📌 Note: The screenshots and settings shown in this article may not match what you see in your own platform, as Rosterfy is highly customisable. If you need guidance specific to your setup, please contact our support team.
An Event timesheet acts as a master log that hosts your Volunteers while maintaining a precise, individual record of everyone's specific Shift hours across all Shifts within an Event. A timesheet is automatically generated for a Volunteer the moment their Shift status is set to Confirmed, creating a centralised workspace to manage your workforce. From the timesheet, you can manually check users in, adjust their shift status, update their profiles, or designate them as Shift Leaders. This gives you a streamlined pipeline to correct logging errors, approve hours, and export accurate data for reporting.
💡Tip: It is possible to check Volunteers in and out from a timesheet, as well as make edits to Shift times if necessary. See the Manual Team Leader Check-In and Check-out article for more information.
IN THIS ARTICLE:
View an Event Timesheet
Click Events > Events.
Click the More Actions menu on the Event's timesheet you wish to view.
Click View Timesheet. The timesheet appears:
Add a Volunteer To a Shift From the Timesheet
Click the Add Volunteers button in the timesheet. The Volunteer Search appears:
Enter a Volunteer's name.
Press Enter, or click the magnifying glass icon to search.
Click to drag the Volunteer into the timesheet. The Add a Volunteer window appears:
Enter the following information:
Shift: Enter the name of the Shift you wish to add the Volunteer to. This field is required.
Event Shift Status: Assign a Shift status. This field is required.
Check in Date/Time: Enter the check-in date and time.
Check out Date/Time: Enter the check-out date or time.
Included Break Time: Enter an allocated break time duration in the Shift.
Is Shift Leader?: Check this option to allocate the Volunteer as a Shift Leader. See the Add a Shift Leader article for more information.
Click the Submit button.
💡Tip: See the Adding a Volunteer to a Shift article for additional methods on how to add a Volunteer to a Shift.
Quick Update a Volunteer's Timesheet
The Quick Update button allows you to manage individual Volunteer details directly from the timesheet without navigating away from the page. From this window, you can instantly change a Volunteer's Shift status, log or adjust their precise check-in and check-out times, and add or edit designated break times. Additionally, you can elevate a Volunteer to a Shift leader or view their full profile to review their background information on the fly.
Click the Quick Update button on the Volunteer you wish to update. The user's Shift information appears:
Update any of the following information, if desired.
(Optional) Click the View Profile button to access the Volunteer's profile, if desired.
Click the Save button.
Bulk Update an Event Timesheet
To manage large groups efficiently, you can use the bulk update tool to modify multiple Volunteer records simultaneously directly from the timesheet dashboard. This feature allows you to update Shift statuses, log identical check-in and check-out times, or apply standard break durations across an entire group of Volunteers at once. Performing these actions in bulk eliminates repetitive manual entries, ensuring your Event data stays consistent and updated in a fraction of the time.
Click to select specific Volunteers to include them in a bulk action, or leave them unselected to apply the action to every Volunteer listed in the timesheet.
Click the Actions button in the timesheet.
Click Bulk Update. The Update Timesheet window appears:
Toggle the Don't Update button off to modify the following settings, if desired.
Click the dropdown menu on the Apply To field to select one of the following options:
Volunteers listed: Apply the bulk action to all Volunteers listed in the timesheet.
Volunteers selected: Apply the bulk action to selected Volunteers.
Click the Update button. The following window appears:
Click the Yes button. The following window appears:
Click the Close button.