Managing Participants

The Participants page lists every volunteer enrolled in the event. It is the primary workspace for day-of operations: marking arrivals, recording issues, tracking goodies, and managing individual schedules.

Participant list

The list shows each volunteer's name, enrollment date, arrival status, total tracked hours, and current goodie tier. Use the search bar to find a specific person by name. The list also includes a Shift No-Shows column showing how many shifts each volunteer was marked as no-show for.

Contact information and visibility tiers

Volunteer data is shown in three tiers, so staff only see what they need for their role:

• Public — a volunteer's display name, visible to any authenticated participant signed up for the same shift (used for coordinating with friends).
• Operational — name, display name, shift assignment, and arrival/no-show status. Visible to Area Leads and above.
• Contact — email and phone. Visible only to Volunteer Coordinators and above, at all times (not gated behind an escalation).

An Area Lead can manage shifts and mark no-shows for their scoped volunteer type(s), but never sees a volunteer's email or phone number — anywhere. This holds consistently across every screen that could otherwise show it: the participant roster, the volunteer-types page, the questions/FAQ inbox, the shift-types alert-recipient picker, and the direct-message recipient list and thread view. Wherever an Area Lead would previously have seen an email address, they now see the volunteer's name only.

If an Area Lead needs a volunteer's email or phone (for example, to follow up on a no-show), the relevant Volunteer Coordinator handles that follow-up — see No-show escalations below.

Assigning Area Leads

Splitting someone out into an Area Lead — instead of the broader Volunteer Coordinator role — is a manual, per-person decision the event owner makes. It is never done automatically: only you know who actually runs a specific team versus who coordinates volunteers event-wide.

To assign someone as Area Lead, open the ··· row menu next to their name on the participant list and choose Manage Area Lead. Pick one or more of the event's volunteer types (e.g. Security, Bar, Stage Crew) that this person leads, then save.

The at-least-one-type rule: an Area Lead assignment cannot be saved with zero volunteer types selected. Being in the Area Lead role with no assigned types means zero shift access, not "all types" — this is deliberate (fail closed). The Save button stays disabled until at least one type is checked.

A person can hold both Area Lead and Volunteer Coordinator at the same time — there's no need to remove one role to grant the other. Reopen Manage Area Lead at any time to add or remove volunteer types from their scope, or to remove them from the Area Lead role entirely.

Adding a volunteer manually

If a volunteer needs to be enrolled after registration has closed, or was created by an admin on their behalf, use the Add Volunteer button in the participants toolbar. Type part of their name or email to search, select them from the results, and confirm. They are enrolled immediately and appear in the list without a page reload.

Search results show each matched user's preferred display name in parentheses after their full name, and the search matches against either name.

Marking arrivals

Click the Arrived or Not arrived badge in a volunteer's row to toggle their arrival status. Both marking and unmarking ask for a quick confirmation before saving.

Alternatively, open the volunteer's profile sidebar and use the Mark arrived / Unmark arrived button in the Participation section — useful when you're already reviewing their profile.

For large events with a dedicated check-in station, use the kiosk mode at /events/[slug]/kiosk — volunteers can self-check-in by scanning a QR code or entering their name.

No-show flag

Mark a volunteer as a no-show if they registered for shifts but did not show up or contribute as expected. Add an optional comment explaining the situation.

The no-show flag:

• Is visible to other event staff on the participant list
• Is factored into organiser statistics
• Does not automatically notify the volunteer

Reverse the flag with Undo No-Show if marked in error.

Worklog entries

Add a manual worklog entry to credit hours that happened outside the shift system — for example, a volunteer who helped with setup before their shift officially started, or contributed in a way that wasn't tracked as a shift.

Each entry requires a duration in hours and an optional note. Worklog hours count toward the volunteer's total and goodie tier progress.

Volunteer profile sidebar

Click a volunteer's name to open their profile sidebar. You can also open it via View profile in the row actions menu (···) — useful when the name is hard to click on a small screen.

The sidebar shows:

• Contact details (email, phone)
• Volunteer types declared for this event
• All shifts signed up for, grouped by day (past shifts are dimmed)
• Reliability history across previous events
• Participation section — quick controls for the current enrollment:
  • Toggle arrived / not arrived
  • Toggle adult / minor
  • Mark as no-show (opens a reason dialog) or revert an existing no-show flag
  • Add a worklog entry
  • Edit enrollment answers (when custom fields are configured)

Marking a no-show

From the participant list, open the profile sidebar and click Mark as no-show in the Participation section. You will be prompted to enter a reason before the flag is saved.

Alternatively, from the shift assignment panel (Shifts → open a shift → assignment panel), each assigned volunteer row has a ··· menu with Mark as No-Show.

To reverse a no-show, open the profile sidebar — the Revert no-show button appears next to the no-show badge when the flag is active. The same option is available from the shift assignment panel's ··· menu.

Goodie sign-offs

When a volunteer reaches a goodie tier threshold, they become eligible for that tier's reward. Sign-off records the physical handover.

To sign off a goodie:

1. Open the volunteer's profile
2. Find the Goodies section — it lists each tier with their current eligibility status
3. Click Sign off next to the eligible tier
4. Confirm — the sign-off is timestamped and attributed to your account

Reversing a sign-off:

If a sign-off was recorded in error, click Reverse next to the signed-off tier. This removes the sign-off record but does not affect the volunteer's tracked hours or eligibility.

A volunteer can only have one active sign-off per goodie tier. The reverse action must be taken before a new sign-off for the same tier can be recorded.

Volunteer types

Some events ask volunteers to declare their skills or interests through volunteer types. On the participant list, each volunteer's declared types are shown. Use this to filter candidates when manually assigning shifts that require specific skills.

Volunteers manage their own type selections from My Volunteer Types within the event.

No-show escalations (Coordinators)

When an Area Lead marks a shift signup as a no-show, every Volunteer Coordinator for the event is notified in-app (and by opt-in email) — this is a relay, not a permission gate: Area Leads already can't see contact info, so the system passes the follow-up to whoever already has standing contact access.

Volunteer Coordinators see an open escalations panel at the top of the Participants page listing every unresolved no-show report: the volunteer's name, email, phone, the shift involved, and any note the Area Lead attached. Use Resolve to record the outcome — Reached, No answer, Excused, or Backfilled — once you've followed up. Resolved escalations drop off the panel.

This panel is only visible to Volunteer Coordinators and above (the same contact tier described above) — Area Leads never see it, even for their own scoped volunteer type.