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.
- 1
Create your event
Set the dates, venue and timezone. 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 → - 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 → - 5
Build the rota
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 → - 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
After the event: 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 →
Ready to build your rota?
Free for up to 10 people per event. No credit card required.