Scheduling Volunteers as an Advanced Program Manager

Created by Brittany Crow, Modified on Wed, Apr 19, 2023 at 10:29 AM by Brittany Crow

 Heads up! This article is intended for advanced program managers. If you're a site manager, click hereIf you're a program facilitator looking for information about reviewing your programs, click here.   

Now that your Program has Opportunities, it's time to get scheduling! The Scheduling area gives you a calendar view of the Opportunities available for your Program so you can start scheduling individual volunteers or teams as needed! Here we cover: 

So you know: This only applies to Opportunities with Happens On, Custom Shifts, or Recurring Shifts

How do I schedule volunteers? 

Volunteers need to have a registered account and be assigned to your Program before you can schedule them for your Opportunities. You'll need their first and last name or email address to search for them when using the scheduling tool. To start scheduling volunteers for Opportunities: 

1. Go to Volunteerism > Scheduling2. Click Schedule Volunteers3. Select the Opportunity from the Select Opportunity dropdown. 4. Select the shift or shifts you want to schedule volunteers for and click Continue5. Search for the volunteer by name or email and click Search

  • You can also filter for volunteers by clicking Search By Category

6. Select the volunteer or volunteers you want to schedule for that Opportunity and click Add To List

7. Click Schedule These Volunteers when you're ready! 

  • We recommend checking the box beside Send confirmation to these volunteers before you click Schedule These Volunteers

How do I schedule a team? 

You can also schedule teams for Opportunities from the Scheduling area of your dashboard!

1. Go to Volunteerism > Scheduling

2. Click on View More on a date with the Opportunity you want to schedule for. 3. Select Options > Schedule a team for this shift4. You can select Use An Existing Team or Create A New Team to continue.5. Once you've selected an existing team or created a new one, you can continue to add users to your team, designate a team leader, or even add users from an established user group.

  • You can also Reserve Additional Slots for volunteers that want to bring a friend or family member to volunteer with. 

6. Click Continue when you're done building out your team! 

7. Select the shift or shifts you want to schedule the team for. 8. Click Finish to schedule them!