Creating a volunteer schedule: plan smart and fair

Vrijwilligers Published: 2026-02-21

Choose a rostering system that suits you

There are three common systems, and most community centres use a combination:

1. Rostering by activity

Volunteers are deployed to specific activities: one group runs the bar on Friday evenings, another group is always at the youth activities. This works well when activities recur regularly and volunteers have a fixed role.

2. Rotating roster

Volunteers rotate in a fixed order. Everyone works the same number of shifts. This is fair but requires more administration, and only works if volunteers are similarly available.

3. Sign-up system

Volunteers indicate when they are available and sign up for shifts. This provides the most flexibility and suits people with variable schedules. The risk is that popular shifts fill up quickly and unpopular ones remain unfilled.

Step by step: creating a roster

  1. Map the activities: which shifts need to be covered, how long does each shift last, and how many volunteers are needed per shift?
  2. Take stock of availability: periodically ask volunteers for their availability (every quarter or six months) and record it.
  3. Plan the roster well in advance: a roster that runs two to four weeks ahead gives volunteers time to arrange or swap shifts.
  4. Reserve room for substitutions: always have a list of volunteers who can occasionally fill in. Clearly communicate how someone can arrange a replacement themselves.

Fairness in the roster

Volunteers who feel they are doing more than others drop out. Make the roster transparent—everyone can see who is on duty and when. Review at the annual evaluation whether the distribution feels fair, and adjust where necessary. See also the tips on building a strong volunteer community.

Communicating about the roster

Publish the roster in a place everyone knows: a shared online calendar, a WhatsApp group, or a noticeboard at the entrance. Send a timely reminder; one week before the shift is enough for most people. Also read about effective email communication with volunteers and members.

Digital planning saves time

With a digital system you give volunteers insight into the roster and they can submit their availability themselves. That saves the coordinator hours per week on app messages and phone calls. In Verenigingsplanner you can create volunteer shifts and have volunteers sign up. With automatic reminders.