Assemble's Rota tool is a powerful way for you and your team to effectively manage your volunteer hours, and gives you full autonomous control.

There's a variety of views and features available in the rota system.

Calendar view

When you go to the rota system, you'll see a calendar which has the current week loaded.

On certain dates, you may see coloured time slots:

Green: You've got a shift booked for that date.
Red: There's at least a 15-minute period on this day where there's a shortage of volunteers.
Blue: There are enough volunteers that day, and you aren't doing a shift that day.

If you have multiple rotas, you can filter the calendar to show them one at a time.

Use the Select Rota dropdown to select the rota you want to see or click Clear to show all of your shifts together in one view.

Click on specific dates to see more details.

If you have multiple rotas, this shows an overview of each of your rotas and you need to select the rota you want to see more details for.

Date view

Looking at a specific date for a rota shows a list of others who are covering that date. This shows as a red bar if there are gaps in that day's rota, or if it's below minimum numbers.

📌 Note: Your organisation sets the minimum numbers that affect when a red bar appears.

Add a shift

Click Add shift from the top of the rota on any page.
- If you're on a specific rota date page, the date automatically populates.
Check that the date is correct then select the start and end times for your shift.
If available, you can select the All day checkbox and the system prefills the start and end times for you.

⚠️ Important: Your start and end times can't be more than half an hour before or after the rota start times. You're also unable to book overlapping shifts.

Repeating shifts

You can enter repeating shifts to save time and manage your time and volunteers in advance.

Select the start date for the repeating shift then select the relevant repeat frequency.
Select the required days of the week then enter the end date of your repeating shifts.
- If you have supervisor access to Assemble, you can select the volunteer for whom you'd like to add this shift.
- If you have multiple rotas, click on the desired rota from the team selector.
Click Add shift.

📌 Note: If you add a repeating shift, you're provisionally booked in while we carry out scheduling checks. The checks ensure that you haven't accidentally booked overlapping shifts and that your hours are valid. This means that your shifts may take 15 minutes to appear.

Edit or cancel a shift

Click Shift time next to your name.
To cancel the shift, click Delete or to edit the shift, change the shift hours, and click Save.

To help you record your hours and other measurements in your organisation, we add the relevant activity category for the rota shifts if this is set up. When you update shifts, the activity reflects the changes made.