❖ Heads up! This article is only intended for Agency Managers.
By the end of this article, you will be able to:
Schedule volunteers for shift-based Needs
Use filters to find the right volunteers
Avoid overbooking and manage scheduling conflicts
Schedule volunteers from multiple areas of the dashboard
Video Resource
Before You Begin
The Scheduling feature must be enabled by a Site Manager.
If you don’t see the Schedule Volunteers button, contact your Site Manager.
Volunteers must have responded to one of your Needs to appear in the scheduling search results. If not, contact your Site Manager for assistance.
Scheduling Volunteers for Shifts
If a Site Manager has enabled the scheduling feature for Agencies, then you can schedule volunteers from the Schedule area of your Agency Manager dashboard!
The Schedule Volunteers button won't be available if Site Managers have disabled scheduling for Agencies. Please contact your Site Manager to discuss enabling this feature.
Go to My Agency > Schedule.
Click Schedule Volunteers. When enabled, the button appears on both the Shifts and User Responses tabs.
Select the Need you want to schedule volunteers for with the Select Need dropdown.
Check the boxes beside the shifts you want to schedule. You can filter the list of available shifts by days and opt to see expired shifts too. Want to select all available shifts? Check the box at the top.
Be sure to review the number of remaining slots available when making your selections to avoid overbooking.
Click Continue.
Search for the volunteers you'd like to schedule. You can search by Name, Email, or Category.
If you search by Category, then you can filter your options by:
Events: Use this one to filter by event attendance.
User Data: Use this one to filter by specific details about the user, e.g., First Name, User Tag, User Interests, etc.
Volunteer Data: Use this one to filter by qualifications or Need responses, etc.
Check the box or boxes for the volunteers you want to schedule.
Click Add to List. A pop-up appears, and a warning is under the Alerts column if there are any scheduling conflicts.
Now you can review your list, add more volunteers, or even message those volunteers.
Click Schedule Volunteers when you're ready!
You may want to check the box beside Send confirmation to these volunteers before you hit the schedule button. You may see a warning pop-up if scheduling the volunteers overbooks a Need shift.
Once you schedule the volunteers, they receive a notification that they've been registered for the Need.
Scheduling from Edit Shifts
If the Site Manager has disabled the scheduling feature for Agencies, you can still schedule volunteers for shifts from the Edit Shifts area of a Need. The Need must have a duration type of Custom or Recurring Shifts for you to schedule volunteers. To get started:
Go to My Agency > Schedule > Shifts tab.
Click View More on the date you want to schedule.
Click Edit Need.
Go to the Edit Shifts tab.
Check the boxes beside the shifts you want to schedule.
Click Schedule Volunteers for Shifts.
Search for the volunteers you'd like to schedule. You can search by Name, Email, or Category.
If you search by Category, then you can filter your options by:
Events: Use this one to filter by event attendance.
User Data: Use this one to filter by specific details about the user, e.g., First Name, User Tag, User Interests, etc.
Volunteer Data: Use this one to filter by qualifications or Need responses, etc.
Check the box or boxes for the volunteers you want to schedule.
Click Add to List. A pop-up appears, and a warning is under the Alerts column if there are any scheduling conflicts.
Now you can review your list, add more volunteers, or even message those volunteers.
Click Schedule Volunteers when you're ready! You may want to check the box beside Send confirmation to these volunteers before you hit the schedule button.
Scheduling Available Volunteers
Another option for you to schedule volunteers as an Agency Manager is from the Available Volunteers list for a Need shift!
Go to My Agency > Schedule.
Click the Shifts tab.
Click View More on the date you want to schedule volunteers for.
Click the number under the Responses column for the shift you want to edit.
Scroll until you see Available Volunteers.
Click the name of the individual you want to schedule.
Select the shift(s) you want to schedule the volunteer for. You can filter the shifts list by days of the week or leave it on Show All to see all available shifts.
Answer any required Response Questions as applicable.
Click Submit Need Response when you're done! The volunteer now appears in the Responses table for that shift.
