Schedules are a simple and effective way to coordinate, schedule, and communicate with volunteers!
Build custom templates for each volunteer-led effort (ex: Greeters), create volunteer teams and positions, and then simply apply your template to a date.
From there, add volunteers, send invitations or reminders, and track responses (either automatically or manually).
Video Overview:
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Create a Schedule Template
Basic Schedule Info
The Schedule Name is what will be seen in the Schedule list. Also, the setting for whether a schedule Repeats Weekly or is a one-time event and the Repeats Weekly Starting On date or the one-time event Occuring On date are editable on this step.
Click NEXT to add a time(s).
Times
Times are the method for hosting multiple events on the same day, regardless of whether the event is repeating or not. There is no limit on the number of Times that can be created for a single date. Each Time must have a Name and both a Start and End Time. If an event is repeating, the same Time Name and Start and End Times will appear each week but can be edited for each week independently.
Click NEXT to add Teams or Volunteers.
Teams or Volunteers
The first major choice that must be made is whether the Schedule will involve Teams of Volunteers or Just Volunteers. Once this choice is made, it cannot be edited.
Teams can have unique Positions and volunteer counts for each team, where Just Volunteers behaves as if there is a single, unnamed team. When using Teams, click Add Position to add new volunteer roles for the Schedule and click the Add Team button to add additional teams.
Positions
This is the last structural piece to fill out the Schedule. This is the list of names you will correspond with and adjust based on availability.
- For each position, how many people are needed?
- Optional: Source Group: Instead of searching all of your records, you can fill positions from the assigned group.
- Optional: Require Background Check: When searching to fill positions, only results with Background Checks ordered and approved via our integrated background check services will display.
Click CREATE SCHEDULE to add your new Schedule template and begin adding additional dates or assigning volunteers to their roles.
Edit a Schedule
Editing a Schedule is very different than editing a specific date. The new version of the Schedule will change all dates created after the change is made. It does not change any existing dates (present or future) that have already been created.
One example of the need to edit a Schedule would be when the Children's Ministry decides to split the "4th and 5th-grade" class into two separate classes and edit the Schedule to add the volunteers needed for the new class, affecting any schedules created in the future.
However, a full Schedule edit is not needed when there's an extra service on Easter Sunday, Christmas, or any high holiday. Instead, simply edit the existing Schedule Grid for that specific Date.
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