🍺 Bar Rota
Volunteer Quick Guide

1 View the rota

Visit rota.helensburghsailingclub.co.uk/bar/

2 Login to My Shifts

Click My Shifts and enter your email & password

3 Manage your shifts

View, volunteer, or mark TBC

👤 What You Can Do

💡 TBC = To Be Confirmed — means the shift still needs someone.

Here's a quick summary of the emails you'll get and why:

📢 New Bar Shifts Available

📅 When: 1st of each month
📝 What: "New bar shifts have been added... please log in to volunteer."

✅ Action: Log in and volunteer for any shifts you want.

🔔 Bar Duty Reminder

📅 When: A few days before your shift (default 3 days)
📝 What: "This is a reminder that you are on Bar Duty on [Date]."

✅ Action: No action needed — just a gentle reminder.

📢 [Name] needs cover for bar duty on [Date]

📅 When: Immediately after you mark a shift as TBC
📝 What: "[Name] is unable to do their bar duty on [Date]..."

✅ Action: Goes to everyone — someone else can volunteer.

🔄 [Name] has taken back their bar shift

📅 When: Immediately after you take back a TBC shift
📝 What: "[Name] has reversed their TBC status..."

✅ Action: Goes to admin only — just to let them know.

🔄 [Name] has taken back their bar shift

📅 When: Immediately after you volunteer for a TBC shift
📝 What: "[Name] has reversed their TBC status..."

✅ Action: Goes to admin only — just to let them know.

⏰ Bar shift on [Date] still needs covering

📅 When: Daily at 9am & 2pm for shifts within 10 days
📝 What: "We still need someone for the bar shift on [Date]..."

✅ Action: Log in and volunteer if you can help.

Note: This continues Daily until a TBC slot has been filled

📩 Bar Duty Assignment

📅 When: Admin assigns you to a shift
📝 What: "You have been assigned to Bar Duty on [Date] from [Time]."

✅ Action: If you can't do it, login and mark TBC. The system will email the group.

Action	What Happens
❌ Can't do a shift	Shift becomes TBC → email to everyone
✅ Volunteer for TBC	You get the shift → email to admin only
🔄 Take back TBC shift	You get the shift back → email to admin only
📧 Set preferences	Admin sees your preferred days
🔑 Change password	Your login password updates

If you have any questions about the bar rota system, please contact:

🔐 Forgot your password? Contact the bar admin to reset it.