{"id":11616,"date":"2026-09-04T15:32:20","date_gmt":"2026-09-04T14:32:20","guid":{"rendered":"https:\/\/mymahotsav.com\/knowledgebase\/docs\/non-knowledgebase\/uncategorized\/assigning-volunteers-and-managing-the-roster\/"},"modified":"2026-09-04T15:32:20","modified_gmt":"2026-09-04T14:32:20","password":"","slug":"assigning-volunteers-and-managing-the-roster","status":"publish","type":"docs","link":"https:\/\/mymahotsav.com\/knowledgebase\/docs\/mm-guides\/utsav-volunteers\/rosters\/assigning-volunteers-and-managing-the-roster\/","title":{"rendered":"Assigning volunteers and managing the roster"},"content":{"rendered":"<div style=\"background:#f3f0fb;border-left:4px solid #7c5cbf;border-radius:8px;padding:14px 18px;margin:22px 0;line-height:1.6;\">&#128100; <strong>Who this is for<\/strong><br \/>Shift coordinators and anyone organising volunteers on Utsav Volunteers &mdash; the member who posted the volunteer listing and now needs to decide who is on the team. You need to be signed in with the account that posted the listing.<\/div>\n<h2>Quick answer<\/h2>\n<p><strong>Your volunteer roster is the Job Applications screen. Sign in, open your Hiring Dashboard at mymahotsav.com\/utsav-volunteers\/hiring-dashboard\/, then click the &ldquo;N application(s)&rdquo; link on the volunteer listing you are organising. Every person who applied appears as a card with a star rating and a status control. Setting someone to Hired is how you assign them to the role; changing that status again is how you remove or reassign them.<\/strong><\/p>\n<figure style=\"margin:28px 0 42px;\"><video controls preload=\"metadata\" src=\"https:\/\/mymahotsav.com\/kb-img\/assigning-volunteers-and-managing-the-roster-mtn1samp-walkthrough.mp4\" style=\"width:100%;aspect-ratio:16\/9;border:0;border-radius:10px;box-shadow:0 5px 25px rgba(0,0,0,0.12);display:block;background:#000;\"><\/video><figcaption style=\"margin-top:14px;font-size:0.9em;color:#6b7280;line-height:1.55;\">A short walkthrough of opening the Hiring Dashboard and working through your roster.<\/figcaption><\/figure>\n<h2>Before you begin<\/h2>\n<ul>\n<li>You must be <strong>signed in<\/strong>. If the page shows &ldquo;You need to be signed in to manage your listings&rdquo; with a <strong>Sign in<\/strong> button, you are signed out &mdash; nothing else on the page will load until you sign in.<\/li>\n<li>Sign in with the <strong>same account that posted the volunteer listing<\/strong>. The Hiring Dashboard only ever shows your own listings, so a second account will look empty even though the listing exists.<\/li>\n<li>You need at least one <strong>live volunteer listing<\/strong> with people who have applied to it. A listing with no applicants has no roster to manage yet.<\/li>\n<li>Find the page from the <strong>Utsav Volunteers<\/strong> menu, or from your profile dropdown under your hiring links. The direct address is <strong>https:\/\/mymahotsav.com\/utsav-volunteers\/hiring-dashboard\/<\/strong>.<\/li>\n<li>Works on a phone, a tablet or a computer. On a narrow screen the applicant cards stack into a single column, but every control is the same.<\/li>\n<\/ul>\n<div style=\"background:#f4f6f8;border-left:4px solid #9aa4b2;border-radius:8px;padding:14px 18px;margin:22px 0;line-height:1.6;\">&#8505;&#65039; <strong>Note<\/strong><br \/>There is no separate shift calendar or rota grid for members. Your roster is the list of applicants on each volunteer listing, and you organise it with the status control, the star rating, the filter and the sort described below. If you have come across pages named &ldquo;My Shift Schedule&rdquo; or &ldquo;Everyone&rsquo;s Schedule&rdquo;, they are not connected to your listings and will not show your volunteers.<\/div>\n<h2>Step 1 &mdash; Open the Hiring Dashboard<\/h2>\n<p>Go to <strong>https:\/\/mymahotsav.com\/utsav-volunteers\/hiring-dashboard\/<\/strong>, or pick the Hiring Dashboard link from the Utsav Volunteers menu. This is the page that holds every listing you have posted, and it is the only route to your roster.<\/p>\n<figure style=\"margin:34px auto 42px;text-align:center;\"><a href=\"https:\/\/mymahotsav.com\/kb-img\/assigning-volunteers-and-managing-the-roster-mtn1samp-01.png\" target=\"_blank\" rel=\"noopener\" title=\"Click to view full size\" class=\"docbot-zoom\"><img decoding=\"async\" style=\"border-radius:10px;box-shadow:0 5px 25px 0 rgba(0,0,0,0.1);border:1px solid rgba(0,0,0,0.06);display:block;max-width:100%;height:auto;margin:0 auto;cursor:zoom-in;\" src=\"https:\/\/mymahotsav.com\/kb-img\/assigning-volunteers-and-managing-the-roster-mtn1samp-01.png\" alt=\"The Hiring Dashboard page heading with the message that you need to be signed in to manage your listings\" \/><\/a><figcaption style=\"margin-top:14px;font-size:0.9em;color:#6b7280;line-height:1.55;\">The Hiring Dashboard opened while signed out &mdash; the heading is right, but the listings are hidden behind a sign-in prompt.<\/figcaption><\/figure>\n<h2>Step 2 &mdash; Sign in when the dashboard asks you to<\/h2>\n<p>If you see <strong>You need to be signed in to manage your listings<\/strong>, click the <strong>Sign in<\/strong> button next to it and sign in with the account that posted the listing. You are returned to the Hiring Dashboard, and your listings appear in place of the prompt.<\/p>\n<figure style=\"margin:34px auto 42px;text-align:center;\"><a href=\"https:\/\/mymahotsav.com\/kb-img\/assigning-volunteers-and-managing-the-roster-mtn1samp-02.png\" target=\"_blank\" rel=\"noopener\" title=\"Click to view full size\" class=\"docbot-zoom\"><img decoding=\"async\" style=\"border-radius:10px;box-shadow:0 5px 25px 0 rgba(0,0,0,0.1);border:1px solid rgba(0,0,0,0.06);display:block;max-width:100%;height:auto;margin:0 auto;cursor:zoom-in;\" src=\"https:\/\/mymahotsav.com\/kb-img\/assigning-volunteers-and-managing-the-roster-mtn1samp-02.png\" alt=\"The Sign in button beside the signed-out message on the Hiring Dashboard\" \/><\/a><figcaption style=\"margin-top:14px;font-size:0.9em;color:#6b7280;line-height:1.55;\">The <strong>Sign in<\/strong> button is the only control on the page while you are signed out.<\/figcaption><\/figure>\n<h2>Step 3 &mdash; Do not go hunting further down the page<\/h2>\n<p>It is tempting to scroll, in case the roster has simply loaded lower down. It has not. Below the sign-in prompt the page runs straight into the site-wide app strip and footer &mdash; there are no listings, no applicant cards and no roster anywhere on a signed-out page.<\/p>\n<figure style=\"margin:34px auto 42px;text-align:center;\"><a href=\"https:\/\/mymahotsav.com\/kb-img\/assigning-volunteers-and-managing-the-roster-mtn1samp-03.png\" target=\"_blank\" rel=\"noopener\" title=\"Click to view full size\" class=\"docbot-zoom\"><img decoding=\"async\" style=\"border-radius:10px;box-shadow:0 5px 25px 0 rgba(0,0,0,0.1);border:1px solid rgba(0,0,0,0.06);display:block;max-width:100%;height:auto;margin:0 auto;cursor:zoom-in;\" src=\"https:\/\/mymahotsav.com\/kb-img\/assigning-volunteers-and-managing-the-roster-mtn1samp-03.png\" alt=\"Scrolling down the signed-out Hiring Dashboard reveals the Utsav apps strip and the start of the site footer\" \/><\/a><figcaption style=\"margin-top:14px;font-size:0.9em;color:#6b7280;line-height:1.55;\">Further down the same signed-out page: the Utsav apps strip and the top of the site footer, with no roster in between.<\/figcaption><\/figure>\n<h2>Step 4 &mdash; Go back to the top and sign in<\/h2>\n<p>The page ends with the usual footer links and the copyright line. That is the whole page &mdash; so scroll back to the top and use the <strong>Sign in<\/strong> button. Once you are signed in, the same address shows your listings and everything in the rest of this guide becomes available.<\/p>\n<figure style=\"margin:34px auto 42px;text-align:center;\"><a href=\"https:\/\/mymahotsav.com\/kb-img\/assigning-volunteers-and-managing-the-roster-mtn1samp-04.png\" target=\"_blank\" rel=\"noopener\" title=\"Click to view full size\" class=\"docbot-zoom\"><img decoding=\"async\" style=\"border-radius:10px;box-shadow:0 5px 25px 0 rgba(0,0,0,0.1);border:1px solid rgba(0,0,0,0.06);display:block;max-width:100%;height:auto;margin:0 auto;cursor:zoom-in;\" src=\"https:\/\/mymahotsav.com\/kb-img\/assigning-volunteers-and-managing-the-roster-mtn1samp-04.png\" alt=\"The bottom of the signed-out Hiring Dashboard page showing the footer links and copyright line\" \/><\/a><figcaption style=\"margin-top:14px;font-size:0.9em;color:#6b7280;line-height:1.55;\">The foot of the page &mdash; proof that there is nothing more to find until you sign in.<\/figcaption><\/figure>\n<h2>Step 5 &mdash; Open the applications for your volunteer listing<\/h2>\n<p>Signed in, the Hiring Dashboard lists each job or volunteer listing you have posted as a row. On the row for the listing you are organising, find the link that reads <strong>N application(s)<\/strong> &mdash; for example &ldquo;7 application(s)&rdquo;.<\/p>\n<ol>\n<li>Click that <strong>N application(s)<\/strong> link.<\/li>\n<li>The <strong>Job Applications<\/strong> screen opens for that one listing.<\/li>\n<li>Check the heading before you start changing anything, so you know you are on the right listing.<\/li>\n<\/ol>\n<h2>Step 6 &mdash; Read your roster<\/h2>\n<p>Every person who applied to the listing appears as a card. On each card you get:<\/p>\n<ul>\n<li>The volunteer&rsquo;s <strong>name and application details<\/strong>.<\/li>\n<li>A <strong>five-star rating<\/strong> you set yourself, to record how suitable they are.<\/li>\n<li>A <strong>status<\/strong> control with six values: <strong>New<\/strong>, <strong>Interviewed<\/strong>, <strong>Offer extended<\/strong>, <strong>Hired<\/strong>, <strong>Rejected<\/strong> and <strong>Archived<\/strong>.<\/li>\n<li>Small icons on the card for <strong>editing the application<\/strong>, adding <strong>notes<\/strong>, opening the applicant&rsquo;s <strong>CV or attachment<\/strong>, and <strong>emailing<\/strong> them.<\/li>\n<\/ul>\n<p>Above the cards there is a <strong>status filter<\/strong> and a <strong>sort<\/strong> control. Filter by <strong>Hired<\/strong> to see only your confirmed team; sort by <strong>rating<\/strong> to bring your strongest volunteers to the top, or by <strong>name<\/strong> to check the roster alphabetically. Those two controls are how you view the whole roster at a glance.<\/p>\n<h2>Step 7 &mdash; Assign a volunteer to the role<\/h2>\n<p>Assigning is a status change. Work down the cards in the order that suits you:<\/p>\n<ol>\n<li>Open the <strong>status<\/strong> control on the volunteer&rsquo;s card.<\/li>\n<li>Move them along as you go: <strong>Interviewed<\/strong> after you have spoken to them, then <strong>Offer extended<\/strong> when you have asked them to take the role.<\/li>\n<li>Choose <strong>Hired<\/strong> once they have accepted. That is the value that marks a volunteer as assigned and on your roster.<\/li>\n<li>Add a <strong>note<\/strong> on the card recording what they agreed to cover &mdash; the day, the duty, the timings &mdash; so the detail lives with the person.<\/li>\n<\/ol>\n<p>Use the <strong>email<\/strong> icon on the card to confirm the arrangement with them. Changing a status does not itself send a message, so tell the volunteer in your own words.<\/p>\n<h2>Step 8 &mdash; Remove or reassign a volunteer when plans change<\/h2>\n<p>Plans change, and the same status control is how you handle it. Nothing is deleted, so you keep the history.<\/p>\n<ol>\n<li>Open the <strong>status<\/strong> control on that volunteer&rsquo;s card.<\/li>\n<li>To take someone off the team but keep them as a candidate, set them back to <strong>New<\/strong> or <strong>Interviewed<\/strong>.<\/li>\n<li>To remove them from consideration altogether, choose <strong>Rejected<\/strong>.<\/li>\n<li>To tidy a card out of your working list without losing it, choose <strong>Archived<\/strong>.<\/li>\n<li>To reassign the place, find your next-best applicant &mdash; sort by rating &mdash; and set them to <strong>Hired<\/strong>.<\/li>\n<li>Update the <strong>note<\/strong> on both cards so the reason is recorded, and email the volunteers affected.<\/li>\n<\/ol>\n<h2>Step 9 &mdash; Download the roster as a spreadsheet<\/h2>\n<p>Use the <strong>Download CSV<\/strong> button on the Job Applications screen to export the applicants for that listing as a spreadsheet file. It is the quickest way to share a roster with a co-organiser, print a list for the day itself, or keep a record after the event.<\/p>\n<h2>Tips and best practices<\/h2>\n<ul>\n<li><strong>Rate as you read.<\/strong> Set the star rating the first time you open an application, while your impression is fresh. Sorting by rating later is only as useful as the ratings you gave.<\/li>\n<li><strong>One listing, one roster.<\/strong> The Job Applications screen belongs to a single listing. If you are running several duties, post them as separate listings so each has a clean roster of its own.<\/li>\n<li><strong>Put the shift detail in the notes.<\/strong> The status says whether someone is on the team; only your note says which day and duty they agreed to.<\/li>\n<li><strong>Archive rather than reject<\/strong> when someone was willing but not needed this time &mdash; they stay easy to find for the next event.<\/li>\n<li><strong>Export before a big event<\/strong> so you have the roster offline if the venue has poor signal.<\/li>\n<\/ul>\n<div style=\"background:#eef8f0;border-left:4px solid #2e9e5b;border-radius:8px;padding:14px 18px;margin:22px 0;line-height:1.6;\">&#127919; <strong>Best practice<\/strong><br \/>Keep the statuses honest and up to date the same day you speak to someone. Filtering by <strong>Hired<\/strong> is only a reliable headcount if every card reflects the last conversation you had &mdash; and a roster you can trust at a glance is the whole point of keeping it here rather than in your head.<\/div>\n<div style=\"background:#fff6f1;border-left:4px solid #e0592b;border-radius:8px;padding:14px 18px;margin:22px 0;line-height:1.6;\">&#128161; <strong>Tip<\/strong><br \/>Bookmark the Job Applications screen for the listing you are actively organising. It saves you a hop through the Hiring Dashboard every time you want to check who has confirmed.<\/div>\n<h2>Troubleshooting<\/h2>\n<h3>The page says I need to be signed in to manage my listings<\/h3>\n<p><strong>Cause:<\/strong> you are signed out, or your session has expired &mdash; the Hiring Dashboard hides everything behind the sign-in prompt, so the page looks empty rather than broken. <strong>Fix:<\/strong> click <strong>Sign in<\/strong>, sign in with the account that posted the listing, and you will be returned to the dashboard with your listings visible. <strong>Escalate if:<\/strong> you sign in successfully but the dashboard still shows the prompt after a refresh.<\/p>\n<h3>I am signed in, but I cannot find a shift calendar or rota<\/h3>\n<p><strong>Cause:<\/strong> there is no calendar or rota view for members. Your roster is the applicant list on each listing, and pages named &ldquo;My Shift Schedule&rdquo; or &ldquo;Everyone&rsquo;s Schedule&rdquo; are not wired to your listings. <strong>Fix:<\/strong> manage the roster from the Hiring Dashboard &rarr; <strong>N application(s)<\/strong> &rarr; Job Applications screen, using the status control, the filter and the sort. <strong>Escalate if:<\/strong> you were told a calendar view had been enabled for your organisation.<\/p>\n<h3>My listing shows no &ldquo;N application(s)&rdquo; link<\/h3>\n<p><strong>Cause:<\/strong> nobody has applied to that listing yet, or the listing is not live &mdash; a draft, expired or pending listing collects no applications. <strong>Fix:<\/strong> check the listing&rsquo;s status on the dashboard row, publish or relist it if needed, and share the listing link so volunteers can apply. <strong>Escalate if:<\/strong> volunteers tell you they applied but the count stays at zero.<\/p>\n<h3>A status I changed has gone back to its old value<\/h3>\n<p><strong>Cause:<\/strong> the change did not save &mdash; usually a dropped connection mid-update, or a second tab open on the same screen overwriting it. <strong>Fix:<\/strong> close any duplicate tabs, refresh the Job Applications screen, and set the status again, waiting for the card to settle before moving to the next one. <strong>Escalate if:<\/strong> the same card refuses to hold a status after two attempts.<\/p>\n<h2>FAQ<\/h2>\n<p><strong>Q: How do I actually assign a volunteer to a role?<\/strong><br \/>A: Set their status to <strong>Hired<\/strong> on the Job Applications screen for that listing. That is the value that marks a volunteer as being on your roster, and it is what the status filter counts.<\/p>\n<p><strong>Q: The statuses say &ldquo;Hired&rdquo; and &ldquo;Offer extended&rdquo; &mdash; does that mean paid work?<\/strong><br \/>A: No. The same screen serves paid roles and volunteer roles, so the labels are shared. For a volunteer listing, read <strong>Offer extended<\/strong> as &ldquo;asked&rdquo; and <strong>Hired<\/strong> as &ldquo;confirmed on the team&rdquo;.<\/p>\n<p><strong>Q: Can I see all my volunteers across every listing in one place?<\/strong><br \/>A: Not in a single combined view. The roster is per listing &mdash; open each listing&rsquo;s <strong>N application(s)<\/strong> link in turn, or download each one&rsquo;s CSV and combine them in a spreadsheet.<\/p>\n<p><strong>Q: Does the volunteer get an email when I change their status?<\/strong><br \/>A: Do not rely on it. Treat the status as your own record and use the email icon on the card to tell the volunteer what has been decided.<\/p>\n<p><strong>Q: If I reject or archive someone, is their application deleted?<\/strong><br \/>A: No. The card stays on the listing under that status, so you can filter back to it, re-read their details, or move them back to <strong>New<\/strong> later.<\/p>\n<p><strong>Q: Can a co-organiser manage the roster with me?<\/strong><br \/>A: The Hiring Dashboard shows only the listings posted by the account you are signed in with, so the roster is managed by the account that posted the listing. Share the exported CSV with a co-organiser, or agree that one person keeps the statuses up to date.<\/p>\n<div style=\"display:none\" aria-hidden=\"true\" data-mahi=\"context\">\nAlso asked as: how do I assign a volunteer to a shift on Utsav Volunteers, where is my volunteer roster, how do I manage volunteers who applied to my listing, how do I see who has applied to volunteer, how do I remove a volunteer from my team, how do I reassign a volunteer when someone drops out, where is the volunteer shift calendar or rota, how do I mark a volunteer as confirmed, how do I export my volunteer list, why does my Hiring Dashboard say I need to be signed in. Applies to: Utsav Volunteers &mdash; Volunteer Management, Rosters (assigning volunteers, viewing the roster, removing or reassigning a volunteer). Where to find it: sign in, then Hiring Dashboard (https:\/\/mymahotsav.com\/utsav-volunteers\/hiring-dashboard\/) &gt; the listing row&#8217;s &#8220;N application(s)&#8221; link &gt; Job Applications screen. Canonical facts: the roster is the per-listing Job Applications screen, reached only from the Hiring Dashboard; each applicant is a card with a five-star rating you set, a six-value status control (New, Interviewed, Offer extended, Hired, Rejected, Archived), and per-card icons for edit, notes, CV\/attachment and email; assigning a volunteer means setting their status to Hired; removing or reassigning means changing that status back to New\/Interviewed, or to Rejected or Archived, then setting another applicant to Hired; a status filter and a name\/rating sort are how you view the full roster; a Download CSV button exports the listing&#8217;s applicants; nothing is deleted by a status change, so rejected and archived cards remain. There is NO member-facing shift calendar, rota, roster calendar or attendance feature &mdash; the pages &#8220;My Shift Schedule&#8221; and &#8220;Everyone&#8217;s Schedule&#8221; are not connected to listings and show no volunteers; calendar-style shift setup is not available to members. The Hiring Dashboard shows only listings posted by the signed-in account; if the page shows &#8220;You need to be signed in to manage your listings&#8221; with a Sign in button, the member is signed out and no roster loads anywhere on the page. Status changes do not reliably notify the volunteer &mdash; use the card&#8217;s email icon. Video walkthrough: https:\/\/mymahotsav.com\/kb-img\/assigning-volunteers-and-managing-the-roster-mtn1samp-walkthrough.mp4\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>Your volunteer roster lives on the Job Applications screen: sign in, open your Hiring Dashboard, then click the &#8220;N application(s)&#8221; link on the volunteer listing you are organising. Setting a person&#8217;s status to Hired is how you assign them to the role, and changing that status again is how you remove or reassign them when plans change.<\/p>\n","protected":false},"author":3,"featured_media":11617,"comment_status":"open","ping_status":"closed","template":"","meta":{"footnotes":""},"doc_category":[653],"glossaries":[],"doc_tag":[293],"knowledge_base":[78],"class_list":["post-11616","docs","type-docs","status-publish","has-post-thumbnail","hentry","doc_category-rosters","doc_tag-guides","knowledge_base-mm-guides"],"year_month":"2026-09","word_count":2362,"total_views":"13","reactions":{"happy":"0","normal":"0","sad":"0"},"author_info":{"name":"Tarak Gorai","author_nicename":"tarakgorai","author_url":"https:\/\/mymahotsav.com\/knowledgebase\/author\/tarakgorai\/"},"doc_category_info":[{"term_name":"Rosters","term_url":"https:\/\/mymahotsav.com\/knowledgebase\/docs\/non-knowledgebase\/rosters\/"}],"doc_tag_info":[{"term_name":"Guides","term_url":"https:\/\/mymahotsav.com\/knowledgebase\/docs-tag\/guides\/"}],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.7 (Yoast SEO v27.7) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>Assigning volunteers and managing the roster<\/title>\n<meta name=\"description\" content=\"Manage your volunteer roster in Utsav Volunteers: open the Hiring Dashboard, click a listing&#039;s application(s) link, then set each volunteer&#039;s status.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/mymahotsav.com\/knowledgebase\/docs\/mm-guides\/utsav-volunteers\/rosters\/assigning-volunteers-and-managing-the-roster\/\" \/>\n<meta property=\"og:locale\" content=\"en_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How to assign volunteers and manage your roster\" \/>\n<meta property=\"og:description\" content=\"Your roster lives on the Job Applications screen. 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