Rosters and Assignments
Rostering lets you assign people to positions at your events — who's coaching each training session, who's on front-of-house at a conference, which staff are on each shift. Each assignment links one person to one position at one event, and people can confirm or decline.
This article covers the basics. For blockouts, clash warnings, drafting, auto roster and reminders, see Unavailable Periods and Roster Planning.
Enabling rostering
Rostering is a feature that needs to be enabled for your organisation — contact support if you don't see it. Once it's on, events show a Roster tab, profiles show an Availability tab, and the Events dashboard shows roster buttons.
Rosters and positions
- A roster is a set of positions for an event, based on a roster type — for example "Match Day Staff" with positions such as Referee, First Aid and Canteen.
- A position is a role to be filled. Positions are configured on the roster type, including whether people must confirm and whether they may decline.
- An assignment is one person in one position at one event.
Opening the roster view
On the Events dashboard, each event type and event smart list has a Roster button (it's called Planner if your organisation also uses run sheets). This opens a grid of the events and their positions, so you can see who is assigned where at a glance and fill gaps across many events at once.
You can also open a single event and go to its Roster tab.
Assigning someone
- Open the roster view or the event's Roster tab.
- Select the empty position you want to fill.
- Choose a person from the suggestions, or search for them by name.
Before adding someone, Qik checks whether they're unavailable (have a blockout) or are already rostered at an overlapping time, and warns you. You can still add them if you choose to.
Assignments can be created as drafts first, so you can plan several weeks before anyone is notified, then send them all at once.
Notifications
When an assignment is sent, the person is notified by email, app push notification and in their dashboard notifications, with the event details and their position. Scheduled reminders can be set up on the roster type or on individual positions.
Confirming and declining
Every assignment has a Confirmation State:
| State | Meaning |
|---|---|
| Proposed | A draft that hasn't been sent yet. |
| Unknown | Sent, waiting for the person to respond. |
| Confirmed | The person has confirmed, or the position is set to confirm automatically. |
| Declined | The person has said they can't do it. If they gave a reason, it's shown with the assignment. |
People respond from the links in their notification email, or from their dashboard or app. A position can be set so assignees can't decline and must swap with someone instead.
Blockouts and preferences
A blockout is a period when someone can't be rostered — leave, travel or exams. Blockouts are managed on the profile's Availability tab, and people can add their own. Profiles can also hold free-text roster preferences, such as "Weekday evenings only". See Unavailable Periods and Roster Planning.
Auto roster
Where the AI assistant is available, Auto roster drafts open positions for you. It considers blockouts, preferences, recent load and history and the position's filters. It doesn't follow fixed rotation rules: it proposes draft assignments, each marked Was autorostered with a short reason, and never sends anything. Review the drafts and send them when you're happy.
Managing assignments
From the roster view or an event's Roster tab you can:
- Move a position to a different person.
- Remove an assignment.
- Send draft assignments, or remove them.
- Nudge people who haven't responded.
Each person's assignments also appear on their profile's Activity tab, and on their own dashboard home page under Your assignments.