📌 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.
Items allow administrators to assign, track, and award digital or physical inventory across the platform to support event operations and volunteer recognition. Whether issuing physical gear at check-in, awarding digital achievement badges, or generating downloadable completion certificates, creating items provides a structured way to manage resources, automate rewards, and deliver trackable inventory directly to participants through their User Portal.
IN THIS ARTICLE:
Item Types
When creating an item, you must select one of three item types. This selection is permanent and cannot be changed after creation.
Distributable: Represents physical inventory such as uniform T-shirts, meal vouchers, accreditation lanyards, or safety vests that is issued to volunteers and tracked per individual. This is the only item type that supports location-based stock levels, uniform pack bundling, check-in or check-out distribution, expiration dates, or reward point redemptions. Once an administrator or vendor hands over the item, it is marked as collected in the User Portal.
💡Tip: If your distributable item contains variants (eg. a T-shirt with multiple size options), you must create the custom field first before selecting it as a variant. See the Create and Update a Custom Field article for more information.
Virtual: Represents digital achievements and recognition such as First Aid Trained or 10 Shifts Completed badges that display on the volunteer's dashboard. As purely digital resources with no physical stock to track, their configuration is limited to setting how many times an individual volunteer can receive the badge.
Certificate: Generates a downloadable, personalised PDF built from a predefined certificate template, such as a milestone award or participation certificate. Volunteers receive access to generate the PDF directly from their User Portal, with optional unique serial numbers enabled via the Has Serial setting for official tracking.
💡Tip: A certificate template must be created before it can be assigned to a certificate item. See the Create and Manage a Certificate article for more information.
Create an Item
💡Tip: Not all fields listed below apply to every item type. Available options update based on your item type selection.
Click Users > Rewards and recognition.
Click the Create button. The Create Item screen appears:
Enter a Name for the item.
Click the Type dropdown menu to select the item type. See the Item Types section above for more information.
💡Tip: The item Type cannot be changed after creation.
Enter a number in the Sort Order field to set the display priority for the item in the admin console and volunteer portal. Items with lower numerical values appear at the top of the list.
Click the Certificate dropdown menu to select a certificate. See the Create and Manage a Certificate article for more information. (Certificate item only).
(Optional) Click the Category dropdown menu to select and item cateogry. See the Create and Manage an Item Category article for more information. (Distributable and virtual items only).
(Optional) Enter you organisation's SKU/External ID for the item. (Distributable and virtual items only).
(Optional) Click to check the Upload Image option if you wish to upload an image to represent the item. If checked, the Choose an Icon field changes to Upload File:
Click the Browse button. The Open window appears:
Select an image.
Click the Open button.
Click the Choose an Icon dropdown menu to select an icon to represent the item.
(Optional) Click to check the Has Variants option if the item has multiple options (eg. size, colour, materials). If selected, the Has Quantity and Quantity fields are hidden. (Distributable items only). An additional field appears:
Click the Varies based on Custom Field Source dropdown menu to select a custom field for the variant. The Variants section appears at the bottom of the page:
Add the respective Name and SKU/External ID for the items (eg. Small / 1234; Medium / 5678).
💡Tip: Variant inventory is tracked and managed in Headcount > Locations > Items tab.
(Optional) Click to check the Has Quantity option if inventory for this item is managed using a specific numerical amount. (Distributable items only).
(Optional) Enter the numerical stock value for this item in the Quantity field. (Distributable items only).
(Optional) Enter a value for the frequency that the item can be assigned to a User in the Maximum times this Item can be assigned to one User field. Setting this value to 0 allows unlimited uses.
(Optional) Click to check the Has Serial option if each individual unit of the item has its own number (eg. voucher number, certificate number, printed ID). (Distributable items only). An additional field appears:
Click the Serial Assigment Mode dropdown to select one of the following options:
Auto: The system automatically assigns the next available serial number when allocating the item to a volunteer. If the stock of serial numbers runs out, the allocation will fail or skip automatically during bulk actions. Use this for general unique tracking, such as pre-printed voucher codes or standard certificate numbering.
Manual: Requires administrators or team leaders to type in the physical item's serial number at the point of handoff or collection. The system verifies that the entered number matches an unassigned serial number on your list before completing the record. Use this when issuing pre-numbered physical deliverables such as radios, accreditation passes, or numbered safety vests to ensure exact serial assignment per person.
(Optional) Click to check the Has Expiry option to set an expiration date for the item. The timestamp is calculated based on a fixed duration starting from the moment the item is allocated to the volunteer. (Distributable items only).
(Optional) Click to check the Redeemable option to allow volunteers to claim this item in the User Portal by exchanging reward points. The following additonal field appears:
Enter a value in the Reward point Cost field for the point value required to claim the item. Volunteers with sufficient points can redeem available stock in the User Portal, which automatically deducts their points and allocates the item for collection.
💡Tip: The Redeemable option is available exclusively for Distributable items when Reward Points are enabled for your account.
(Optional) Click to uncheck the Is Distributable at Checkin and Checkout option to restrict the item from being issued during check-in or check-out. (Distributable items only).
(Optional) Click to check the Allow Item to be inheritable option to make this item available to all sub-accounts for allocation. The parent account retains sole editing control and can assign the item to sub-account volunteers via automations.
(Optional) Click to check the Publish option to make the item available on the User Portal.
Click the Save button.
Update an Item
Click Users > Rewards and recognition.
Click the More Actions menu on the item you wish to update.
Click Update. The Update Item screen appears:
Update the fields desired.
Click the Save button.
Add a User to an Item
Once an item is created, Volunteers can be added when updating the item.
💡Tip: Volunteers can also be added in bulk by importing a list. See the Import Users article for more information.
Click the Users section in the left-hand menu.
Click the Add button. The User Search appears:
Enter a User's name.
Press Enter, or click the magnifying glass icon to search.
Click to drag the User into the Shift User list. The Add User window appears:
Click the Rewards & recognition Allocation Type dropdown menu to select an allocation type for how the User will receive the item:
Rewards: Automatically awards items on the volunteer's main dashboard once a threshold is met.
Entitlements: Grants items quietly in the volunteer's private rewards list rather than their main dashboard.
Redemption: Issues items when a volunteer explicitly exchanges their earned reward points to purchase them.
💡Tip: Allocation types can be configured and managed in Users > Rewards and recognition > Allocations tab. See the Create and Update an Allocation article for more information.
(Optional) Click to select the Expires At date and time for the item to be received by the User.
(Optional) Click to select the Collected At date and time that the item was received by the User.
Click the Submit button.
Update a User in an Item
When updating an item:
Click the Users section in the left-hand menu.
Click the More Actions menu on the User you wish to update.
Click Update. The Update User window appears:
Update the information desired.
Click the Submit button.
Delete a User From an Item
When updating an item:
Click the Users section in the left-hand menu.
Click the More Actions menu on the User you wish to update.
Click Delete.
Bulk Update Items
If you wish to update multiple Items simultaneously, you can apply a Bulk Update action.
Click Users > Rewards and recognition.
Click to select specific Items to include them in the bulk action, or leave them unselected to apply the action to every Item in the Items list.
Click the Actions button.
Click Bulk Update Items. The Bulk Update Items window appears:
Toggle the Don't Update button off to modify the following settings listed as desired.
Click the Apply To dropdown menu to select one of the following options:
Items listed: Apply the bulk action to all Items in the Items list.
Items selected: Apply the bulk action to selected Items.
Click the Update button.
Add Multiple Items to a User
If you wish to add multiple Items to one User, you can apply a bulk action.
Click Users > Rewards and recognition.
Click to select specific Items to include them in the bulk action, or leave them unselected to apply the action to every Item in the Items list.
Click the Actions button.
Click Assign Items to User. The Bulk Update Items window appears:
Enter a User's name, User ID or email address to select the User.
Click the Rewards & recognition Allocation Type dropdown menu to select an allocation type for how the User will receive the item:
Rewards: Automatically awards items on the volunteer's main dashboard once a threshold is met.
Entitlements: Grants items quietly in the volunteer's private rewards list rather than their main dashboard.
Redemption: Issues items when a volunteer explicitly exchanges their earned reward points to purchase them.
💡Tip: Allocation types can be configured and managed in Users > Rewards and recognition > Allocations tab. See the Create and Update an Allocation article for more information.
(Optional) Click to select the Expires At date and time for the item to be received by the User.
(Optional) Click to select the Collected At date and time that the item was received by the User.
Click the Apply To dropdown menu to select one of the following options:
All listed items: Apply the bulk action to all items in the Items list.
All selected items: Apply the bulk action to selected Items.
Click the Bulk Update button. The following window appears:
Click the Yes button. The following window appears:
Click the Close button.