Roster

The Roster lists every sign-up: who is doing what, when and where, whether they turned up, and their hours. It is where hours are recorded and signed off, so it is where the numbers in a grant report or a volunteer’s letter for a school come from. The page has no row of its own in the sidebar. Find it by typing Roster into search (see Finding your way). Anyone whose role can See Shifts can open it:

• Someone whose role can also See People sees every sign-up.
• Anybody else sees their own sign-ups, and the names of the other people on shifts they are on.

Recording outcomes and hours, and signing hours off, needs Change on Shifts and See on People.

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What the roster opens on

The roster opens on the question that comes up at the end of each week: whose hours still need signing off. Outcome starts on Everything that stands and Sign-off starts on Still to do, so you see sign-ups that were not given up and have not been signed off. Change either to see the rest.

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Filters

The number beside each choice in Outcome and Sign-off is how many you would get if you picked it, with your other filters kept.

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Saved views

Under Views, + Save current view keeps your Outcome, Sign-off, Doing and Where under a name. Your views are your own. A view does not keep dates, and applying one clears From and Until. A view called “Q3 hours” that kept its dates would still mean last year’s third quarter when you opened it next year, and on this page that would be a wrong number under a right-looking name. Set the dates each time.

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The columns

Columns chooses which you see. The list shows 50 sign-ups at a time, earliest first.

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Recording what happened

After a shift, record each sign-up’s outcome and hours. Hours are never filled in from the shift’s times. Somebody has to type them. Signing off says the hours are right, and records you as the person who signed them. A signature needs a number: signing with an empty box is refused with Log the hours before signing them off; zero is a valid answer. For somebody who did not turn up, enter 0 and sign it off. Once signed off, the row shows the hours with an Unsign button, and its outcome and hours cannot be changed. To correct one, press Unsign, fix it, and sign it off again. A sign-up that was given up has nothing to record. One that is Asking to be let off cannot have its outcome changed until the request is answered on Cancellation requests.

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Signing off many at once

With Change on Shifts and See on People, each row has a box to tick. Tick the sign-ups to sign off, choose Sign off hours in the bar that appears, and press Apply. The page asks first: A signature says the hours are right. Un-signing is one record at a time.

• Every ticked sign-up needs its hours entered. If any has none, nothing is signed off, and the page says how many are missing hours.
• Sign-ups that were already signed off are left as they were, with their first signature.
• One sign-off can cover at most 200 sign-ups.

There is no way to unsign many at once. Taking a signature back is done one sign-up at a time, where you can see what you are undoing.

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Hour totals

The counts above the list are taken under your filters: The number of sign-ups that match shows beside the page’s title. On screen, each sign-up’s hours count once, even when the volunteer brought somebody with them.

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Exporting hours

Export downloads volunteer-roster.csv: every sign-up your filters show, on every page and not just the one on screen, up to 5,000 of them. Someone who cannot see People gets only their own sign-ups in the file. Somebody who came along with a volunteer has a row of their own, with the same hours as the volunteer, because they worked the shift too. So adding up the hours column counts them, and can come to more than Hours logged on screen. Settings → Data & customization → Export has the same file as Volunteer hours, with no filters (see Export).