Volunteer shift rota
Set out your shifts and the roles you need filled, then type names into the grid. The rota shows which places are still open, flags anyone booked twice at once and adds up each volunteer's hours.
Event
Roles
Shifts
Who is doing what
| Shift | Welcome desk2 people | Kitchen3 people | Floor and tidying2 people |
|---|---|---|---|
| 8:30 AM–11:30 AM · Set-up and morning | |||
| 11:30 AM–2:30 PM · Midday | |||
| 2:30 PM–5:30 PM · Afternoon and pack-down |
Coverage
0 of 21 places filled
- Welcome desk, 8:30 AM–11:30 AM · Set-up and morning: 2 more
- Kitchen, 8:30 AM–11:30 AM · Set-up and morning: 3 more
- Floor and tidying, 8:30 AM–11:30 AM · Set-up and morning: 2 more
- Welcome desk, 11:30 AM–2:30 PM · Midday: 2 more
- Kitchen, 11:30 AM–2:30 PM · Midday: 3 more
- Floor and tidying, 11:30 AM–2:30 PM · Midday: 2 more
- Welcome desk, 2:30 PM–5:30 PM · Afternoon and pack-down: 2 more
- Kitchen, 2:30 PM–5:30 PM · Afternoon and pack-down: 3 more
- Floor and tidying, 2:30 PM–5:30 PM · Afternoon and pack-down: 2 more
Who is on when
Type names into the grid to see who is on when.
Community day volunteer rota
Please arrive 10 minutes early and sign in at the welcome desk.
| Shift | Welcome desk | Kitchen | Floor and tidying |
|---|---|---|---|
| 8:30 AM–11:30 AM · Set-up and morning | |||
| 11:30 AM–2:30 PM · Midday | |||
| 2:30 PM–5:30 PM · Afternoon and pack-down |
Building the rota
Start with roles: the jobs that need doing and how many people each needs at once. Then add shifts with a date, start and end. A new shift starts when the previous one ends and lasts as long, so a day of three-hour shifts takes a few clicks. Type names into the grid; names you have already used are suggested, so the same person is not counted twice under different spellings.
Checking it
Coverage counts the places filled against those needed and lists every gap. Double bookings flag anyone in two roles in the same shift or in shifts that overlap on the same day. The hours column adds up each person's shifts, which is handy for thanking people or for their own volunteer hours log.
Printing and sharing
Print rota gives a clean landscape table with blank lines for open places, so people can sign up on paper. Download CSV gives one line per place for a spreadsheet or a group email. The rota is saved in this browser until you start over.
Questions
Can a role need different numbers of people on different shifts?
Each role has one number of places per shift. Leave extra places empty where you need fewer people; they show as gaps you can ignore, and as blank lines on the printout.
Does it send reminders to volunteers?
No. Nothing leaves your browser, so there are no emails or texts. Print the rota or share the CSV your usual way.
How many shifts and roles can I add?
Up to 24 shifts and 10 roles, with up to 8 people per role in each shift.