Call for volunteers: your first rota in one number

Your mosque just joined Kadim and your board is empty. You don’t need to build a duty roster to get started. Think in headcounts: “we need 20 for Jummah.” Enter that one number and Kadim gives you a link to share. People tap it to say they’re in.

Publish your first rota

Sign in with your mosque account. A fresh mosque lands on Call for volunteers (/coordinator/rotas) with an honest empty state, no dead buttons: “Tap New rota to make your first call.”
Tap the floating + button (New rota). The Call for volunteers sheet opens over the list.
Enter what the occasion is (e.g. Jummah), which day, and how many volunteers you need (e.g. 20).
Tap Publish and get the link.

That’s a complete, published rota, one pooled call for the number you asked for. No duties to assign, no accounts for anyone to create.

The moment you publish, the sheet closes and the rota appears as a card in your rota list. You always see exactly what exists, so nothing is ever hidden from you.

More than one Jummah on the same day

Some mosques hold two or more Jummah prayers at one site: separate halls, separate congregations, sometimes separate volunteer teams. Kadim supports that. You can publish as many rotas for one Friday as your mosque actually runs.

Because a repeated submission is more often a slip than a second hall, Kadim stops you once to check. If you submit a Jummah for a day that already has one, you’ll see “You already have a Jummah on this date”, with the name and start time of the rota you already have and a link straight to it. From there:

It was a slip. Share or open the rota you already have. Nothing was created, so a double-tap, a slow connection or a forgotten earlier rota still can’t leave you with a hidden pile of duplicates.
You did mean it. Give the new one a name, then tap Create it anyway. Your day and headcount are already filled in, so it is one step.

If both would carry the same name, Kadim suggests telling them apart, because your volunteers will see them together: Jummah (main hall) and Jummah (sisters hall) read far better than Jummah twice. It is only a suggestion, never a rule. Rotas on other days publish as normal, with no check.

The confirmation hands you the full share link (like https://www.kadim.co.uk/r/…). You have three ways to send it:

Share to WhatsApp opens WhatsApp with your call and the link already typed, so you just pick the group and send.
Copy link puts the full link on your clipboard to paste anywhere. You’ll see “Copied” when it’s done.
Or select the link text and copy it by hand.

Anyone can tap it and claim a slot with just their phone, the same one-tap claim your volunteers already know. Watch the count fill live in the board’s title strip: N of 20 filled.

Share to WhatsApp is on the board too, so the link is never far: on a phone it sits on the bar at the foot of the board, and on any screen it is in the ⋯ Rota actions sheet alongside Copy link.

Change a rota: fix the day or the number

Picked the wrong Friday, or need more hands than you first asked for? Find the rota’s card in the list and tap Edit. The Edit this rota panel opens: adjust the day or how many volunteers you need, and tap Save changes. The board and the rota list update straight away, and the same share link keeps working, no need to re-send it.

Two sensible limits keep your volunteers safe:

You can’t ask for fewer people than are already in. If ten volunteers have said yes, the smallest number you can set is ten, so nobody who signed up is ever dropped. To go lower, remove some claims first.
You can’t move a rota into the past. Pick today or a day still to come.

Add roles for the real Friday

Friday is often more than a headcount: car-park stewards 45 minutes early, a wudhu-area pair, a DBS-checked children’s corner, a sisters-only welcome desk, a first-aider who actually has the certificate. When you need that, tap Add roles in the Call for volunteers sheet. You never have to, the ten-second “we need 20” path is untouched, but it’s there when Friday needs it.

Kadim opens the rota builder (/coordinator/rotas/build), a four-step wizard: Basics, When, Roles, then Review. It always tells you where you are, starting at Step 1 of 4. Each role is one line until you open its Settings:

On the Roles step, type a role name (e.g. Car park). That’s a valid role on its own, one person, at the rota’s time, open to anyone.
Open Settings on the row only when that role needs something different: a start time (car park often runs early), a length in minutes (a children’s corner that runs a fixed window), how many people you need, who can take it (anyone / brothers / sisters), whether it needs an enhanced DBS check, and an optional skill (like first-aid).
Tap Add another role for the next one. Name three rows, touch nothing else, and you have “car park ×2, wudhu ×2, children’s corner ×1 DBS”.
Go on to Review, check the shape you’ve built, and publish from there. The share link is the same one you already know.

Now the gates do their job: a brother tapping the children’s corner is asked nothing he shouldn’t be, but a volunteer without the enhanced DBS check is stopped with a clear next step; a sisters-only slot carries the brother/sister question; a role with a skill reaches the volunteers who have it.

Change the slots after you’ve published

You don’t have to get it perfect first time. The builder is for creating a rota; once it is published you edit its slots in place on the board, where you can see what your volunteers have already taken. Tap a slot’s row to open its panel: Edit this slot holds its real values, editable in place, and an empty slot can be removed from the same panel with Remove this slot. To add one, tap the + button on the board and fill in Add a slot.

Free changes: rename a role, raise how many you need, change who can take a still-empty slot, or adjust its time.
A time or length change on a slot people have already claimed tells those volunteers, once, by text, so nobody turns up at the wrong time. (Volunteers whose number has texts stopped are skipped, never texted.)
You can’t strand anyone. You can’t set a number below the people already in, restrict a slot someone has already claimed, or delete a claimed slot. Ask the volunteer to drop it first, then make the change.
Removing an empty slot can be undone in one tap, no confirmation box.

Make it repeat, richness and all

Once you’ve built the shape once, Repeat last week (or Make this repeat) brings every role across, times, capacities, the DBS gate, the sisters restriction, the skill, the fixed window. You build Friday once; Kadim runs it.

Good to know

Publishing is the only step. There’s no draft to manage; your rota is live and shareable the moment you publish it.
Next week is even faster. Once you have a rota, Repeat last week rebuilds it in one tap (see Repeat last week’s rota and let gaps self-heal).
Your role matters: only coordinators can create rotas. Trustees and volunteers see their own views.

Questions? Email support@kadim.co.uk .