📌 Note: The screenshots and settings shown in this article may not match what you see in your own platform, as Rosterfy is highly customisable. If you need guidance specific to your setup, please contact our support team.
Cancelling an Event permanently removes a published, upcoming Event from your active schedule. Stop pending automations, prevent new volunteer sign-ups, and handle cancellation communications smoothly before the start date.
IN THIS ARTICLE:
Cancel the Event
⚠️ Warning: Event cancellation is permanent and cannot be undone.
💡Tip: Only future, published Events are eligible for cancellation. Same-day cancellations are not permitted.
Click Events > Events.
Click the More Actions menu on the Event you wish to cancel.
Click Cancel. The following window appears:
Click the Yes button. The following window appears:
Click the Close button. The Event displays a Cancelled label and remains in the Event list:
💡Tip: The Event automatically becomes unpublished once cancelled.
Create and Send Cancellation Notifications
After cancelling an Event, it is highly recommended to message all registered volunteers to update them on the cancellation. You can only create communication for one format at a time (Email, SMS, or Push Notification). To send updates across multiple formats, you will need to create a separate communication for each one.
Click Events > Events.
Click the View Shifts button on the Event you wish to create a repeating Shift schedule for. The Event's Shift list appears:
Click to select specific Shifts to include them in a bulk action, or leave them unselected to apply the action to every Shift in the Shift List.
Click the Actions button.
Hover over the Send Communications to option.
Click to check All listed Shifts to message every volunteer across the entire Event, or check Selected Shifts Only to communicate only with the shifts you previously checked. This option will be checked by default if you preselected your shifts. The Send Communciation window appears:
Configure the following options:
Send to Volunteers on any Shift with chosen statuses: Filter your communication by Shift status. You can select all statuses to message everyone on the roster, or check specific ones to target a precise group of volunteers.
Is Shift Leader: Select one of the following options:
Yes: Only send to the Shift Leaders, excluding Volunteers.
No: Only send to Volunteers, excluding Shift Leaders.
Leave blank or unselected: Include everyone (Volunteers and Shift Leaders)
Include Shifts into content with chosen statuses: Filter which Shift details are written into the message. If a Volunteer is scheduled for multiple Shifts, they will receive a single, consolidated message that only lists the details of the shifts matching your selected statuses.
Include only listed Shifts in content: The message will only display details for the specific Shifts you preselected on the previous screen. If unchecked, the message will automatically list every Shift the Volunteer has scheduled for this Event, even if you didn't preselect them.
Exclude Shifts into content that have already finished: Automatically hides any past Shifts from the message. The Volunteer will only see details for Shifts that haven't finished yet. If unchecked, it includes all Shifts in the message, even if their scheduled finish date and time have already passed.
Click the Compose button. The Send Communication screen appears:
Select one of the following types: Email, SMS, or Notification. The Content screen appears:
Enter information in the mandatory Subject and Content or Name fields. Fields available vary depending on the selected communication type.
Click the Next button. The Recipients screen appears with the volunteers that will receive the communication:
Click the More Actions menu to remove a recipient or preview the message to be sent, if desired.
Click the Next button. The Confirm screen appears:
(Optional) Check the Scheduled for later? option, if desired. Enter the Scheduled Date/Time.
Click the Confirm and Send button. You will receive a notification in the Admin Console confirming the communications were sent successfully.
