Volunteer record fields
Each volunteer record stores the following fields:| Field | Required | Description |
|---|---|---|
name | Yes | Full display name shown across the app and in the Kiosk. |
group | No | Group affiliation (e.g. Delegates, Adults, Medical). Controls which shifts this volunteer is eligible for. |
max_hours | No | Maximum hours this volunteer may be scheduled. Leave blank for unlimited. |
email | No | Contact email address. |
phone | No | Contact phone number. |
external_id | No | Optional identifier for mapping volunteers imported from an external system. |
external_id is stored in the database schema but is not exposed in the manual-add form. It is only populated via CSV import when your file contains a matching column.Adding volunteers manually
Open the Volunteers page
Navigate to your event, then click Volunteers in the sidebar. The page shows the full personnel directory for that event.
Click Add Volunteer
Click the Add Volunteer button in the top-right toolbar. A form expands below the header.
Fill in the details
Enter at minimum a Full Name. Optionally select a Group Assignment from the dropdown, enter a Phone Number, an Email Address, and a Max Hours value.The Max Hours field accepts decimal steps of
0.5 — for example, 8.5 hours.Inline editing
You can update any volunteer’s details without leaving the list view.Hover over the row
Hover over a volunteer row. The Edit (pencil) and Delete (trash) action buttons appear on the right.
Click Edit
Click the pencil icon. The row expands into an inline edit form with pre-filled fields for name, group, max hours, phone, and email.
Removing volunteers
To remove a single volunteer, hover over their row and click the trash icon. A confirmation dialog will appear before the record is deleted. To remove all volunteers at once, click the trash icon in the toolbar (top-left of the volunteer list). This action cannot be undone.Volunteer groups
Groups categorize volunteers by role (e.g.Medical, Security, Delegates). Groups are color-coded and appear as badges throughout the assignment interface.
You manage groups from the Manage Groups page, accessible via the button at the top of the Volunteers page. From there you can create groups with custom colors and rename or delete existing groups.
A volunteer’s group must match the
required_groups setting on a shift for Auto-Assign to place them there. See Groups for full details on how group requirements work.Max hours and Auto-Assign
The Max Hours field caps the total hours a volunteer will be scheduled during Auto-Assign. When Auto-Assign runs, the Go Scheduler API receives each volunteer’smax_hours value. The engine will not assign a volunteer to a shift if doing so would push their cumulative scheduled hours above that limit. Volunteers with no max_hours set are treated as having a limit of 999 hours, effectively unlimited.
If a volunteer cannot be placed because their max hours would be exceeded, the affected shift appears in the API’s conflicts response with a reason such as:
Conflict detection
The Assignments page performs real-time conflict checking on the existing schedule. A conflict is flagged when:- A volunteer is assigned to two shifts whose time windows overlap (
StartA < EndB && StartB < EndA). - A volunteer’s total assigned hours exceed their
max_hourslimit.
Groups
Create and manage volunteer groups with color-coding.
Assignments
Assign volunteers to shifts manually or with Auto-Assign.