Run volunteer jobs: events, slots and signups

Create the event

1. Open Jobs and click New job event.

2. Use the Start from card first. Attach to a meet (or Or a calendar event) prefills the name, dates and location and creates a time slot per meet session. Clone jobs from a past event brings its jobs, slot settings, signup rules, questions and links along; the cloned time slots move to match your start date. As the screen says, everything stays editable and nothing is synced afterwards.

   

3. Fill in Event details. Only the name and dates are required. The Location field offers your team’s saved locations and real addresses; pick one and families get a tap-to-open Maps link. Plain text (“HS pool”) works too. Set Signups open and Signup deadline, write a Description, and upload Documents.

4. Click Create event. It lands on the Setup tab as a draft.

Build the jobs and time slots

1. Click Add jobs and type one job per line: Timer, Lane Marshal, Concession Stand. Enter or Tab moves to the next line. Leave Open a signup slot in every time slot ticked, check the Credits and Signup slots it guessed, and click Add jobs.

   

2. Click Add time slots for the shifts: a date, start and end time, and an optional name per row (“Saturday AM”). Enter adds another row with the same date and times. Meets prefill one slot per session.

3. Every cell of the grid is one signup slot: it reads “4 slots · 1 cr”. Click a cell for its settings: Credits (decimals are fine, 1.5), Signup slots, a Note families see, and Closed to signups. New jobs and time slots open their slots with guessed values: credits follow the time slot, signup counts follow the job.

4. Click a job or time slot name to rename it; Enter moves to the next. The job menu has Edit, Credits & slots for every time slot…, Move up, Move down and Remove. The time slot menu has Edit, Credits & slots for every job… and Remove. Sort jobs A–Z tidies a long list, and the Add a job… row at the bottom creates one on Enter.

   

Set the signup rules

1. Open Details. Counts toward obligations at the top ticks which obligations this event’s credits feed; Manage obligations opens the list.

2. Under Signup rules: Require a phone number to sign up, Allow signing up people without an account (grandparents, friends), Members can remove their own signups while signups are open (otherwise they must contact the club), and Allow one person to work more than one job in the same time slot.

3. Caps: Max signups per person, Max signups per family, Max per family per time slot, and Max jobs per person per time slot. Families who hit a cap see the reason when they try to sign up.

4. When the event is linked to a meet or calendar event, Who can see this event offers Everyone on the team or Only families invited to the linked meet or calendar event.

5. Add Links and Custom signup questions (“Do you have a stopwatch?”), then Save details.

   

Publish and run it

1. Click Publish. Drafts are invisible to families; publishing sends the “New jobs available” alert once and puts the event in their app. Publishing an event with no open slots asks you to Go back or Publish anyway.
2. Run the meet from the Signups tab. The Grid is the default; By job, By time slot and By person list the same signups differently. The swap button flips jobs and time slots. The eye View menu shows Phone numbers, Email addresses and Signup question answers on screen and in exports.
3. Add signup places someone yourself: a Team member (parent, swimmer or staff) or Someone else (write-in) with a name and Credit goes to the family of, plus an optional Credit override. Click a name chip to view or edit a signup, or remove it.
4. Message drafts a note to the families signed up: Everyone signed up, one time slot, or one job. It opens the normal message composer addressed to those families. In the By job and By time slot views the paper-plane icon messages one cell.
5. Export gives a Spreadsheet (XLSX) or a PDF (current view).
6. The Activity tab records every signup, removal and change (“credit 1 → 5”), and takes your own notes (“Still need 3 timers for Saturday”).