From blank page to a published rota
EventRota takes you through the whole journey — invite your team, collect availability, build the rota, and keep everyone informed without the spreadsheet chaos.
Set up
A few minutes, once per event.
- 1
Create your event
Set the dates, venue and timezone, and say roughly how big you expect it to be so you know what it will cost up front. Multi-day events and overnight shifts are all supported.
About the rota → - 2
Add positions & shifts
Define the roles you need filled and the time slots they run across — or apply a saved shift template to every day in one click.
Shift templates →
Gather your team
Where a spreadsheet usually turns into a hundred emails.
- 3
Invite your team
Send personal email invites or share a public join link. Volunteers accept and set up a free account in one step — and you can preview exactly who gets each email.
How emails work → - 4
Collect availability
Volunteers mark when they can help from their phone. Send a one-click reminder to anyone who hasn’t responded yet.
Availability →
Build the rota
The part that used to take an evening.
- 5
Fill the grid
Drag people into positions, or auto-Fill and Shuffle with rules for labels, min/max shifts, position variety and incompatible roles. Gaps are flagged instantly.
Building the rota → - 6
Check your coverage
Before you publish, see how many slots are still unfilled by position and by day — and whether the fix is another pass of the rota or more volunteers. Fill the gaps from the same page, or export the picture as a PDF for your committee.
Coverage → - 7
Publish & notify
Publish the rota and email everyone their confirmed shifts. Post announcements and notify changes any time — choosing the recipients each time.
Updates & announcements →
Run the day, and after
Including the bit most tools forget.
- 8
Print for the day
Print the rota by position for the noticeboard, by person for handouts, or a personal pack per volunteer — with spares, key contacts, venue maps and a message of your own. Save it as a PDF if you’d rather email it.
PDF rota → - 9
Run the day
Share documents, key contacts and a venue map, check people in, and handle live changes — everyone always sees the latest plan.
On the day → - 10
Volunteer reports
Every volunteer gets a personal report of the events they worked, the positions they held and their total hours. They can filter by date and download a clean, branded PDF — handy for references, awards or DofE.
Volunteer reports →
What does all this cost?
Every feature above is on every plan — nothing here is locked behind a paywall. What you pay depends only on how many volunteers an event has. Up to 10 people is free, with no card and no time limit. Beyond that you pay once for that event, or take an annual plan if you run several a year.
Ready to build your rota?
Free for up to 10 people per event. No credit card required.