Duty rosters

Build a fair summer roster

Canadian club activities need volunteers with the right skills in the right places. Building the full roster before the late April start shows members their share and exposes weak dates. Qualified swaps can happen between volunteers, while reminders come from the system. The committee sees open roles early enough to protect a short summer programme.

See your sport Pricing

What it has to do

Eligibility comes before assignment

A duty records the qualification or screening it requires. Members who do not meet that condition cannot take the role.

Swaps preserve the rules

Volunteers can trade dates with another eligible member. The shared roster changes immediately, without a coordinator copying names between messages.

Duty totals prove the balance

Assigned and completed work appears for each person. Members can see how the load has been spread across the season.

The system sends each reminder

People receive notice before their duty without waiting for a volunteer coordinator. Fewer manual chases also mean fewer missed names.

Shortages are visible in advance

An empty slot appears while there is time to ask qualified members. The same problem on event day may stop proceedings.

Attendance completes the picture

The club records who actually attended, separately from the planned assignment. Reviews use service delivered rather than names originally printed.

What it looks like in the live apps

These screens are from RowHQ and SailHQ, the two HQ apps already running real clubs. KanuHQ and GlideHQ are being built on the same patterns.

SailHQ duty roster admin showing upcoming duty days, unfilled slots and swap requests at a glance — Gaps visible before they become no-shows

SailHQ duty roles screen listing race officer, safety boat and galley roles with entry requirements — Roles, badges and who is qualified

Select any screen to see it full size.

The same job in four sports

This is the bit a general platform cannot do. Same feature, shaped by what the sport actually needs.

RowHQ Bank party, launch driver and safety cover, tied to the outings they are covering. SailHQ Race officer, safety boat helm and crew, galley and bar. Across a whole series, not one Sunday. KanuHQ Session coaches and safety cover, matched to the water and the grade being paddled. GlideHQ Duty instructor, winch driver and tug pilot. Miss one of those and the airfield does not open at all.

Questions

What should Canadian duty roster software cover?

It should hold the season's volunteer jobs, show each role's requirements, track allocations and attendance, support valid swaps and send reminders. Committee members then see unfair loads or unfilled dates before they affect an activity.

How are member swaps controlled?

The incoming volunteer must satisfy the same role requirements as the original person. Once they agree, the roster records the replacement for everyone. The coordinator handles unusual cases instead of processing every exchange manually.

Can screening status restrict a duty?

Yes. A club may attach the relevant screening requirement to a role. Vulnerable sector checks are requested through local police by the organisation, with British Columbia using its own programme, so the club must apply the correct process.

On most committees this job belongs to the volunteer coordinator. If that is you, or about to be, our guide to the whole role covers the parts software cannot do for you.