❖ Heads up! This article is only intended for Agency Managers.
By the end of this article, you will be able to:
Navigate the Schedule area to review and manage Need shifts
Edit Needs, shifts, and volunteer responses
Export shift and response data for your records
Before You Begin
A Site Manager must enable the scheduling feature.
If you don’t see the Schedule Volunteers button on the Schedule page of your Agency Manager dashboard, contact your Site Manager to enable it.
You can also schedule volunteers for shifts from the Edit Shifts area of a Need.
The Schedule Area
The Schedule area lets you review your Agency’s Need shifts in a calendar format.
Here, you can:
See the number of open and filled shift slots
Review volunteer responses for each day
Schedule volunteers for shifts
Edit Needs and responses
The Schedule Volunteers button only appears if the Site Manager has enabled scheduling for Agencies.
The calendar displays Needs with the following duration types:
Happens On
Custom Shifts
Recurring Shifts
Review and Manage Need Shifts
Edit a Need
Go to My Agency > Schedule > Shifts tab.
Click View More for the date you want to edit.
If you already see the shift you want to edit, click it to go directly to the Update Need page.
Click Edit Need.
Make your changes.
Click Update Need to save.
So you know:
Before clicking Update Need, check the box next to Notify respondents of this update? — especially if volunteers have already responded.
You can also notify respondents of any updates when updating a Need shift.
Edit Volunteer Responses (User Responses Tab)
You can’t edit the core submission details from this area, but you can:
Update answers to response questions if a volunteer answered incorrectly
Add notes (e.g., availability, preferences, restrictions)
Go to My Agency > Schedule.
Click the User Responses tab.
Click the volunteer’s name.
Add notes or update Response Questions.
Click Update User Response to save.
Edit Responses (Shifts Tab)
Go to My Agency > Schedule.
Click the Shifts tab.
Click View More for the date you want to manage.
Click the number under the Responses column for the shift.
Click the pencil icon under the Options column to edit a response.
Add notes or update Response Questions.
Click Update User Response to save.
From here, you can:
Edit, export, and review responses
Add hours (individually or in bulk)
Delete responses
Review available volunteers and send invitations
Schedule volunteers from the Available Volunteers list
Export Volunteer Responses (Specific Date)
You can export responses for a specific day and use the file as a check-in sheet or for recordkeeping.
Go to My Agency > Schedule.
Click the User Responses tab.
Click View More for the desired date.
Click Export Responses to download a CSV file.
Export Volunteer Responses (Month)
Go to My Agency > Schedule.
Click the User Responses tab.
Click Export above the calendar.
Export Need Shifts
You can export all Need shifts for the current month to a CSV file.
Go to My Agency > Schedule.
Click the Shifts tab.
Click Export above the calendar.
Filter the Calendar
You can filter the calendar by Distance or Phrase to quickly find specific Need shifts.
Go to My Agency > Schedule.
Use the Select a Filter dropdown.
Apply one or multiple filters as needed.
If filtering by Distance, enter a Zip Code.
If filtering by Phrase, enter the desired phrase.
Click Search.
The calendar updates based on your filter selections.
FAQs
Q. Why don’t I see the Schedule Volunteers button?
A. Your Site Manager must enable the scheduling feature. Contact them to request access.
Q. Can I edit a volunteer’s full submission details?
A. You cannot edit the core submission details, but you can update response question answers and add notes.
Q. Can I notify volunteers when I update a Need?
A. Yes. Be sure to check Notify respondents of this update? before clicking Update Need.