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An event represents a single coordination operation — a conference, a race, a multi-day festival, or any staffed occasion. Everything else in Shift Scheduler (shifts, volunteer rosters, group definitions, check-in records, and asset pools) belongs to exactly one event.

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Creating an event

1

Open the events dashboard

Navigate to the main dashboard at /events. You see all coordination hubs you own or have been invited to administer.
2

Click Create Hub

Click the Create Hub button in the top-right corner of the events grid. A modal appears.
3

Enter an event name

Type a descriptive name such as Summer Gala 2026 or Regional Championship. The event date defaults to today and can be changed later in settings.Your local timezone is captured automatically at creation time.
4

Submit

Click Create Coordination Hub. You are redirected immediately to the new event’s dashboard.
Only the creating user is granted the admin role by default. Use Manage Access on the event card to invite other coordinators.

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Event dashboard

After opening an event you land on its Command Center — a real-time overview of operational status.

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Quick stats

The top row shows four live metrics:
StatDescription
Fill RatePercentage of required shift slots that have an assigned volunteer. Displays green (80%+), yellow (50%+), or red (below 50%).
VolunteersTotal registered volunteers in this event.
Hours TrackedProjected total demand hours across all shifts.
Active PersonnelVolunteers currently checked in on-site. Links to the live active list.
A secondary row shows Total Shifts, Total Slots, and Late Arrivals.

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Analytics charts

The Operational Intelligence panel renders two pie charts powered by Recharts:
  • Volunteers by group — shows the distribution of your roster across groups such as Medical, Security, and General Volunteers.
  • Shift fill status — shows how many shifts are fully filled, partially filled, or unfilled.
These charts update whenever the dashboard data is refreshed.

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Live feed

The dashboard displays the most recent volunteer check-ins in a live feed widget. Click View All to open the full check-in log.

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Event modules

From the Command Center you can navigate directly to each management area:

Shifts

Create and manage time slots, group requirements, and recurring schedules.

Volunteers

Add volunteer profiles, assign groups, and manage max-hours constraints.

Assignments

Manually assign volunteers to shifts or use Auto-Assign to fill slots automatically.

Assets

Track radios, vests, and other equipment checked out during the event.

Reports

Export CSV schedules, generate PDF sign-in sheets, and download volunteer schedules.

Kiosk

Launch the tablet-friendly self-service check-in interface for on-site use.

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Cloning an event

Cloning duplicates the entire shift structure of an existing event into a new one. Volunteer rosters and assignments are not copied — only the shift definitions (names, times, group requirements).
1

Open the source event

Navigate to the Command Center of the event you want to duplicate.
2

Open the Clone modal

Click the Clone Event button in the header area next to Launch Kiosk.
3

Name the new event

Enter a name for the cloned event. The new event is created with the same timezone as the original.
4

Review the result

After cloning, you are redirected to the new event’s dashboard. All shifts from the source event appear under Shifts, ready to be staffed.
Cloning is the fastest way to set up recurring events like annual conferences. Clone last year’s event, adjust shift times if needed, then import your updated volunteer list.

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Deleting an event

Deleting an event permanently removes all associated shifts, volunteers, assignments, and assets. This action cannot be undone.
To delete an event, hover over its card on the events dashboard and click the trash icon that appears. You must be the event owner (not just an invited admin) to delete it.

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