Assignment Scheduling

Understanding weekly schedule

Understanding weekly schedule

The Weekly Schedule is the "nerve center" of the Scheduler system. This gives you a clear view of the current week.

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Understanding daily schedule

Understanding daily schedule

The Daily Schedule gives you a clear view of the day.

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Understanding the Offers Inbox

Understanding Offers Inbox

View the volunteer signups from the help wanted page and assign if necessary. Easy as clicking a button!

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Understanding Ongoing Assignments

Understanding Ongoing Assignments

A place to view and manage ongoing or recurring assignments for job shifts.

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Add an assignment

Adding a assignment

Learn how to add an assignment and fill in a short-handed shift.

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Cancel an assignment

Cancel an assignment

Learn how to cancel assignment. Volunteer calls and has a doctors appointment and can't deliver meals.

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Setup a volunteer to be assigned a job on a ongoing basis.

Scheduling a volunteer on an ongoing basis

Learn how to add a volunteer to a job for an ongoing basis. Every Wednesday John delivers meals for Route 1a.

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Canceling a workday

Canceling a workday

Bad weather and you need to cancel the day. Learn how to cancel a work day and notify your volunteers.

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Sending a mass email out to all my volunteers

Ways volunteers can help you with scheduling

Fill an opening through the "Public Help Wanted Page" or cancel their shift through a cancellation link in reminders

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Q: A local company wants to sign up to supply a volunteer to fill the same shift every week, but they might send different people. How should I set that up in the system?

We'd recommend that you define a Company record, e.g. “ACME, Inc”, and add the point person at ACME as a Contact. then define a “role” Contact under the company, e.g. with first name “ACME - driver” and use this contact for the ongoing assignment. On the schedule it will show that ACME has committed to fill the shift even though you might not know yet which person they'll send.

Q: I have multiple "shifts" for similar jobs on the same day, but with different start times. How do I handle this?

Add them as different positions for the same job, for example "front desk 8-12" and "front desk 12-4" under the job "Reception", from the Jobs/Jobs Settings menu.

Q: A volunteer is going to be out of town for several weeks, what's the best way to cancel all their shifts?

Use the “time off” feature under the Job Schedule section on the right side of the Contact detail page

Q: Which jobs are displayed on the Help Wanted page?

Jobs that are for public viewing only (this is set at the job profile) and job shifts that have at least 1 minimum required worker set (this is set at the Job Settings page) and not fulfilled by a worker.

Q: I have volunteers who drive every other week. Where/how do I put them in the system?

The "Custom" scheduling option you see in the the Ongoing Assignment "modal" is designed exactly for that. Insert the volunteer, choose "every 2 weeks", pick a start date, and save. It's that simple. The same Custom scheduling feature can also be used when several individuals or groups rotate on an every 3, 4 or 5-weeks schedule.