Fundraiser volunteer roster template
Give each helper a clear job, shift and handover. Edit and download a volunteer roster for your school or community fundraiser.
Use the free worksheetput to work.
Where to start
Build a fundraiser roster around tasks, not just a list of names. Every shift needs a role, a start and finish time, a lead and a handover. Cover payment reconciliation and the final clean-up as well as the busy public part of the event.
Turn the plan into jobs people can accept
Ask for a specific job and a bounded time commitment: two people checking orders from 2 pm to 3 pm is clearer than 'helpers needed'. List set-up and pack-down separately so they do not fall to whoever stays longest.
Give each role a short brief explaining where to arrive, what to bring, who can make decisions and when to ask for help. Decide which tasks require school or club approval, training or supervision.
Separate the queue from the exceptions
At a product collection, one volunteer can find an order and another can hand over the correct items. Put missing orders, changes and payment questions with a designated lead so they do not block everyone else.
Give volunteers access only to the information needed for their task. Do not post a list containing supporter phone numbers, addresses or payment details on a public noticeboard.
- Choose a lead who can contact the organiser or supplier.
- Write a short procedure for an uncollected or disputed order.
- Arrange breaks and a backup for the busiest shift.
- Confirm who checks the final orders and locks the venue.
Make handovers explicit
Leave five minutes for the outgoing helper to explain unfinished jobs, shortages and any supporter waiting for a response. The incoming person should know where the current order list is and which version is correct.
For money handling, follow the school or club's existing procedures. Agree who reconciles payments and who checks the result. Avoid giving every volunteer access to the full fundraising account.
Close the loop with your helpers
Thank volunteers and ask which tasks took longer than expected. Keep the roles and shift lengths in the handover for next time, but remove personal details you no longer need under your organisation's retention policy.
A simple roster is useful for a product collection or small event. It does not replace the venue's safety plan, food-handling requirements or the school's arrangements for supervising children.
Plan your volunteer shifts
Edit it here. Make it yours.Use roles or initials here. Store phone numbers, emergency contacts and sensitive details in your organisation's approved private system.
Your entries are not sent to RaiseFunds. Download them, or choose Save draft on this device to keep them in this browser. Avoid saving private information on a shared device. Restoring a draft replaces current entries, so save or download changes you want to keep first.
| Role | Start / finish | Lead or initials | Handover / backup |
|---|---|---|---|
Turn the plan into a fundraiser
Use the campaign system as the order record, and the roster to organise the people doing the collection. They solve different parts of the job.
See Raised's order managementRaiseFunds and Raised are made by the same team. RaiseFunds helps you choose and plan; Raised is our fundraising platform. Check its current fees and terms before starting.
Sources and useful next steps
Our worksheets are original planning templates, not supplier quotes or promises of fundraising results. The sources below support the specific policy or product information in this guide.