Support Topic: Setting Up and Managing Duty Rosters

Duty Rosters help Centres manage volunteer responsibilities during meets by assigning specific tasks to parents. These duties can be assigned:

• By the Centre via the admin interface
• By families when nominating their children (if enabled)

This ensures all essential tasks are covered, supports smoother meet operations, and shares responsibilities fairly among families.

📌 Note: Families are not the only ones who can select duties. Centres can manually assign duties to families for each meet.

What This Document Covers

• Creating and enabling Duty Rosters
• Adding duties to a created roster
• Assigning a roster to a meet (during meet creation)
• Adding duties to a specific meet (after it's created)
• Assigning families to duties — via both Registration Setup and Meet Management
• How families select duties when nominating their children
   

Method 1: Managing Duty Rosters via Registrations > Setup

This method is ideal if you want to create reusable rosters and apply them to multiple meets.

1. Creating a Duty Roster

Step 1: Click on “Registration” from top navigation bar and select “Registration Setup”



Step 2: Click on the "Duty Roster" tab then “Add Roster” to create a new roster


 

Step 3: From here, you can create a duty roster by simply giving it a name.
If you set a roster as the default, the default roster will automatically be applied to any new meet you create.

 

Step 4: Once the roster is created, select "Update" next to the roster you wish to assign duties to.

 

 

2. Adding Duties to a Roster

In the Update view for your selected roster, you can add duties either manually or from a template.

For each duty, complete the following fields:

• Name – Enter the name of the duty e.g., “Track Setup”
• Description – Short task summary
• Cap – Maximum number of parents who can take this duty
• Timetable Type – (Optional) to categorize duties, e.g., Morning Shift, Track, Canteen

Click Save to add the duty.

 

✅ Note: You can designate one duty roster as the default roster in the Registrations > Registration Setup area.
When a new meet is created, this default roster is automatically applied — saving time and ensuring consistency.

3. Assigning Families to Duties (via Registrations > Setup)

Once duties are added to a meet (either via a roster or individually):

Option A: Assign via the Meet (View Button)

1. Go to Registrations > Setup > Duty Roster

2. Click View next to a meet

3. 📌 Note: Meets will appear here only if a roster was assigned during meet creation.

4. Under the Unassigned tab, you'll see a list of eligible families

5. Use the dropdown to select a duty for each family

6. Click Save

7. Families will now appear under the Assigned tab

You can:

• Remove an assigned duty

• Assign additional duties from the dropdown

Option B: Assign via the Roster (Update Button)

1. Go to Registrations > Setup > Duty Roster

2. Click Update next to the created roster

3. Under the Unassigned tab, you'll see a list of eligible families

4. Use the dropdown to select a duty for each family

5. Click Save

6. Families will now appear under the Assigned tab

You can:

• Remove an assigned duty

• Assign additional duties from the dropdown

✅ This method allows assigning duties across any meet that uses this roster — ideal when reusing a single roster for multiple events.

 

4. Allow Families to Select Duties (Optional)

When editing or creating a roster, set the "Allow families to select duties" option to Yes if you want them to choose their own duties during nomination.

💡 If set to No, only Centre admins will be able to assign duties manually.

 

 

Method 2: Managing Duties via Meet Management

This method is useful for managing duties after the meet has been created, or if you didn’t assign a roster during meet creation.

1. Assigning a Roster During Meet Creation (Optional)

1. Navigate to Meet Management > Calendar
2. Click Create Meet
3. Fill in meet details
4. Click Show Advanced Options
5. From the Duty Roster dropdown, select a roster
   
   ✅ Note: If you have a default roster, it will automatically be selected unless changed here.

Complete the meet setup and click Add Event

2. Adding Duties to a Meet (Post-Creation)

You can add or update duties in either of the following two ways:

Option A: Via Registrations > Setup

• Navigate to Registrations > Registration Setup > Duty Roster
• If a roster was assigned to the meet during creation, the meet will appear here
• Click View next to the meet
• Add or manage duties and assign families using the same method as Method 1

 

 

Option B: Via Meet Management > Calendar

1. Navigate to Meet Management > Calendar
2. Click the Eye icon next to a meet
3. Scroll down and click on Meet Duties

Here, you can:

• Add new duties manually (without needing a roster)
• Assign a roster using the dropdown and clicking Apply
• Add individual duties via the “Add Single Duty” section (name, description, cap, type)
  
  

3. Assigning Families to Duties (via Meet Management)

Once duties are present under a meet:

1. Click on the Unassigned tab
2. You’ll see all families (with emails) who are not assigned yet
3. Use the dropdown to assign a duty to each family
4. Click Save
5. Assigned families move to the Assigned tab
    

You can:

• Click Remove to unassign
• Use the dropdown to assign additional duties and click Save

📌 These same assignment steps apply regardless of whether duties were added via a roster or created individually.

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How Families Select Duties via the Family Portal

If the Centre has enabled duty selection for families, parents can choose duties during the nomination process.

Step-by-Step:

1. Go to the Nominations tab in the Family Portal

2. Click Begin Nomination

3. Select events for the athlete

4. Click Next

5. The Duty Selection screen will appear with checkboxes to choose available duties

6. Click Next to proceed to the Summary page

   • Click Edit to remove or add duties before completing the process

7. Proceed to payment and submission

📌 Note: This feature only appears if the Centre has enabled “Allow families to select duties” on the assigned roster.

 

 

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Frequently Asked Questions (FAQ)

Q: Can I assign more than one duty to a family?
Yes, you can assign multiple duties to a family using the dropdown again and clicking Save.

Q: What happens if I don’t assign a roster during meet creation?
You can still manually add duties via Meet Management > Calendar > Meet Duties.

Q: Why is a meet not showing under Registrations > Setup > Duty Roster?
Only meets that had a roster assigned during creation will appear under this section.

Q: Can families select their own duties?
Yes, but only if the "Allow families to select duties" option is enabled on the roster.

Q: Can I change the default roster later?
Yes. You can go into Registrations > Setup > Duty Roster and set another roster as the default at any time.

If you have further questions, please contact us at support@timingsolutions.com.au