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Manage Registrations

Goal: Keep your roster accurate as people register, withdraw, request slot changes, or fill from the waitlist.

The registration list​

Every opportunity has a registrations view showing who's signed up, what slot they're in, their requirement status, and any notes. Filter by:

  • Status — pending, approved, rejected, cancelled
  • Slot type — see who's in which role
  • Shift — when shifts are configured

Adding volunteers yourself​

Coordinators can register people directly from the registrations view, without waiting for them to sign up:

  • Add Volunteer — find or create one person, set their slot/shift and options, and register them (optionally checking them in immediately).
  • Bulk add — search and add several people to a list, then register them all at once with shared options (check-in, and a single slot/shift when the opportunity uses them). Handy for adding a corporate group or a class roster in one pass.

Someone who is already signed up doesn't appear in either search. To change where they are, move them instead.

Moving a volunteer to another shift or slot​

Click Move on the volunteer's row in the registrations list. Pick the shift, the slot, or both, and click Move. The lists show how many spots each shift and slot has open. Full ones are greyed out.

The volunteer keeps their place on the opportunity, so Max Volunteers doesn't get in the way. Only the shift or slot they move to needs an open spot. If a row shows no shift or slot, use Move to put them back on one.

Capacity limits​

The limits you set (the opportunity's maximum volunteers, each slot's capacity, and each shift's maximum volunteers) apply to everyone: volunteers signing themselves up, coordinators adding people, and corporate group signup links. Once a shift is full, the next person is told the shift is at capacity and has to pick another shift. This holds when many people sign up at the same moment, for example right after an announcement goes out.

Max Volunteers caps the whole opportunity, even when it also uses slot types or shifts. Those limits divide the day up, and Max Volunteers bounds the total. When slot types are on, Max Volunteers has to be at least what the slot capacities add up to, so every slot spot you offer can be filled. Slots with no capacity of their own don't count toward that total. If the numbers don't fit, you'll see a message when you save, on a single date or in Edit All. Leave Max Volunteers empty when the slot and shift limits are all you need.

Pending and approved registrations count toward the limit. A volunteer who is waiting for your approval already holds their spot, so approving them never fails for lack of room, and the spots-open counts that you and volunteers see already leave their spot out. Rejected and cancelled registrations don't count, so approving a registration you previously rejected needs an open spot. If the shift has filled since you rejected it, you'll see a message saying the shift is at capacity.

Editing shifts and slot types keeps your roster​

When you change a shift or slot type, for example its times or its limit, everyone registered for it stays on it and still counts toward its limit. This holds whether you edit one date or use Edit All on a recurring series.

You can't remove a shift or slot type while volunteers are signed up for it. Renaming one counts as removing it. You'll see a message naming the shift or slot and the dates that still have people on it. Move those volunteers to another shift or slot first, then make the change. Turning shifts or slot types off doesn't delete them or take anyone off them.

Hours from the registration list​

Each row's Hours Logged column shows how much the volunteer has logged for this opportunity, and the row's action adapts:

  • Log hours — shown when the volunteer has no hours yet; opens a quick entry pre-linked to this opportunity.
  • Edit hours — shown once they have hours; opens their existing entry so you can change the value (rather than logging a second, duplicate entry).

To log or adjust the whole roster at once, use Bulk enter hours at the top of the list (see Enter and Review Hours).

Approval workflow (optional)​

Some affiliates run open registration; others want every registrant reviewed first. Toggle this on the opportunity — when on, registrations land in pending until a coordinator approves or rejects.

You don't have to open each opportunity to find out who is waiting. Pending registrations also show up under the Action Items checklist icon in the top bar. Click the icon, then Opportunity sign-ups, to see the opportunities that have registrations waiting, soonest first, with how many are pending on each. Click an opportunity to open it and approve or reject from the roster. See The review icon in the header.

Use approval when:

  • The opportunity has limited capacity and you want to balance who attends
  • You're vetting first-time volunteers
  • The opportunity has elevated risk and you want eyes on every registrant

Skip approval for everyday opportunities — manual review on every signup is a coordinator-time tax.

Slot changes​

A registered volunteer who realizes they signed up for the wrong slot can ask to change, or a coordinator can move them. Slot changes preserve the registration; capacity adjusts on both ends automatically.

Withdrawals and cancellations​

Volunteers can cancel their own registration. Coordinators can also cancel on someone's behalf. Cancelled spots are immediately available to the next person.

Day-of changes​

The registrations list keeps working through the opportunity itself. People who walk in but didn't register, or registrants whose plans change, are handled in Check Volunteers In and Out.