Scheduled Reminders & Notifications

Understanding Admin Subscriptions

Understanding Admin Subscriptions

Admin Subscriptions are email notifications sent to users in the system.

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Managing Scheduled Reminders

Managing scheduled reminders

Send scheduled reminders by email or text to a group of volunteers to remind them of their upcoming job assignments!

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Managing contact subscriptions

Managing contact subscriptions

Easily View and manage who is subscribed to a scheduled reminders.

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Using SMS reminders

Using SMS reminders

Learn how to send and manage SMS reminders

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Q: What are notifications

A notification can be sent by email or text message, notifying a contact of account support/change or schedule change within the system. There a 3 categories of notifications; Reminders, Confirmations/Alerts, and Account & System User notifications.
  • Reminder notifications are emails/text messages sent to volunteers/staff about a shift they have. You can send them automatically each day to multiple recipients or manually trigger to one recipient.
  • Confirmation/Alert notifications are emails sent to volunteers/staff about a schedule shift change or confirmation of job shift. These are manually triggered by system user.
  • Account & system user notifications are emails sent to the staff about their user account. These are manually triggered by system user.

Q: Do we get email notifications when volunteers sign up for an opening in the Volunteer Portal?

Yes, the "Main Volunteer Coordinator" listed under "System Admin: My Company" usually gets email-notified about a sign-up (or cancel). You can also have separate/additional people notified about signup/cancel happening in different job groups. Go to "System Admin: Who Gets Admin Notifications" to make separate delegations.

Q: Not all my volunteers are receiving shift reminders. Why not?

A volunteer (or staff member) will receive a shift reminder by email if ALL the following are true: a) one of the scheduled email shift reminders is enabled in the Admin/Notification area, b) the contact has an email address in their contact profile, and c) the contact is “subscribed” to email shift reminders in their contact profile.

Q: Volunteer did not receive an email notification

Below are some of the most common reasons your volunteer might not be receiving the notification:

  • First, be patient; sometimes it takes a few minutes for the email to arrive to the volunteer.
  • Have them check their junk/spam email box; the notification might have been filtered as junk/spam.
  • Check with your volunteer that the email address in your system is the correct one. Spelling is correct, it might be an old email address, or if they have multiple emails and they are checking the wrong one.

Q: Who is notified about a shift signup or "offer"?

Under Admin & Setup → Our Company, the email address provided in the field "Main Volunteer Coordinator" will receive an email notification with the offer. Also you can view the sign ups on the "Offers Inbox" page. View a tutorial here.

Q: Who is notified when contact us form is submitted?

Under Admin & Setup → Our Company, the email address provided in the field "Main Volunteer Coordinator" will receive an email notification with the submitted form contents.

Note: Only contacts with an email will receive notifications.

Email Confirmations/Alerts (one recipient and manually triggered by system user)


Assignment Cancellation Confirmation
An email notification sent to the volunteer/staff that their job shift has been canceled. The notification is optional, and may be chosen by a staff user when canceling an assignment.
Ongoing Assignment Confirmation
An email notification sent to the volunteer/staff confirming that they are now committed to a job on a ongoing basis. The confirmation is optional, and may be chosen by staff user when assigning a volunteer/staff an ongoing assignment shift.
Pickup Assignment Confirmation
An email notification sent to the volunteer/staff confirming that they are now committed to a job shift. The confirmation is optional, and may be chosen by a staff user when assigning a volunteer/staff a job shift.
Volunteer Pickup Dismissal
An email notification sent to the volunteer when they signed up for a shift but weren't selected. The confirmation is optional, and may be chosen by staff when making an dismissing.

Account & System User Email Notifications (notifications sent to system users)


Contact Us Form Submission
Sent to staff when a contact us form entry is submitted.
Email Verification Request
Sent to user when their email address requires validation. User simply clicks link in email complete verification process.
Forgot Password
An email notification sent to user with a link to update password.
Shift Canceled by Volunteer
Sent to staff when a volunteer (or staff worker) cancels their own shift from Scheduler system
Volunteer Signed Up for Job
Sent to staff when a volunteer signs up for an available job.
Welcome New User
Sent to user after they're invited or self-sign up for an account. Includes a link to complete their account setup.