❖ Heads up! This article is only intended for Agency Managers.
In addition to scheduling volunteers, the Schedule area lets you and other Agency Managers manage Needs with shifts.
The scheduling feature must be enabled by a Site Manager. If you don't see the Schedule Volunteers button on the Schedule page of your Agency Manager dashboard, please contact your Site Manager to see if it can be enabled.
You can also schedule volunteers for shifts from the Edit Shifts area of a Need.
ℹ️ So you know: Some sites have language overrides in place. This means you might see Opportunities in place of Needs, Programs in place of Agencies, or Prerequisites in place of Qualifications.
The Schedule Area
The Schedule area lets you review your Agency's Need shifts in a calendar format.
Here is also where you can:
See the number of open and filled slots for shifts
Review volunteer responses for shifts for each day
Schedule volunteers for shifts
This button only appears if the site manager has enabled the scheduling feature for Agencies. If you do not see this button, please contact your Site Manager
Edit Needs and responses
The calendar displays Needs with Happens On, Custom Shifts, and Recurring Shifts, duration types only.
Reviewing and Managing Need Shifts
To get started, go to My Agency > Schedule. From here you can:
Edit a Need
1. Go to My Agency > Schedule > Shift tab.
2. Click View More for the date you want to edit a Need shift for.
If you already see the shift you want to edit, just click it to be taken to the Update Need page where you can edit the Need or edit its shifts!
3. Click Edit Need.
This opens the Update Need page where you can edit the Need or its shifts!
4. After making your edits to the Need, be sure to click Update Need to save those changes.
Be sure to check the box beside Notify respondents of this update?, before you click Update Need—especially if the Need has volunteer responses already.
You can also notify respondents of any updates when updating a Need shift.
Edit Volunteer Responses from the User Responses Tab
While you can't edit the specifics of a volunteer response from this area, you can update answers to response questions if a volunteer answered incorrectly. You can also add notes to a response. Notes are great if you want to include additional details like volunteer availability, preferences, or restrictions.
1. Go to My Agency > Schedule.
2. Click the User Responses tab.
3. Click the name of the user for the response you want to update.
4. Add notes or update Response Questions.
5. Be sure to click Update User Response to save your changes!
Edit Responses from the Shifts Tab
1. Go to My Agency > Schedule.
2. Click the Shifts tab.
3. Click View More on the date you want to edit shift responses for.
4. Click the number under the Responses column for the shift you want to edit.
5. This opens a page where you can:
Edit, export, and review responses
Add hours to responses individually or in bulk
Delete responses
Review a list of available volunteers and send them invitations to that shift
Schedule volunteers from the Available Volunteers list
6. Click the pencil icon under the Options column to edit a volunteer response.
You can add notes or update their responses to the Response Questions.
7. Be sure to click Update User Response to save your changes!
Export Volunteer Responses for a Specific Date
Do you want to export a list of user responses for a specific date? You could then use that list as a check-in sheet or to have a physical copy for your records.
1. Go to My Agency > Schedule.
2. Click the User Responses tab.
3. Click View More for the date you want to export a list of responses.
4. Click Export Responses to export a list of volunteer responses for that day to a CSV file.
Export Volunteer Responses for the Month
1. Go to My Agency > Schedule.
2. Click the User Responses tab.
3. Click Export above the calendar.
Export Need Shifts
Want to export a list of Need shifts? You can export the current month to a CSV!
1. Go to My Agency > Schedule.
2. Click the Shifts tab.
3. Click Export above the calendar.
Filter the Calendar
Want to filter your calendar? You can filter your calendar by Distance and Phrase to find the Need shifts you're looking for!
1. Go to My Agency > Schedule.
2. Use the Select a Filter dropdown to make your selections.
You can apply multiple filters as necessary.
3. If you filter by Distance, then you must include the Zip Code you want to filter your Need shifts by.
4. If you filter by Phrase, then you must include the phrase you want to filter your Need shifts by.
5. Click Search.
The calendar displays Need shifts based on your filter selections.