❖ Heads up! This article is only intended for Advanced Program Managers.
Now that your Program has Opportunities, it's time to get scheduling! The Scheduling area gives you a calendar view of the Opportunities available for your Program so you can start scheduling individual volunteers or teams as needed!
This only applies to Opportunities with Happens On, Custom Shifts, or Recurring Shifts.
Scheduling Volunteers
Volunteers must have a registered account and be assigned to your Program before you can schedule them for your Opportunities. You'll need their first and last name or email address to search for them when using the scheduling tool. To start scheduling volunteers for Opportunities:
1. Go to Volunteerism > Scheduling.
2. Click Schedule Volunteers.
3. Select the Opportunity from the Select Opportunity dropdown.
4. Select the shift or shifts you want to schedule volunteers for and click Continue.
5. Search for the volunteer by name or email and click Search.
You can also filter for volunteers by clicking Search By Category.
6. Select the volunteer or volunteers you want to schedule for that Opportunity and click Add To List.
7. Click Schedule These Volunteers when you're ready!
We recommend checking the box beside Send confirmation to these volunteers before you click Schedule These Volunteers.
Reviewing Shifts
You can review who's scheduled for a shift, Opportunity details, start and end times for the shifts, and more!
1. Go to Volunteerism > Scheduling.
2. Click View More for the day you want to review.
3. Here you can see details about the scheduled shifts, number of responses, number of open slots, and more!
Reviewing Today's Shift
To see today's specific shift details, click Today beside Export or click View More for today's date in the calendar.
Exporting Shifts
You can export shifts to a CSV by clicking the Export button while on the Shifts tab.
Reviewing Responses
Want to see a list of which volunteers submitted responses for your Opportunity's shifts?
1. Go to Volunteerism > Scheduling.
2. Click User Responses.
3. The calendar view switches from Shifts to User Responses, displaying the volunteers who have responded for shifts on specific dates.
Exporting All Responses
You can export user responses for shifts to a CSV by clicking the Export button while on the User Responses tab.
Exporting Responses for One Day
You can export responses for one day in the User Responses tab!
1. Select the User Responses tab.
2. Click View More for the day you want to export responses.
3. Select Export Responses.
Filtering the Schedule
You can search for an Opportunity title or Search Phrase to filter the calendar or apply a filter with the Filter By dropdown.
Printing a Schedule for a Specific Date
If you want to print a schedule for a specific date:
1. Select the User Responses tab.
2. Click View More for the day you want to print a schedule for.
3. Select Print PDF.
See Who's Available for Scheduling
If you want to see who's available for you to schedule for an Opportunity:
1. Select the Shifts tab.
2. Click View More for the date you want to check volunteer availability for.
3. Select Options > View available volunteers.
4. This takes you to a page where you can review who has responded to the Opportunity, who is on a waitlist for that Opportunity, or who's available for you to invite to respond to that Opportunity.
You can invite one or multiple volunteers to respond to the Opportunity. This will trigger a notification to the selected volunteers.
Adding Default Hours
If you need to add default hours to the volunteers who have responded to a specific Opportunity shift:
1. Select the User Responses tab.
2. Click View More for the date you want to add default hours to volunteers for.
3. Check the box or boxes beside the volunteers you need to add hours for and click +Add Default Hours.
Messaging Respondents
Want to message the volunteers who have responded to a specific Opportunity shift?
1. Select the User Responses tab.
2. Click View More for the date with the volunteers you need to message.
3. Check the box or boxes beside the volunteers you need to message and click Message Responders.
4. A warning appears confirming that you want to email those selected users.
5. Fill out the Subject and Message fields and click Send Email when you're ready!
Scheduling a Team
You can also schedule teams for Opportunities from the Scheduling area of your dashboard!
1. Go to Volunteerism > Scheduling.
2. Click on View More on a date with the Opportunity.
3. Select Options > Schedule a team for this shift.
4. You can select Use An Existing Team or Create A New Team to continue.
5. Once you've selected an existing team or created a new one, you can continue to add users to your team, designate a team leader, or even add users from an established user group.
You can also Reserve Additional Slots for volunteers who want to bring a friend or family member to volunteer with.
This may not be available on your site. The availability of reserved slots depends on how the Site Manager has set up the site.
6. Click Continue when you're done building out your team!
7. Select the shift or shifts you want to schedule the team for.
8. Click Finish to schedule them!