Ability to schedule teams after date has passed

Posted 7 months ago by Miranda Martin

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Miranda Martin

We exclusively use teams internally, but we still prefer to track groups using teams so we can see how many hours a particular organization has contributed over time, etc. Ideally we are creating these teams and adding them to a shift ahead of time, but sometimes the ball gets dropped. Even when this happens, though, we would still like to be able to schedule that team retroactively so we can add members to the team and add hours to team members in bulk.

Currently, we are unable to assign teams to expired shifts. Can you please adjust this?

2 Votes

6 Comments

Hilary Temple posted 4 months ago Admin

Hi, Cody, Morgan, and Jose,

Cody and Jose- thank you so much for sharing your suggestions! Morgan, thank you for sharing steps on how to schedule teams from the Scheduling area- this a great option!!

Jose, if you have not seen how to schedule a team from the Scheduling View vs Responses tab, I suggest reviewing Morgan's notes above. I'll also link a help center article on our scheduling section of the site.

Cody and Jose, I've gone ahead and added these suggestions to our enhancement review list. If I hear of any additional updates regarding this, I will let you know!

Thank you so much!

Hilary T.

Onboarding Team

0 Votes

Jose Luis Sanchez (He/Him) posted 5 months ago

I WOULD LOVE THIS OPTION AS TEAMS SOMETIMES REGISTER AFTER OPPORTUNITIES AND AS A MANAGER WOULD BE EASIER TO ALLOCATE TO OPPORTUNITY EVEN IF ITS CLOSED.

0 Votes

Cody Jang posted 5 months ago

My mind is blown @Morgan Green-Griffin, it works!

I would ask then that the ability to add teams retroactively be added to the team part of the site to make it easier to access.

1 Votes

Morgan Green-Griffin posted 5 months ago

Hi everyone,

Just wanted to chime in that I regularly schedule Teams (we renamed them to Groups) after the fact. I can't do it from the Responses or Groups tab, BUT I can do it from the Scheduling tab. These are the steps I follow:

Click Scheduling from Volunteerism Menu
Find past shift
Click shift and select "Schedule a team for this shift"
The Teams window will pop up and you can use an existing team or create a new one

Hopefully this helps with at least the retroactive scheduling issue.

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2 Votes

Cody Jang posted 5 months ago

Hi Shonie and Miranda,

I completely agree with Miranda - it would be extremely helpful to have the ability to schedule Teams after the fact.

Personally, I don't find User Groups to be a useful proxy for Teams. Firstly, hours for User Groups are not accurate, because users must specify their hours be applied to the User Group when checking in, and that's not realistic. Also, Teams can be created by the public and admins don't need to be involved in that process, unlike User Groups.

Teams are critical to the way many people use our site, and the suggestion above would help lots. I wrote about some other additions in the 'old' knowledge center.

Best,

Cody

1 Votes

Shonie K. posted 6 months ago Admin

Hi Miranda,

Good morning! You are correct -- there is not currently a way to add team responses after an opportunity or shift has passed. I will add your thoughts here to our current insights on this request, as we have heard this from other site managers in the past.

In the meantime, I would recommend utilizing the User Groups features on your site! Teams are great for knowing who and how many folks from a group are coming to volunteer, but user groups are great for being able to report on their collective hours over time. There is not great reporting on teams at the moment, but user groups have a few options in the Reports area.

Thanks again,

Shonie

CX Specialist

1 Votes