📌 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.
Individual volunteer bundles are located under the Bundles tab where you can view, update, and manage existing bundles directly. From here, you can track bundle statuses and modify specific items within a bundle, while new bundle assignments are managed directly through the Bundle Templates tab.
💡Tip: A Bundle Template must be created first before volunteers can be assigned to a bundle. See the Create and Update an Item Bundle Template article for more information.
IN THIS ARTICLE:
Assign a Bundle to a Volunteer
💡Tip: A bundle containing variants can only be assigned to a User who has selected their corresponding variant or size. A User's variant size is recorded in their User Profile. Click Users > More Actions menu on the relevant User > View Profile > locate the custom field entry.
Click Users > Rewards & recognition.
Click the Bundle Templates tab.
Click the More Actions menu on the bundle template you wish to update.
Click Assign to User. The Assign [Bundle Template Name] to User screen appears:
Enter the name or email address of the User you wish to assign the bundle to.
Click the Bundle Location dropdown menu to select a location.
💡Tip: Ensure the location matches the same location the items in the bundle are assigned to.
(Optional) Click the Role Offer dropdown menu to select a role offer if the User is receiving the bundle as part of a role offer.
Click the Submit button. The bundle assigned to the User is visible under the Bundles tab.
Bundle and Bundle Item Statuses
Before distributing bundles or items, review how statuses function across packs and individual items:
Automatic updates: Updating a bundle's status automatically updates all items within it, except items already marked as Distributed, Exchanged, or Damaged.
Vendor visibility: Vendors can only access and process packs in Requested, Ready to be Packed, Printed, Packed, or Partially Distributed states. Cancelled packs are hidden from vendor views.
Bundle Statuses
Status | Meaning |
Requested
| Request is created for the Volunteer, nobody has started working on it yet.
|
Ready to be Packed
| Approved for the packing team to pick from inventory. |
Printed
| Packing list or label is printed. (Optional) |
Packed
| Every item is inside the pack and stock is formally deducted.
Labels can only be printed for Packed or Printed packs.
|
Partially Distributed | Some items are distributed, but others remain outstanding. |
Distributed
| All items have directly been handed to the Volunteer. |
Cancelled
| Will not be fulfilled. Any undistributed items are cancelled and stock is returned to inventory.
Vendors cannot view cancelled packs.
|
Bundle Item Statuses
Item-level statuses track the physical location and state of each individual component inside a pack. When managing these statuses, note that an item's variant (such as size or color) and its status cannot be changed in the same step. If stock is insufficient, any status updates that deduct inventory will be blocked unless you hold explicit stock-override permissions.
Status | Meaning | Physical Stock Location |
Requested
| Item requested, but not yet picked.
| On the shelf. |
Ready to be Packed
| Approved to be picked from inventory.
| On the shelf. |
Printed
| Item appears on a printed packing list.
| On the shelf. |
Packed
| Item is inside the pack. | Taken from inventory. |
Distributed
| Handed directly to Volunteer.
| Taken from inventory. |
Exchanged
| Returned by Volunteer for a different item.
| Returned to shelf. |
Damaged
| Returned in a unusable state.
| Not returned - written off. |
Cancelled
| Will no longer be supplied to the Volunteer.
| Returned to shelf. |
Update a Bundle
Click Users > Rewards & recognition.
Click the Bundles tab.
Click the More Actions menu on the bundle you wish to update.
Click Update / View Items. The Update Bundle screen appears:
Update the information desired.
💡Tip: Changing the bundle status via the Status dropdown menu automatically updates the status of all contained items. However, changing individual item statuses does not automatically update the overall bundle status. You must change the bundle status manually.
Click the Save button.
Bulk Update Bundles
If you wish to update multiple Bundles simultaneously, you can apply a Bulk Update action.
Click Users > Rewards & recognition.
Click the Bundles tab.
Click to select specific bundles to include them in a bulk action, or leave them unselected to apply the action to every bundle in the list.
Click the Actions button.
Click Bulk Update. The Update Bundles window appears:
Toggle the Don't Update button off to modify the settings listed.
Click the Apply To drop-down menu to select one of the following options:
Bundles listed: Apply the bulk action to all bundles in the bundle list.
Bundles selected: Apply the bulk action to selected bundles.
Click the Update button. The following window appears:
Click the Yes button. The following window appears:
Click the Close button to exit the window.
Update Bundle Item Variants
Updating bundle item variants allows you to instantly change the size, color, or style options for all items in a bundle at once. Because each bundle belongs to a particular volunteer, updating its variants ensures that the items inside match that specific volunteer's requested profile sizes or preferences before collection. Any items that have already been distributed are automatically skipped to keep historical tracking and stock counts accurate.
Click Users > Rewards & recognition.
Click the Bundles tab.
Click the More Actions menu on the bundle you wish to update.
Click Update Bundle Item Variants. The Update Bundle Item Variants screen appears:
Click the dropdown menu for the item you wish to update.
Click the Save button.
Bulk Add Items to Bundles
If you wish to add an item to multiple Bundles simultaneously, you can apply a bulk action.
Click Users > Rewards & recognition.
Click the Bundles tab.
Click to select specific bundles to include them in a bulk action, or leave them unselected to apply the action to every bundle in the list.
Click the Actions button.
Click Bulk Add Item to Bundles. The Add Item to Bundles window appears:
Click the Rewards & recognition Item dropdown menu to select the item.
Click the Apply To drop-down menu to select one of the following options:
Bundles listed: Apply the bulk action to all bundles in the bundle list.
Bundles selected: Apply the bulk action to selected bundles.
Click the Add Item button. The following window appears:
Click the Yes button. The following window appears:
Click the Close button to exit the window.
Match to User Preferences
Matching a bundle to a volunteer's preferences is ideal when a volunteer updates their size profile prior to collection. This method automatically swaps out the original item variants for the volunteer's updated sizes in bulk and adjusts inventory counts between the sizes automatically.
Click Users > Rewards & recognition.
Click the Bundles tab.
Click the More Actions menu on the bundle you wish to adjust the sizing for.
Click the Match to User Preferences button. This automatically swaps the original item sizes for the volunteer's updated sizes in bulk and updates inventory counts.
Bulk Match Preferences
If you wish to match user preferences across multiple Bundles simultaneously, you can apply a bulk action.
Click Users > Rewards & recognition.
Click the Bundles tab.
Click to select specific bundles to include them in a bulk action, or leave them unselected to apply the action to every bundle in the list.
Click the Actions button.
Click Mass Match Preferences. The Mass Match Bundle preferences window appears:
(Optional) Click to check the Override stock restrictions dropdown menu to allow inventory counts at locations to fall below zero when stock is distributed without sufficient recorded inventory.
Click the Apply To drop-down menu to select one of the following options:
Bundles listed: Apply the bulk action to all bundles in the bundle list.
Bundles selected: Apply the bulk action to selected bundles.
Click the Align button. The following window appears:
Click the Yes button. The following window appears:
Click the Close button to exit the window.