Coverage
Know exactly where your
rota is short
The rota grid tells you who is in each cell. Coverage answers the question you actually have a fortnight out — where am I short, and how short? — without scrolling and counting.
Day by day
One glance tells you which day is in trouble
Every event day gets a card showing how many slots are still unfilled — and, just as importantly, where the rest of your team stands on that day. Click a day to narrow the whole page down to it.
18 of 77 slots unfilled
across 9 positions and 3 event days
Fri
12
0 unfilled
18 filled
4 free
1 not set
2 unavailable
14 allocated
Sat
13
7 unfilled
29 filled
6 free
3 not set
4 unavailable
8 allocated
Sun
14
11 unfilled
12 filled
0 free
9 not set
5 unavailable
7 allocated
Sunday is short by 11 with nobody free left to place — no amount of reshuffling fixes that day. It needs more people.
Free
Available for at least one shift that day they aren't already on. These are the people you can still place right now.
Not set
Haven't answered for that day at all. Usually the single biggest lever on a short rota — chase them first.
Unavailable
Answered, but busy for every shift on that day. Nothing to chase.
Allocated
Already working, with no shift left they're free for. Fully used.
The four numbers are mutually exclusive and together cover your whole roster, so they always add up — and you can tell a gap you can still fill from a gap that has run out of people.
Biggest gap first
Positions sorted by where the effort pays off
Every position gets a coverage bar and a count of what's still missing. The list is sorted biggest-gap-first by default, so the top of the page is your to-do list — or switch to A–Z or rota order when you're reading it against the rota itself.
Grid or list
The grid is a spreadsheet of positions against shifts — every hole visible at once. The list reads better on a phone for a long multi-day event. Your choice sticks per event.
Fill without leaving the page
Click any short cell and the fill picker opens right there, showing who is free for that exact shift. Close it and the numbers on the page have already moved.
Honest denominators
Coverage counts the minimum each position needs on each shift — including per-day minimum overrides. Shifts you've marked "not in use" are excluded, so they never read as a gap.
Export
A coverage report you can send to the committee
One click exports the whole picture as a PDF — the headline verdict in a sentence, four summary tiles, a ranked list of what needs doing, the days needing attention, and the positions that are short. Nothing to expand, nothing hidden behind a toggle.
- ✓Reads as a briefing, not a data dump — the action list comes before any table.
- ✓Long lists are summarised rather than run to twenty pages.
- ✓Timestamped at the moment you print, so a tab left open all morning doesn't produce a stale report.
- ✓Filter to a single day first and the report follows that filter.
Spring Regatta
Coverage report
18 slots still need someone. 59 of 77 filled across 9 positions and 3 days.
Covered
77%
Unfilled
18
Days short
2
Availability
17/29
What needs doing
- Chase availability from 12 volunteers who haven't shared any — 41% of the team.
- 1 day still short with nobody free left to place: Sun 14 Jun. Needs more people, not more shuffling.
- Biggest gaps: Marshal — Bend 3 (6), Umpire launch driver (3), Boating steward (2).
Positions short
Illustration of the exported report
How it fits into your workflow
Set your minimums
Each position carries a minimum headcount, with per-day overrides where a Saturday needs six marshals and a Friday needs two. That's what "full" means to coverage.
Learn more →Watch it move as availability lands
As volunteers answer, the free / not set split changes. Coverage tells you whether to keep assigning or go back and recruit.
Learn more →Close the gaps, then print
Fill straight from the coverage grid, export the report for your committee, and print the finished rota for the day.
Learn more →Common questions
What counts as a "slot" in the coverage numbers?
One person needed in one position on one shift. A position with a minimum of three across four shifts is twelve slots. Positions you've marked "not in use" for a shift are excluded entirely, so they never show up as a gap you don't actually have.
What if I put more people in a cell than the minimum asks for?
Coverage caps each cell at what it needs. Three people in a cell needing one counts as one filled slot, not as two spare bodies for the rest of the day — otherwise a well-staffed position would paper over a short one.
What does it mean when a day says "nobody free left"?
Everyone who has answered for that day is either already working with nothing left to give, or unavailable. Reshuffling the rota can't close that gap — you need more people, or you need the volunteers who haven't answered to answer.
Can I look at a single day?
Yes. Click a day card and every number on the page — the headline, the positions, the coverage bars and the PDF export — narrows to that day. Click it again to go back to the whole event.
Does coverage update as I build the rota?
Immediately. It reads the same live data as the rota grid, so an assignment made anywhere in EventRota is reflected the moment you look.
Stop counting gaps by hand
Free for up to 10 people per event. No credit card needed.
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