Volunteer rota software for events
One place to build your rota, invite volunteers, collect availability, assign positions across every shift, and keep your whole team informed — without the spreadsheet chaos.
Free for up to 10 people per event · no credit card required
The rota by person: what everyone is doing, and who is still free to fill a gap
A complete volunteer rota system
Build the rota
Assign volunteers to positions across any number of shifts and days. Spot gaps instantly and fill from your team pool.
Invite & confirm
Email invites or a share link. Volunteers confirm, set availability and see their shifts from their phone, with a free account they set up in one step.
Availability tracking
Volunteers mark when they can help; chase anyone outstanding with a one-click reminder.
Auto-fill & shuffle
Let the system fill the rota automatically with rules for labels, min/max shifts, role variety and incompatible positions.
Maps & documents
Share a venue map, position locations, briefings and key contacts so everyone knows where to be.
Coverage tracking
See how many slots are unfilled by position and by day, and whether the fix is another pass of the rota or more volunteers.
Printable PDF rota
Print for the noticeboard, or a personal pack per volunteer — with spares, key contacts, maps and your own message.
Reports & check-in
Check people in on the day, and every volunteer gets a personal report of their events and hours.
How it works
Create your event
Set dates, venue and positions.
Invite your team
Email invites or a public join link.
Build the rota
Assign people or auto-fill the shifts.
Publish & notify
Email everyone their confirmed shifts.
Frequently asked questions
Is EventRota free?
Yes — EventRota is free for up to 10 people per event, with no credit card required. Larger teams are a simple one-time cost per event by team size.
Do volunteers need an account?
Yes, a free one — but it’s set up in a single step when they accept their invite, with no separate sign-up form. They can then set availability and view their shifts from their phone.
Does it handle multi-day events and shifts?
Yes. You can build rotas across multiple days with any shift pattern, including overnight shifts, and assign volunteers to positions in each shift.
Can it build the rota automatically?
Yes. Fill and Shuffle assign available volunteers to open positions, with rules for required labels, minimum/maximum shifts per person, role variety and incompatible positions.
Manage your volunteers the easy way
Free for up to 10 people per event. No credit card required.
Create your first event