Staff Roster

Overview

Staff Roster plans who works where and when. It connects HR departments, staff records, accepted volunteers, volunteer positions, active shift locations, and live tracking into one event-day schedule.

Rows are grouped by assignment kind: staff rows appear first, accepted volunteers follow, and row handles can reorder people within each group. Time runs left to right across the selected day.

Dashboard route

• /ems/manage/staff-roster?id=:eventId

Inputs and controls

Input or control	What it changes	Before using
Publish roster	Toggles the roster between draft and published.	Publish only after department leads have reviewed coverage. Draft rosters can still be previewed by managers.
Generate event days	Creates event-day shift placeholders using each day’s timeline start.	Review every generated placeholder and assign real people, times, locations, and expectations.
Add assignment	Opens the quick-create modal without needing to click the timeline first.	Use when you already know the person, location, and shift time.
Day tabs	Switches the active roster day.	Check every event day, including setup or late-night operations if those are part of the event window.
Show filter	Narrows rows by assignment kind.	All assignments shows staff and volunteers. Staff only hides volunteers so staff coverage can be checked separately.
Department filter	Narrows visible rows to one department.	Clear it before judging whole-event coverage.
Clear filters	Resets the assignment-kind and department filters.	Use before publishing so hidden rows do not mask gaps.
Timeline start time	Sets the visible start of the active day’s roster board.	Use the earliest operational time, not just the public event opening time.
Timeline end time	Sets the visible end of the active day’s roster board.	Extend it far enough to include pack-up, overnight, or late handoff shifts.
Spans next day	Allows the active day window to continue past midnight.	Use for overnight operations; leave off for ordinary same-day timelines.
Zoom out, slider, zoom in	Changes the horizontal timeline scale.	Zoom out for whole-day review; zoom in when checking overlaps or precise shift edges.
Add on this day	Starts a new assignment on the active day.	Confirm the selected day before entering times.

Quick-create modal

Input or control	What it changes	What each option means
Assignment kind	Defines whether the assignment is for staff or a volunteer.	Staff uses staff-style assignment behavior. Volunteer connects the assignment to volunteer-position context where applicable.
Department	Assigns the shift to a department or leaves it unassigned.	No department is available but should be used only when the shift truly does not belong to a department.
Username	Identifies the person assigned to the shift.	Use the person’s FPH username so the row connects to the correct staff or accepted volunteer record.
Shift location	Chooses where the shift happens.	The dropdown uses active locations from Human Resources. Choose a registered location means no location has been selected yet.
Shift start	Sets the scheduled start date and time.	Start times should sit inside the visible day window or the shift may be hard to review.
Shift end	Sets the scheduled end date and time.	End must be after start; the editor automatically corrects invalid end times in some interactions.
Shift expectations	Stores markdown instructions for the person working the shift.	Include concrete tasks, handoff points, and escalation paths.
Create assignment	Adds the shift to the roster draft.	Review the shift in the editor after creation.

Shift editor modal

Input or control	What it changes	Before saving
Username	Changes the person assigned to the selected shift.	Confirm the person belongs on the chosen staff or volunteer row.
Assignment kind	Switches the shift between staff and volunteer.	Changing kind can also reset incompatible volunteer-position data.
Department	Changes the department for the shift.	Keep this aligned with the person’s actual lead.
Volunteer position	Connects a volunteer shift to a configured volunteer position.	Use only for volunteer assignments where the position matters.
Shift start and shift end	Changes the scheduled time block.	Check for overlaps and overnight behavior before publishing.
Shift location	Changes where the shift appears in operations and the live tracker.	Choose an active registered location whenever possible.
Notes	Stores an internal note for planners.	Use for scheduling context that does not belong in staff-facing expectations.
Shift expectations	Stores instructions for the person working the shift.	Write enough context that a late replacement can still understand the assignment.
Duplicate	Copies the selected shift.	Move or edit the copy immediately so duplicate shifts do not create false coverage.
Remove	Deletes the selected shift from the draft.	Remove only after confirming the coverage is no longer needed.

Timeline interactions

Interaction	What it does	Before relying on it
Click an empty slot	Opens the editor or quick-create path for that row and time.	Confirm the row and day before saving.
Drag a shift	Moves the shift within the day window.	Check the displayed times after dragging.
Resize or adjust shift edges	Changes start or end time where supported.	Zoom in when precise times matter.
Drag row handles	Reorders staff rows within staff or volunteer rows within volunteers.	Row order saves across devices after the move.

Flowchart context

Create an Event reaches Staff Roster after HR and volunteer positions are configured. Active Event Workflow checks it for coverage risks, and Close Out an Event reviews roster notes for staff handoff.

Common mistakes

Do not publish a generated roster without review. Generated shifts can expose gaps or conflicts but should not replace lead approval.