Website widget
01A filterable rota inside the club site
Volunteers can narrow the list to their name, duty, or venue without leaving the page they already use.
Riverside Community Sports Club
Volunteer duties
Loading live rota…
Interactive rota-to-calendar demo
Keep your rota. Give everyone a calendar.
Upload the finalized PDF or spreadsheet you already use. Smart Calendars AI extracts the shifts for review and publishes filterable calendar subscriptions without replacing your planning process.
What AI extractedReady for review
Dates, times, duties, assigned volunteers, and venues become structured fields.
20
shifts
8
people
4
duties
4
locations
Resulting filtersPersonDutyLocation
This public demo uses a fictional club, fictional names, fictional locations, and fictional shifts. No real member data is shown.
Approved rota.pdf
Version 1.0 · 20 shifts
Team calendar
Filter · subscribe · stay current
No migration
Keep the planning process that already works.
Review before publishing
A coordinator approves extracted shifts and changes.
Calendar-ready
Apple Calendar, Google Calendar, and Outlook.
Two live publishing surfaces
Put the calendar where your team already looks
Embed the rota on an existing website and share a complete hosted Calendar Page. Both use the same reviewed feed and the same Person, Duty, and Location filters.
Hosted Calendar Page
02One complete page to share anywhere
Share the hosted page in email, chat, a member area, or a pinned resource page.
smartcalendars.ai/c/df2uyf2/rcsc-volunteer-duty-rota-calendar
Filtered subscriptions
Each volunteer can subscribe to the view they need
Select a person, duty, location, or combination. The same filters are carried into the Apple, Google, or Outlook subscription action.
This public demo shows personalized filters, not private member feeds. Access and privacy requirements for a real team would be agreed during the pilot.
Person
Julia Becker
Duty
All duties
Location
Main Sports Hall
Matching view
Julia · Main Sports Hall
AppleGoogleOutlook
Subscribe once. Newly published matching shifts and approved corrections can flow into the same calendar link.
When the rota changes
Replace the source. Review the difference. Keep the calendar links.
Uploaded files are not monitored automatically. A coordinator deliberately uploads the revised file and approves the detected changes before publishing.
Upload revision
Add the new approved PDF or spreadsheet.
Review changes
Check added, changed, and removed shifts.
Publish
Release only the corrections you approve.
Subscribers update
Existing subscription links continue to work.
A focused bridge, not workforce management
Designed for the space between spreadsheets and full shift software
Good fit
Distribution is the pain
- You already approve the rota in a PDF or spreadsheet.
- People keep asking which version is current.
- You want calendar distribution without changing how shifts are assigned.
- A coordinator can review changes before publishing them.
Not the right fit
Planning is the pain
- You need people to claim open shifts.
- You need shift swaps, availability, or leave management.
- You require time tracking, payroll, or compliance workflows.
- You want the system to create the rota for you.
Common questions
From rota document to subscribed calendar
What the bridge does, what remains under your control, and when a full shift-planning system is the better choice.
Can I turn a PDF or Excel rota into a calendar?
Yes. Upload the approved rota, review the extracted dates, times, duties, people and locations, then publish it as a filterable calendar feed.
Is this shift-planning software?
No. Smart Calendars AI distributes an already approved rota. It does not assign open shifts, manage swaps, track time or run payroll.
What happens when the rota changes?
Upload the revised PDF or spreadsheet, review the detected differences and publish the approved changes. Existing subscription links remain usable.
Can volunteers subscribe only to relevant shifts?
This public demo lets visitors filter by person, duty and location before subscribing. Private or authenticated delivery can be assessed separately for a team pilot.
Start with one approved rota
Test whether a calendar bridge removes the version chase
Discuss a small team pilot, or use the self-service converter with your own PDF today.