Volunteer Roster Builder
List the roles for your event and how many people each needs, your volunteers and the roles they can do, and the shifts. The roster prints a shift grid for each day, a coverage table showing what is still unfilled, every shift in time order and the volunteer list.
A volunteer given two shifts at the same time is flagged, and so is a shift outside the times a volunteer said they can do. A role nobody has been given, or one with no shifts at all, stays on the page marked Unfilled.
Downloads: PDF, Project file, CSV
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How to use the Volunteer Roster Builder
- Choose a template: the compact roster, a version with sign-in and notes columns, or sign-in sheets for every shift.
- Name the event and add the roles with the number of people each needs.
- Add volunteers and tick the roles each can do. Add their availability if you know it: a weekday or a date, the hours, and whether it is a firm limit.
- Add shifts: a role, a date and times, and a volunteer, or leave the volunteer empty to show the gap.
- Choose the edition. The volunteer edition leaves out phone numbers and emails unless you include them, and never prints a contact marked private. The coordinator edition has everything, with the flags. Then Create document and download the PDF or CSV.
Example
A fun run with five roles and six volunteers on one Saturday: registration, water, marshals and pack-down shifts from 8 am to 1 pm, a marshal place and a registration place still unfilled, first aid with no shifts yet, and one volunteer double-booked across registration and water.
What it does not do
- Shifts are assigned by you; the builder does not fill them automatically.
- Nothing is sent to volunteers. Share the PDF yourself.
- Check that you have permission to print a volunteer's contact details.
- Up to 250 pages and 500 entries in any list.
Documents are made in your browser and are not uploaded or stored by Zerdly. Check the finished document before you use it.
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