📌 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.
Once a Volunteer completes a journey tied to a Shift or an Event Expression of Interest (EOI), their application typically remains in a Pending status for administrative review. This allows you to evaluate their submission, manually override specific steps if necessary, and ultimately confirm or reject their placement. Alternatively, you can enable a configuration setting that removes this manual review step, automatically transitioning the volunteer to a Confirmed status the moment their required journey is complete.
IN THIS ARTICLE:
Review a Volunteer's Application
When reviewing an application, you can manage the Volunteer's progress and communication directly from their profile. Send targeted communications, manually complete individual journey steps or the entire journey altogether, and add internal notes to document the application process.
Click Events > Events.
Click the View Shifts button on the Event the Volunteer's application is in. The Event's Shift list appears:
Click the View Volunteers icon. The Shift Volunteers list appears:
Click the More Actions menu on the Volunteer you wish to review:
Click Review Application. The Review Application window appears:
Click on a step to review a step's information.
Send an Email, SMS, or Notification
Sending an email, SMS, or notification allows you to nudge specific Volunteers who need a personalised reminder. For example, if a Volunteer has started their Shift application but hasn't finalised it, you can send a quick email, SMS, or system notification to remind them that their place in the Shift is only held for a limited time, prompting them to complete their journey before it expires.
Click the Actions button on the Review Application window:
Click Send Communication. A new tab appears on the Send Communication page:
Select one of the following types: Email, SMS, or Notification. See the Create an Email, Create an SMS, or Create a Notification articles for more information.
Complete a Journey Step or Journey
You can manually complete an individual step or the entire journey altogether to override requirements for a Volunteer.
⚠️Warning: Manually completing or overriding a journey step or the entire journey is permanent. To reset a Volunteer's journey you must delete remove them from the Volunteer list and add them again.
Click the Actions button on the Review Application window:
Select one of the following options:
Complete this Journey Step: Complete only the specific step selected in the review application window.
Complete the Journey: Instantly complete or override all remaining steps.
Add Notes to Journey Steps
You can add internal notes to individual steps within a journey. Use these notes to document specific details, track internal updates, or keep a record of a Volunteer's progress through each stage of their application.
Click the Show Notes button on the Review Application window. The notes section appears within the journey step:
Click the field to enter a new note.
Click the Add note button. The note appears at the bottom of the window and be edited or deleted, if desired.
Click the Hide Notes button to hide notes.
Confirm or Reject a Volunteer
To officially confirm a Volunteer's application, their required journey must be fully complete. You can use the checkmark or cross icons within the system to confirm or reject the Volunteer.
💡Tip: If you confirm a Volunteer and later move them back to a Pending status, they will need to be reconfirmed again. However, changing their status back to Pending will not lose or erase any of their completed journey data.
Confirm
Click the green checkmark icon to confirm the volunteer. The Volunteer appears with a Confirmed status in the Shift Volunteer List:
The Shift will also appear as Confirmed in the User Portal dashboard:
Reject
Click the red cross icon to confirm the volunteer. The Volunteer appears with a Rejected status in the Shift Volunteer List:
If a volunteer is rejected, the Shift will no longer be visible anywhere in their User Portal.
Withdraw a Volunteer's Application
You can manually withdraw a Volunteer from a Shift if they have not yet completed their required journey. This action applies to volunteers who are currently in either an Applied or Pending state. Withdrawing them removes them from the Shift while their journey remains incomplete.
Click the More Actions menu on the Volunteer you wish to review:
Click Withdraw for Volunteer. The following window appears:
Click the dropdown to select the Rejected option.
Click the Submit button. The Volunteer appears with a Rejected status in the Shift Volunteer list:
Application Status Transition Rules
See the following rules to understand how manually changing a Volunteer's Shift status affects their application and journey progress. This table shows which status transitions are allowed and when a journey must be completed:
Status Transition | Journey State | System Behaviour |
Pending / Applied ➡️ Confirmed
| Complete | ✅ Permitted. |
Pending ➡️ Confirmed | Incomplete | ❌ Blocked. You cannot confirm a Volunteer if their journey is incomplete.
|
Confirmed ➡️ Rejected | Complete | ✅ Permitted. This action can be reversed by changing their status back to Pending or Confirmed.
|
Confirmed ➡️ Pending | Complete | ✅ Permitted. Journey data is kept, but the Volunteer loses their slot and must be manually reconfirmed again later.
|
Not Approved ➡️ Confirmed | N/A | ❌ Blocked. You must move them to Pending first to allow them to complete the required journey.
|
Rejected ➡️ Pending | N/A | ✅ Permitted. Moves the Volunteer to Pending. If they had previously completed the journey before being rejected, this transition resets their progress, requiring them to redo the journey.
|
Expired / Rejected / Not Approved ➡️ Pending | N/A | ✅ Permitted. Resets the Volunteer and requires them to complete the journey.
|
Overrides and Re-engagement Rules
Locked Statuses until Completion: If a Volunteer completes a journey but their status is later updated to Rejected, No Show, or Not Approved, their status cannot be overridden again until they complete the new journey from scratch. The following message appears if a Volunteer has not completed the journey and you attempt to change their status:
Removing and Re-adding Volunteers: If you delete a Volunteer from a Shift after they have completed their journey, re-adding them to that same Shift will restore and save their journey progress. This does not apply to Event EOIs as Volunteers must self-register via the provided Event link.
Shared Journey Data: If the exact same journey is used across multiple Shifts or an Event EOI, the journey data consolidates directly to the core user record rather than repeating. This means if a Volunteer completes the journey at the EOI stage, their progress carries over. If they apply for a Shift that is assigned that same journey later, they will completely bypass the requirement as already complete.