---
title: "Checking Availability before making a Roster"
slug: "checking-availability-before-making-a-roster"
updated: 2021-02-04T21:38:33Z
published: 2021-02-04T21:38:33Z
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.infoodle.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Checking Availability before making a Roster

:::(Internal) (To Review)
Newly created page (reflecting an update made to rosters) that needs to be reviewed and put into the old documentation system too. 
:::
 

It is possible to send out an email to a group to check someone's availability before creating and adding them to a roster.

1. Go to **Contacts** > **Email** and on the Content tab under **Personalisations** > **Person Details** you will find {roster_link_url} and {roster_link}. Use these personalisations to send a calendar link to your users via email.

![image.png](https://cdn.document360.io/d198920d-a212-4177-85f9-e1abc92e7ab3/Images/Documentation/image%28378%29.png){height="" width=""} 

![image.png](https://cdn.document360.io/d198920d-a212-4177-85f9-e1abc92e7ab3/Images/Documentation/image%28379%29.png){height="" width=""} 
 
2. When the users receive the email, they follow the link to a page indicating that the roster has not been scheduled. Instead, they need to click on the **I'm Away** button to go to the calendar view. If they are not unavailable, they do not need to do anything.

![image.png](https://cdn.document360.io/d198920d-a212-4177-85f9-e1abc92e7ab3/Images/Documentation/image%28380%29.png){height="" width=""}

3. Once on the calendar view, the volunteer can click on **+Add dates** to add the dates they are unavailable. They can add multiple dates if needed. After they have added the dates, they will appear marked out on the calendar view. They do not need to do anything else.

![image.png](https://cdn.document360.io/d198920d-a212-4177-85f9-e1abc92e7ab3/Images/Documentation/image%28381%29.png){height="" width=""}

4. After a user has added their dates, when you go to create the roster in infoodle, they will appear as yellowed out on the roster group list. 

![image.png](https://cdn.document360.io/d198920d-a212-4177-85f9-e1abc92e7ab3/Images/Documentation/image%28382%29.png){height="" width=""}

5. If you click on the name of the person, you can see more details of when they are unavailable, and a reason if they have chosen to give one.
​
![image.png](https://cdn.document360.io/d198920d-a212-4177-85f9-e1abc92e7ab3/Images/Documentation/image%28383%29.png){height="" width=""}

6. You can now create a roster with the available group members.

## Related

- [Adding a Roster](/adding-a-roster.md)
- [Editing a Roster](/editing-a-roster.md)
- [Deleting a Roster](/deleting-a-roster.md)
- [Rostering an Event - Historical Reference](/rostering-an-event.md)
- [Downloading a Roster](/downloading-a-roster.md)
- [Emailing Rosters](/emailing-rosters.md)
- [Roster Report](/roster-report.md)