Rota flows
Assign a full rotation
in one click
Some events run on rotations — the same volunteer moves through a sequence of positions across a day. Rota flows let you define those sequences once, then apply the whole thing when you first assign someone. No more clicking through every position cell by hand.
How it works
Define the sequence. Apply it once.
You set up the rotation pattern once on the Rota flows page. From that point on, assigning one volunteer triggers the full sequence — so a five-step rotation takes the same effort as assigning a single position.
Create a flow
Name the rotation and add the positions in order. Any positions from your event can be steps in the flow — including an "Off" or "Break" position.
Assign as normal
When you click a position cell on the rota, the volunteer picker works the same way. The flow kicks in automatically when you pick someone.
Confirm the full sequence
A preview shows each step mapped to its shift. Review any conflicts, then confirm — all positions are assigned at once with a single click.
Example
A rowing regatta rotation
A typical regatta rotates officials through the same sequence of positions across the day. Instead of assigning each step one at a time, you apply the whole flow from a single assignment.
Starter rotation flow
Starter
Morning shift
Aligner
Mid-morning
Boating manager
Midday
Finish judge
Afternoon
Off
Late afternoon
Assign a volunteer to any step and all remaining steps in the sequence are applied at once.
Join mid-rotation
If a volunteer starts at step 3, the modal shows steps 1 and 2 greyed out and maps the remaining steps to the next available shifts. The flow still applies correctly from wherever you begin.
Multiple flows per event
Most events have more than one rotation pattern. Create as many flows as you need — a starter rotation, a marshal rotation, a finish-line rotation — and each works independently.
Flow indicator on the rota
Assignments made through a flow show a small chain icon on the rota grid so you can see at a glance which cells are part of a sequence and which were assigned individually.
Break a flow any time
Delete any individual assignment and the rest of the flow stays in place. Removing one step unlinks it from the sequence without touching the others — nothing cascades.
Conflict handling
See clashes before you confirm
The flow preview modal shows every step alongside its mapped shift. Any conflicts — a volunteer already assigned elsewhere, or marked unavailable — are flagged inline so you can decide what to do before anything is saved.
Apply to all
Override all conflicts and assign every step. Useful when a schedule change is intentional — you can see the warnings but proceed anyway.
Apply to available only
Skip any step where the volunteer has a conflict. The free shifts are assigned and you can fill the conflicted ones separately.
Just this position
Ignore the flow entirely and assign only the position you clicked, exactly as if there were no flow. The modal still shows — you just choose to skip it.
Works alongside Fill and Shuffle
The auto-fill tools on the rota page respect your flows — they won't accidentally overwrite positions that are meant to be assigned as part of a sequence.
Fill skips flow positions
When you run Fill, any position that belongs to a flow is automatically skipped. Those cells stay empty so you can assign them properly through the flow modal.
Shuffle preserves flow assignments
Shuffle clears and rebuilds the rota, but leaves flow-linked assignments in place by default. A "break flows" option is available if you want a clean slate.
Which events benefit most
Rota flows are most useful any time your volunteers rotate through a fixed sequence of positions.
Rowing regattas
Officials rotate through starting, aligning, and officiating roles. A single flow handles the full day's schedule per official.
Cycling sportives
Feed station or junction marshals rotate through active duty and rest positions in a fixed order across the event window.
Athletics meets
Track officials cycle through field judge, finish judge, and recorder roles. Flows make it easy to schedule a full squad in minutes.
Tournament events
Line judges, ball retrievers, and court supervisors often rotate on a schedule. Define the pattern once and apply it across every official.
Swim meets
Timekeepers, stroke judges, and turn judges rotate through lanes or pools throughout a long event day.
Any duty rotation
Anywhere a volunteer moves through a predictable sequence of positions, a flow saves you the effort of assigning each step by hand.
Common questions
Does every position have to belong to a flow?
No. Flows are optional and only apply to positions you explicitly add to them. Positions not in any flow work exactly as before — you assign them normally and the flow modal never appears.
What if a position is in more than one flow?
When you assign a volunteer to a position that belongs to multiple flows, a picker appears first so you can choose which flow to apply. Then the usual step preview is shown.
What happens if there aren't enough shifts to cover all the steps?
Steps that can't be mapped to a shift are shown in the preview with a "No shift available" note and are excluded from the assignment. You can always add the missing steps manually afterwards.
Can I delete a single assignment that's part of a flow?
Yes. Deleting one assignment removes only that step — the rest of the flow-linked assignments stay exactly as they are. The chain icon disappears from the deleted step but the others keep it.
How many flows can I create?
As many as your event needs. There's no limit on the number of flows or the number of steps in each one.
Related feature
Rota builder
The rota grid where flows are applied — assign volunteers, spot conflicts, and publish your schedule.
Learn about the rota builder →Stop assigning rotations one cell at a time
Free for up to 10 people per event. No credit card required.
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