Duty rotas

A rota that keeps sessions running

The club rota decides if enough people are present to open, coach or provide safety cover. Build it for the season, show each duty's requirements, and let members arrange valid swaps. Automatic reminders reduce chasing. Early gaps give the committee time to find cover before an on-water date or club event has to be called off.

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What it has to do

Restricted duties stay restricted

Qualifications or vetting status can gate a role. Somebody who does not meet the requirement cannot take that place.

Swaps happen inside club rules

Members exchange dates with suitable volunteers and update the rota. The organiser no longer sits between every pair of messages.

The load remains openly fair

Duty counts show what each person has been assigned and completed. The committee can address an imbalance using the same record.

Prompts go without manual work

Each rostered volunteer receives a reminder before their date. The secretary or coordinator is not left sending late-night messages.

Empty duties appear in good time

A vacant role is clear weeks before the event. Committee members can ask for cover while alternatives still exist.

Attendance records the real outcome

The rota distinguishes the assigned member from whoever attended. Reviews and future allocations therefore reflect the work actually completed.

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 does club rota software replace?

It replaces a season spreadsheet and the separate messages used for changes. Duties, eligibility, swaps, reminders and attendance share one record. Members see their own commitments, while the committee sees gaps and the overall balance.

Can a member arrange a rota swap?

Yes, when the replacement meets every condition attached to the duty. The agreed change updates the shared rota, so everyone sees the current name. The coordinator only steps in when a suitable replacement cannot be found.

Will it stop unsuitable safety cover?

Yes. A qualification or relevant Garda vetting status can be required for that role. Vetting is processed for registered organisations through the national governing body route, and the club remains responsible for following the correct procedure.

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.