients from the following options:
Monthly: Select the Day (date) and Time that the alert occurs.
Weekly: Select the Day (day of the week) and Time that the alert occurs.
Daily: Select the Time the alert occurs.
Hourly: Select how often in hours an alert occurs, then select a Start and End time the alert begins and ends at.
Minutes: Select how often in minutes an alert occurs, then select a Start and End time the alert begins and ends at.
Permissions: Select if this alert is Public or Private.
Click the Save Alert button. The following Alert window appears:
Click the Done button. The number of alerts set for a metric are displayed on the bell icon.
💡Tip: You can create multiple alerts across different tiles and dashboards. Review your active alerts periodically to ensure the thresholds remain relevant as your program evolves.
Scheduled Reports (Premium Only)
📌 Note: This feature is only available in the Premium version.
Scheduled Reports allow you to automatically send a dashboard or an individual visualisation to stakeholders on a recurring basis. This is useful for leadership updates, board reporting, or keeping operational teams in the loop without requiring them to log in to Rosterfy.
Create a Scheduled Report
Select the dashboard tab you wish to create a report for.
Click the kebab menu located next to the filter button.
Click the Schedule delivery option. The Schedule Delivery window appears:
Enter the following information:
Schedule Name: Named by default based on the dashboard tab you are making the report for. Edit if desired.
Recurrence: Select how frequently reports are sent:
Send Now: The report sends immediately.
Monthly: Select the Day (date) and Time that the report is sent.
Weekly: Select the Day (day of the week) and Time that the report is sent.
Daily: Select the Time the report is sent.
Hourly: Select how often in hours a report is sent, then select a Start and End time the hourly send begins and ends at.
Minutes: Select how often in minutes a report is sent, then select a Start and End time the report being sent begins and ends at.
Specific months: Select the specific month(s), the Day (date) and Time the report is sent.
Specific days: Select the specific day(s) and Time the report occurs.
Destination: Email is selected by default.
Email addresses: Enter the email address(es) you wish to receive this report. This field is required.
Format: Select the format of the report: PDF, CSV zip file, or PNG visualisation.
Click the Save button.
💡Tip: To see a preview of how the report will send to recipients, click the Test Now button.
💡Tip: The Filters and Advanced options tabs provide additional options to add to your report.
💡Tip: Recipients do not need a Rosterfy account to receive scheduled reports. The chosen format file is sent directly via email. Review your scheduled reports periodically and remove any that are no longer needed.
Downloading Your Data
Export data from the Insights Dashboards at any time, either as a full dashboard or by individual tiles.
Full Dashboard Export
See the following instructions to export an entire dashboard tab:
Click the kebab menu located next to the filter button.
Click the Download option. The Download screen appears:
Enter the following information:
Format: Select either PDF (best suited for sharing or archiving), or CSV (a spreadsheet of the data for further analysis).
Paper Size: Select the size format. Fit Page to Dashboard is selected by default.
Expand tables to show all rows: Check the box to include all rows of the report.
Arrange dashboard tiles in a single column: Arranges dashboard tiles in a single vertical column for a cleaner, simpler view.
Click the Download button.
💡Tip: Click the Open Browser button to view the download in your browser.
Individual Tile Export
Each metric tile can be exported independently. This is useful when you only need a specific chart or metric for a presentation or report.
Click the tile you wish to download data for. The tile data is displayed:
Click the Download button. The Download window appears:
Select one of the following format options you wish to download the data in: TXT, Excel Spreadsheet, CSV, JSON, HTML, Markdown, or PNG.
Click the Advanced data options arrow to reveal formatting options.
Click the Download button.
💡Tip: Click the Open Browser button to view the download in your browser.
Switching Between Dashboard Versions
Users can revert to the legacy Rosterfy dashboard at any point during the beta phase via the Options button within the new user interface. Additionally, existing saved reports remain accessible from the Reports option in the new dashboard, eliminating the need for external navigation.
Frequently Asked Questions
Q: Who can see the Insights Dashboards?
A: Any Administrator whose permission role has been granted access to Insights Dashboards. Access is configured via Settings > Admin Permissions.
Q: Can different administrators see different data?
A: Not at this stage. The dashboard view is the same for all administrators with access and is not personalised per login. Existing data restrictions applied through Admin roles do not carry over to the dashboards, so ensure you assign permissions only to Administrators who should see all data.
Q: What is the difference between Standard and Premium?
A: Standard is included at no extra cost and covers all five pre-built dashboards, filters, and PDF/CSV downloads. Premium is an add-on that includes comparison periods, Smart Alerts, and Scheduled Reports, plus some more advanced features on the way such as customisable dashboards and AI-powered reporting. Contact your Customer Success Manager to find out which tier you're on or to discuss upgrading.
Q: How often is the data refreshed?
A: Dashboard data is refreshed once per day. However, this is planned to be more frequent in the future.
Q: Can I add my own custom dashboards or metrics?
A: Insights Dashboards provides five pre-built dashboards in the current beta release. Custom dashboard creation is not available in this version. If you need custom reporting, your existing reports remain accessible via the link in the new dashboard interface.
Q: Is this feature available to all Rosterfy customers?
A: Insights Dashboards is currently in beta and requires enablement by the Rosterfy team. Reach out to your Customer Success Manager to request access.
Q: I have feedback on the beta. How do I share it?
A: Please share any observations, issues, or suggestions with your Rosterfy Customer Success Manager or through the in-app feedback mechanism if one is available in your account.