📌 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.
The Journey module allows Administrators to create automated, multi-step progression pipelines that Volunteers must complete for Role Offers, Events, or Shifts. Journeys ensure that Volunteers meet specific qualifications or complete required milestones before advancing to sign up for an Event, Shift, or accepting a Role Offer. A journey is built using three core components that must be configured in sequence: Steps, Criteria, and Actions.
For example, if a Reference Check is required as part of a journey. The Step is the actual name and phase of the milestone that Volunteers see listed on their User Portal dashboard. The Criteria requires the Volunteer to complete and submit a reference contact form, meaning they cannot advance until this specific task is finished. Once submitted, the Action automatically triggers to instantly progress the Volunteer to the next step of the journey, such as unlocking an interview scheduling page, without requiring manual Administrator approval.
💡Tip: Before beginning a Journey, the forms you will add to Step Criteria must be configured first. See the Create a Form article for more information.
IN THIS ARTICLE:
Create a Journey
Click Workflows > Journeys.
Click the Create button. The Create Journey page appears:
Enter a name for your Journey in the Name field.
(Optional) Enter the time limit for Volunteers to finish this journey in the Maximum time on journey field. To allow unlimited time for completion, leave the values at 0.
(Optional) Click the Content tab to customise the message shown at the completion of the Journey.
Click the Save button. The Update Journey screen appears:
Create a Step
Journey Steps are the individual stages that make up the overall journey. Volunteers must complete each step sequentially unless manually overridden by an administrator. A journey can contain an unlimited number of steps.
Scroll down the Update Journey page to the Steps section.
Click the Add button. The Create Step screen appears:
Enter the following information:
Name: Enter a name for the specific stage of progression into the Name field. This field pre-populates the Code and Name (Portal) fields.
(Optional) Enter the time limit for Volunteers to finish this journey in the Maximum time on journey field. To allow unlimited time for completion, leave the values at 0.
(Optional) Click the Step Category dropdown to select a step category. See the Create a Journey Step Category article for more information.
Enter a description for the step in the Description field.
Click the Save button. The step is saved and appears with additional Criteria and Actions options in the left-hand menu.
Add Criteria
Criteria are the specific requirements that are required in order to complete a Journey Step. Volunteers can complete a step's criteria in any order, but they cannot progress to the next journey step until all criteria for the current step are satisfied.
Click the Criteria option in the left-hand menu. The following screen appears:
Click the Add button. The Add Criteria window appears:
Enter a name for the requirement to complete the step in the Name field.
Enter a name for the requirement that is displayed in the User Portal.
Click the Criteria required to complete this step dropdown menu to select one of the following options:
Admin Approval: Pauses the Volunteer's journey at this step until an Administrator manually reviews and approves their progress.
Event Shift - Apply: Triggers whenever a Volunteer applies for a Shift. The system will evaluate the application against predefined rules before allowing the Volunteer to proceed.
Event Shift Volunteer - Attended: Requires the Volunteer to be marked as Attended for a Shift to satisfy this milestone.
Event Shift Volunteer - Confirmed: Requires the Volunteer to be marked as Confirmed for a Shift to satisfy this milestone.
Form - Process: The relevant form required is completed and submitted.
Training - Complete: Requires the Volunteer to be assigned to, and successfully complete, a designated training module.
Waiver - Signed and Valid: Requires the Volunteer to sign and accept a specific waiver document to fulfill the step.
(Optional) Click the Exemption tab > click the Add Rule button to exempt Volunteers from this criteria if they match specific conditions.
(Optional) Click the Rules tab > click the Add Rule button to add a rule that a volunteer must meet to successfully fulfill a criteria.
Click the Save button. The application displays the Actions option:
Add Actions
Actions execute automatically the moment a Volunteer completes all criteria and exits a journey step. This eliminates manual administrative tasks by instantly performing next steps, such as sending a confirmation email to the volunteer or assigning a training module required for their next stage.
Click the Add Automation Actions button. The Actions screen appears:
Click the Add button. The Add Action screen appears:
Enter the name of the action in the Name field.
Click the Action dropdown menu to select the action that occurs once a Volunteer has completed the step.
(Optional) Select a delay to schedule an action to occur at a specific time after the volunteer completes the step.
(Optional) Click the Rules tab > click the Add Rule button to add a rule that a volunteer must meet to successfully fulfill a criteria.
Click the Options tab to complete the required fields. The fields required vary depending on the action selected.
Click the Submit button, or click the Save & Create Another to save and add a new action.
Update a Journey
You can modify an existing journey at any time, but changes will affect volunteers differently depending on their current progress.
⚠️Warning: Deleting a step or criteria when updating a journey cannot be undone and instantly alters the workflow for active Volunteers. It is highly recommended to clone the journey instead of deleting parts of a live one. See the Copy a Journey section for more information.
Click Workflows > Journeys.
Click the More Actions menu on the Journey you wish to update.
Click Update. The Update Journey screen appears:
Update the information desired. To update steps, criteria or actions, click the More Actions menu on the step.
Click the Save button.
💡Tip: If you add a new step or a new criteria to an existing step, Volunteers who have already progressed past that stage will not be pulled backward. The new requirements will only apply to Volunteers who have not yet reached that point in the journey.
💡Tip: Any changes or additions you make to an action will not apply to Volunteers who have already finished that step. The new action will only apply to Volunteers who finish the step from that moment forward.
Copy a Journey
Duplicate an existing Journey to replicate an existing structure including steps, criteria and actions.
Click Workflows > Journeys.
Click the More Actions menu on the Journey you wish to update.
Click Copy. The copy of the Journey appears in the Journey list with (Copy) at the end of the title:
💡Tip: Duplicating a copied Journey generates an additional label of (Copy) to the Journey name as shown above.
Delete a Journey
Deleting a journey permanently removes the entire automated pipeline from the system and unlinks it from any associated Role Offers, Events, or Shifts. This causes the journey and all its steps to instantly disappear from the User Portal, meaning users will no longer see any associated tasks or progression trackers. While actual user data like a completed form or a signed waiver remains saved on the Volunteer's profile, their specific journey progress history is erased, making it impossible to run reports on who was at what stage of that pipeline.
⚠️ Warning: Deleting a journey is a permanent action and cannot be restored.
Click Workflows > Journeys.
Click the More Actions menu on the Journey you wish to update.
Click Delete. The following window appears:
Click the Yes button.