Rosters and Assignments

Overview

Rostering in Qik lets you assign people to roles or duties for specific events. This is ideal for managing volunteers, staff schedules, team rotations, and any situation where you need to coordinate who is responsible for what at each event.

Enabling Rostering

Rostering is a feature that needs to be enabled for your organisation. Once active, roster options will appear on events and in the Events section of the dashboard.

The Roster View

The roster view displays a grid of events and assignments. You can access it from:

• Event type roster — Click the 'Roster' button next to any event type in the Events section to see the roster for all events of that type
• Smart list roster — Click 'Roster' on any event smart list to view the roster filtered by that list

The roster view shows events as columns and roles as rows, making it easy to see who is assigned where at a glance.

Creating Assignments

To assign someone to an event:

1. Open the roster view or the event's detail page
2. Select the role or position you're assigning
3. Search for and select the person
4. Save the assignment

Assignment Notifications

When you assign someone, you can choose to notify them. Notifications can be sent via email or push notification, letting the person know they've been assigned to an upcoming event. The notification includes event details like date, time, and their assigned role.

Accepting and Declining

If configured, assigned people can accept or decline their assignments. This gives you visibility into who has confirmed their availability and who may need a replacement. Assignment responses can be tracked through the roster view and assignment list.

Blockout Dates

Profiles can have blockout periods — dates when they are unavailable (vacation, leave, travel, etc.). When rostering, Qik can take blockout dates into account:

• Blocked-out profiles are flagged in the roster interface
• Auto-rostering will skip people who have blockouts on the event date

Blockout dates can be managed from the profile detail view.

Auto-Rostering

For recurring events with regular role requirements, auto-rostering can automatically generate assignments based on availability and rotation rules. This reduces the manual effort of scheduling the same roles week after week.

Managing Assignments

From the roster view or assignment list, you can:

• Reassign a role to a different person
• Remove an assignment
• View assignment history
• Send reminder notifications

FAQs