How do I export or print a volunteer roster?
This article shows group managers how to export or print a volunteer roster for an opportunity.
Once you've created a volunteer opportunity and assigned volunteers to shifts, you can easily export your roster for printing or sharing through the Schedule tab in your group management screen.
To begin, first ensure you're in group management mode. If you're not sure how to access this, please read the Help Centre article linked below.
Please note
Exporting rosters can only be performed on shift-based opportunities.
If the selected opportunity in the Schedule view is based on a flexible volunteer schedule with no set dates or times, the Export option will not be available. More details can be found at the end of this article.
Export a roster
Open your group management page
Open the Schedule tab
Select the opportunity from the drop-down menu in the top-left of the schedule view
If the selected opportunity is shift-based, a calendar view will be shown.
- Click Export in the top-right corner of the schedule next to the view drop-down menu (which by default shows Week)
A pop-up will appear giving you two export options — PDF and CSV.
PDF — Choose PDF if you'd like a simple replica of the view you currently have open in your schedule. For instance, if you have a weekly calendar view open, this view will be shown in your PDF file.
If you'd like to change the view exported to your PDF file before saving, click Cancel, then open the View drop-down menu and change your selection. The available options are Week, Month and Schedule. Week and Month show calendar views while Schedule shows a simple weekly list.
When you're done, click Export again to re-open the pop-up.
CSV — Choose CSV if you'd like a more detailed list of your rostered volunteers. This will export all shifts for the entirety of the opportunity's duration, including shifts with no rostered volunteers. It also includes each volunteer's contact details and their emergency contacts.
CSV files can be opened in Excel or any other spreadsheet software.
Flexible schedules
If your opportunity is based on a flexible volunteer schedule without set hours, e.g. 3 hours per week, there are no set hours to export so the Export button will not be shown. You can, however, update individual volunteer schedules from the list view by clicking Manage schedule.