Before you can make any changes, make sure your team already has a rota assigned. If not, please assign the relevant rota to your team or create a new one.
Depending on your permission settings, the ability to create and assign rota patterns may be reserved for administrators only in your organisation.
Add shifts
Click Add shift or click the progression bar on the relevant day or time.
Enter the shift details.
Click Add shift.
A confirmation message displays if the shift is added successfully. If for any reason the shift can't be added an error message will be displayed stating what went wrong.
The error message displayed on the screenshot above means the shift requested hours don't match the rota's hours set for the team.
You are able to set a start or finish time of one hour before and after the rota's set hours, to allow for tidying up, and setting up tasks that may be needed beyond rota time.
To add recurring shifts, from the Repeat drop-down list, in the Add Shift dialogue box, select to set the repeat pattern. When the shifts have been checked for any scheduling clashes, you'll receive a system message to confirm which shifts were added.
The blue dot on the rota calendar shows every day that you have a booked shift.
Edit a shift
Click the day you need to amend,
Click the black bar on the shift then make the required changes.
Click Update shift.
Cancel a shift
If you need to cancel a volunteer's shift, you can do so before or after the shift.
Click on the individual shift that you want to cancel
Click Delete.
This will cancel the shift and delete the associated activity from their record.
📌 Note: This only updates or deletes the shift for the selected day, even if the shift was added as a recurring shift. Other shifts in the repeating pattern aren't affected.
When volunteers leave
When a volunteer's role is closed, you need to enter an end date for the role. Assemble automatically cancels shifts after this date.
Any shifts added to the volunteer who is leaving will be cancelled.
Shifts for the current day won't be deleted if the shift has already started
The shift won't be added back if the leave process is cancelled
For deceased volunteers, all shifts are immediately cancelled.
Change a day's rota hours
Sometimes you may need to change the hours for a specific reason, like an event or extra work being expected. If your organisation has given you the permission level, you can change the rota hours for a single day.
You do this through the rota itself and don't need access to the settings menu.
⚠️ Important: Make sure you are on the right day in the rota before making any changes. The changes won't affect any other day, only the one you are viewing.
Custom working hours
If you extend the working hours, the booked shifts for this day won't be extended automatically, so you will immediately see a shortage of volunteers for the extended period.
If you shorten the working hours, the booked shifts will be shortened automatically.
Set to default
The rotas hours for the specific day only will be reset to the default hours. Changes you may have made to other days will not be affected.
Close for the day
The rota is set as closed for the day.
Any shifts booked for this day will be cancelled. These won't be reinstated if you change your mind and open the rota again for that day.
Any users affected by shift changes will receive a system message letting them know about the changes.