Preventing and Managing Shift Overlaps

Preventing Volunteers From Signing Up For Overlapping Shifts

With this option enabled, a warning dialog will display when a volunteer selects (signs up for) two shifts of the same activity that overlap with each other, preventing them from signing up for overlapping shifts. If a shift of an activity they are signing up for overlaps with an existing assignment, the [Sign Up] button will not be displayed to the volunteer for that shift. This warning is not sent via email.
  1.  Go to: Configuration >> Organization Settings >> General Settings
    • If you have the Client Module enabled, click the “General Volunteer Settings” tab
  2. In the “Scheduling and Hours Settings” section, click the checkbox “Prevent volunteers from signing up for shifts that overlap with their existing assignments” if you want to prevent volunteers from selecting an overlapping shift.
  3. Click the [Save] button
This setting is only available at the organization level and works best when the “Self Scheduling” option is enabled for the Activity. If you have multiple organizations that are part of an enterprise, you’ll need to set this option for each organization individually.

Warning Administrators of Volunteer Schedule Overlaps

The administrators are warned when they attempt to assign a volunteer to a shift that conflicts (overlaps) with another scheduled activity assignment. This warning is not sent via email.
  1.  Go to: Configuration >> Organization Settings >> General Settings
    • If you have the Client Module enabled, click the “General Volunteer Settings” tab
  2. In the “Scheduling and Hours Settings” section, click the checkbox “Warn administrators when a volunteer’s shift assignment overlaps with other shift assignments for the volunteer” if you want to be alerted.
    • The double booking alert will be displayed if you are assigning a volunteer within their own profile or via the Scheduled List.
  3. Click the [Save] button
This setting is only available at the organization level. If you have multiple organizations that are part of an enterprise, you’ll need to set this option for each organization individually.

Assigning Volunteers From the Scheduled List

When a selected shift overlaps with an existing assignment:

If you have enabled alerts for double bookings and are assigning multiple volunteers to a shift (from the Scheduled List), you will be warned of the overlap, but you’ll still be able to assign the volunteers.

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.

Selecting / Assigning One Person:

  1. Follow the steps to assign multiple volunteers to a shift
  2. Click the [Assign] button beside a volunteer’s name
  3. If there’s an overlap, you’ll see what the volunteer is already scheduled for. If you are sure you want to double book them, click the [Assign] button

Selecting / Assigning Multiple People:

  1. Follow the steps to assign multiple volunteers to a shift
  2. Click the [Assign Selected] button at the bottom
  3. If there’s an overlap, the row (name of the volunteer) with the overlap will be highlighted in a light red color in the “Assign Volunteers” window. In the “Double Booking Detected” window that opens, you’ll see which volunteers do / do not have overlapping assignments.
  4. For those with an overlap, you can click the [View Overlapping Assignments] button to the left of their name to see the existing scheduled assignments that overlap with this one.
  5. Click the appropriate button:
    • [Assign selected volunteers]
    • [Assign volunteers without overlap only]

Assigning Volunteers From Their Profile

When a selected shift overlaps with an existing assignment:

If you have enabled alerts for double bookings and are assigning a volunteer to a shift (from the “Assign” tab in their profile), you will be warned of the overlap, but you’ll still be able to assign the volunteer.

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.

  1. Edit the volunteer’s profile
  2. Open the “Assign” tab
  3. Click on the link to the desired scheduled activity
  4. Check the “As” box for each shift you want to assign the volunteer to.
  5. Click the [Save] button
    • If there’s an overlap, the row (shift) with the overlap will be highlighted in a light red color. In the “Double Booking Detected” window that opens, you’ll see which shifts do / do not overlapping with existing assignments.
    • For those with an overlap, you can click the [View Overlapping Assignments] button to the left of the date to see the existing scheduled assignment that overlaps with this one.
    • Click the appropriate button:
      • [Submit selected shifts]
      • [Only submit shifts without overlap]

When a Selected Shift Overlaps With Another Selected Shift

If you have enabled alerts for double bookings and are assigning a volunteer to a shift (from the “Assign” tab in their profile), you will be warned of the overlap, but you’ll still be able to assign the volunteer.
  1. Edit the volunteer’s profile
  2. Open the “Assign” tab
  3. Click on the link to the desired scheduled activity
  4. Check the “As” box for each shift you want to assign the volunteer to.
  5. Click the [Save] button
    • If there’s an overlap between the shifts you have selected, the rows (shifts) with the overlap will be highlighted in a light yellow color. In the “Double Booking Detected” window that opens, you’ll see the date and times for the first and second shifts (i.e. the selected shifts that overlap).
    • Click the appropriate button:
      • [Submit selected shifts]
      • [Cancel]

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.

What Will Volunteers See?

  • If a volunteer has an existing scheduled activity assignment, when they click on a scheduled activity in their “OPPORTUNITIES” tab, an [Overlap] button will be displayed beside any shifts that overlap with their assignments.
  • Clicking the [Overlap] button enables them to see what shift overlaps with a requested assignment, but they are not prevented from signing up for an overlapping shift.

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