Staffing and Volunteering

What this guide helps you do

Find your assigned work, read published shifts, and record your shift’s start or end when the event permits it. Vollie means volunteer. A roster is the published schedule of assignments and shifts.

Before event day

A volunteer application asks organizers to review you for a position. See Applications and activities to apply. Pending review is not acceptance, and acceptance does not guarantee a published roster.

The event’s volunteer application page shows your position, department, submitted answers, review dates, notes, and any returned roster. Choose View application for details.

Step 1: Find your application or assignment

• My vollie work shows volunteer assignments and published rosters.
• My staff assignments shows assigned events and departments. Choose View my shifts for an event.
• Applications shows review records, including volunteer submissions.

Only your own attendee-visible assignments and published shifts appear. Roster not published and No shifts have been assigned yet differ; neither is a schedule to invent. Ask your event lead.

Step 2: Read your published schedule

Read its date, location, instructions, and event timezone. Shift states can be scheduled, on shift, and completed.

Check the department, expectations, and shift notes too. Use the event’s timezone when planning arrival, especially if traveling from another timezone. Confirm unclear reporting instructions with your event lead before traveling.

Step 3: Start a permitted shift

Report to the stated location and follow your lead’s instructions. If tracking is enabled and the time window permits it, choose Start shift. Wait for the recorded result and check the status becomes On shift.

If self-service tracking is unavailable, read the explanation. An event can limit when tracking is permitted; repeatedly trying will not extend the window.

Step 4: Ask staff to authorize an exception when offered

Some shifts offer Start with staff auth or End with staff auth. Use the relevant action with authorized event staff present. Staff use Find event staff to locate their account by name or email, select their account, enter their own Staff password, and choose Confirm start or Confirm end.

Let staff enter the password themselves; do not ask them to send it to you. The option exists only when that shift allows an authorized exception. You cannot approve yourself or use an arbitrary staff account.

Step 5: End the shift and verify the recorded result

When permitted at the end of your work, choose End shift, or follow the offered staff-authorization step. Wait for Completed and check the recorded end time.

If Saved. Checking latest shift details… appears, the action was saved and the display is updating. Wait or retry the roster refresh before another action. Do not start or end again just because the details have not appeared yet.

Actions can depend on time windows. Read unavailable-button explanations and contact your lead. Attendees cannot edit rosters, assign themselves shifts, or authorize themselves.

Any subsidy or other benefit depends on the event’s rules and your eligibility. Applying, viewing an assignment, or calculating hours does not promise a discount or payout.

Common problems and next steps

• Pending review: wait for the application decision; a submission is not acceptance.
• Accepted but no schedule: ask the lead whether the roster is unpublished or shifts are unassigned.
• Start or end is unavailable: check the time window and instructions, then contact your lead.
• A recorded time looks wrong: ask your lead to review it; attendees cannot edit tracking records here.

Check separate event registration and arrival requirements before attending. A work assignment does not by itself settle every entry requirement.