Assign Multiple Volunteers at Once

Abbreviations Used in the Assign Screens

When you go to the Assign menu and choose either the “Scheduled List” or the “Unscheduled List”, you’ll see some abbreviations listed beside the Activities to which you will assign your volunteers. The numbers you see below these abbreviations are associated with the shift (or unscheduled/seasonal Activity you are viewing):

  • Mn: The minimum number of volunteers needed for that shift
  • Mx: The maximum number of volunteers needed for that shift (if no maximum (i.e. auto lock) was specified, this will be blank)
  • BL: The number of volunteers that are on the backup list for the Activity
  • SU: The number of volunteers that are signed up for the shift but have not yet been assigned
  • As: The number of volunteers that have been assigned to the shift
  • Co: The number of assigned volunteers that have confirmed their assignment
  • SG: The scheduling gap between the number of volunteers confirmed for the assignment and the minimum number of volunteers needed for the assignment
  • GS:  If group scheduling has been enabled, this will indicate the number of people that are part of this assignment. By default, it will be equal to 1.
  • L:  The shift / activity is locked (i.e. full). No further volunteers can sign up for it, but an administrator can assign as many people as needed.
  • O:  This shift overlaps with something that the volunteer is currently assigned to. It is a warning, so you can still assign the volunteer if you want to.
  • T:   This indicates that the volunteer is assigned to something else that is scheduled that day. It is a warning, so you can still assign the volunteer if you want to.

You’ll see a checkmark if the shift overlaps with something the volunteer is already scheduled for. You can click on the “Overlap” checkmark to see the details of the overlap. You can also click on the “Today” checkmark to see the volunteer’s assignments for that day.

Unscheduled / Seasonal Activity

  1. Go to: Assign >> From Unscheduled List
  2. In the “Filters” section, you can optionally choose which Activity Category and Activity to display, what Activity statuses, day(s) of the week and date range. You can also choose to include Activities with a specific Locked Status (locked, unlocked). These selections can be made your default filters when you assign volunteers to an unscheduled Activity.
  3. Click on the name of an Activity for the desired shift to open the “Assign Volunteers” window
  4. Select any applicable filters to display a list of candidates for the shift and click the [Search] button. You can make these your default filters to be used.
    • Qualifications: whether or not the candidate must possess all the Qualifications associated with the Activity
    • Scheduling: whether the candidate must be signed up and/or on the backup list for the Activity (multiple selections are possible)
    • Status: what status value the candidate must have (multiple selections are possible)
    • Committee: select a Committee from the drop list to include volunteers that are a member of that Committee
    • General Interest: select a General Interest from the drop list to include volunteers that have selected that General Interest in their profile
    • General Availability: select a day and time of day from the drop list to include volunteers that have selected that day and time as part of the General Availability in their profile
    • Application Form: select an application form from the drop list to include volunteers that filled in the selected application form
    • Last Name: type a few characters of the volunteer’s name to include in your search
    • Sort People By: display the candidates in order by last name, signup date (who requested the assignment first) or group size (if applicable)
    • Page Size: number of candidates to display on a screen page
  5. Click the [Search] button to apply any filters you have selected
  6. Click the [Assign] button beside each volunteer you wish to assign to the shift. Alternatively, check the box beside each volunteer you wish to assign, scroll down and click the [Assign Selected] button.
  7. Click the [Close] button when you have finished assigning volunteers to the shift

TIP

You can click the [+] button in the header or beside an Activity to see who is currently assigned.

TIP

You can click the [Print] button in the header to print a list of the attributes of the Activity and list of candidates displayed.

Scheduled Activity

  1. Go to: Assign >> From Scheduled List
  2. In the “Filters” section, you can optionally choose which Activity Category and Activity to display, what Activity statuses, day(s) of the week and date range. You can also choose to include Activities with a specific Locked Status (locked, unlocked). These selections can be made your default filters when you assign volunteers to an unscheduled Activity.
  3. Click on the name of an Activity for the desired shift to open the “Assign Volunteers” window
  4. Select any applicable filters to display a list of candidates for the shift and click the [Search] button. You can make these your default filters to be used.
    • Qualifications: whether or not the candidate must possess all the Qualifications associated with the Activity
    • Scheduling: whether the candidate must be signed up and/or on the backup list for the Activity (multiple selections are possible)
    • Status: what status value the candidate must have (multiple selections are possible)
    • Committee: select a Committee from the drop list to include volunteers that are a member of that Committee
    • General Interest: select a General Interest from the drop list to include volunteers that have selected that General Interest in their profile
    • General Availability: select a day and time of day from the drop list to include volunteers that have selected that day and time as part of the General Availability in their profile
    • Application Form: select an application form from the drop list to include volunteers that filled in the selected application form
    • Last Name: type a few characters of the volunteer’s name to include in your search
    • Overlap: show volunteers without an overlapping schedule assignment and/or no scheduled assignment on that day
    • Sort People By: display the candidates in order by last name, signup date (who requested the assignment first), most number of signups for the Activity, least number of signups for the Activity, or group size (if applicable)
    • Page Size: number of candidates to display on a screen page
  5. Click the [Search] button to apply any filters you have selected
  6. Click the [Assign] button beside each volunteer you wish to assign to the shift. Alternatively, check the box beside each volunteer you wish to assign, scroll down and click the [Assign Selected] button.
  7. Click the [Close] button when you have finished assigning volunteers to the shift

TIP

You can click the [+] button in the header or beside an Activity to see who is currently assigned.

TIP

You can click the [Print] button in the header to print a list of the attributes of the shift and list of candidates displayed.

Scheduled Activity from the Calendar

  1. Go to: Assign >> From Calendar
  2. Click the [Previous Month] or [Next Month] button to display the desired two-month period
  3. In the “Filters” section, you can optionally choose which Activity Category or specific Activity you would like to display
  4. Select the desired dates:
    1. Scheduled activities on one date or in an entire month:
      1. Move your mouse over a single date square or the month heading. You will see a list of status values (Vacant, Signed Up, Assigned, Confirmed). The first number represents the number of shifts with that status. The second number is the total number of shifts on that date/month.
        1. To display all shifts on that date/month, click on the link to the date/month at the top of the pop-up window
        2. To display all shifts for a specific status, click on the desired link within the box in the pop-up window
      2. Scheduled activities in a date range:
        1. Click in the numbered area of a single date square to select the first date of the range. Click in the numbered area of another single date square to select the end date of the range. All shifts in that date range will be displayed.
      3. Click on the link to the desired shift
      4. Continue, following the steps in Assign multiple volunteers to a scheduled Activity (above)

Editing Shifts While Assigning Volunteers

When assigning from the Unscheduled List or the Scheduled List, you can also edit some of the attributes of the activity / shift by clicking the [Options] button to the left of the activity (unscheduled, seasonal) or shift (scheduled):

  • Unscheduled Activities: Lock Activity / Unlock Activity
  • Seasonal Activities: Lock Activity / Unlock Activity, Update Season Dates
  • Scheduled Activities: Lock Shift / Unlock Shift, Edit Shift
    • From the “Edit Shift” options you can change:
      • Basic Info: shift start date, start time, end time
      • Override Activity Defaults: change number of volunteers (i.e. minimum), auto lock (i.e. maximum)

IMPORTANT:

The ability to lock or unlock a shift (or activity) is only available if “Auto Lock” has not been enabled for that activity.

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