Scheduling: Multiple Volunteers

Unscheduled / Seasonal Activity

  1. Go to: Assign >> From Unscheduled List
  2. Optional: In the “Filters” section, you can choose which Activity Category and Status to display. 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. Select the desired shift to assign volunteers to by clicking on the name of the activity for that line.  The ‘Assign Volunteers’ window will open.
  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.
  5. Click the [Search] button to apply any filters you have selected
  6. Optional: Communicate with your volunteers by checking the box beside each volunteer, scroll down and choose “send email” or “send text message” from the  “Communicate with Selected” dropbox.
  7. Click the [Assign] button beside each volunteer you wish to assign to the shift OR check the box beside each volunteer you wish to assign, scroll down and click the [Assign Selected] button.
  8. 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.  You can click the [Print] button in the header to print the details of the Activity and list of candidates to assign.

 

Scheduled Activity

  1. Go to: Assign >> From Scheduled List
  2. Optional: In the “Filters” section, you can choose which Day(s) of the week, Activity Status, Activity Category and Activity to display, You can also choose to include a date range.  These selections can be made your default filters when you assign volunteers to an scheduled Activity.
  3. Select the desired shift to assign volunteers to by clicking on the name of the activity for that line.  The ‘Assign Volunteers’ window will open.
  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.
  5. Click the [Search] button to apply any filters you have selected
  6. Optional: Communicate with your volunteers by checking the box beside each volunteer, scroll down and choose “send email” or “send text message” from the  “Communicate with Selected” dropbox.
    • TIP: You can send an email or text message to all volunteers scheduled on a day:
      • Click on the [+] button to expand the shifts displayed for the day
      • Click the “Select All Volunteers” checkbox below the day’s shifts (or select individual volunteers by checking the box beside their name)
      • Click the [Send Email] button to send an email or (if available) the [Send Text Message] button to send a text message to those volunteers that have opted in to receiving text messages
  7. 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.
  8. 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.  You can click the [Print] button in the header to print the details of the Activity and list of candidates to assign.

 

Scheduled Activity from Calendar

  1. Go to: Assign >> From Calendar
  2. Click the [Previous Month] or [Next Month] button to display the desired two-month period
  3. Optional: In the “Filters” section, you can choose which Activity Category or specific Activity you would like to display
  4. Select the desired dates:
    1. For scheduled activities on one date or in an entire month: 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.
      • To display all shifts on that date/month, click on the link to the date/month at the top of the pop-up window
      • To display all shifts for a specific status, click on the desired link within the box in the pop-up window
    2. For scheduled activities in a date range:  Click in the numbered area (grey section) 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.
  5. Click on the link to the desired shift
  6. Continue, following the steps in Assign multiple volunteers to a scheduled Activity (above)