When you add new volunteers manually, or edit the profile of an existing volunteer, you will see the “Edit Volunteer” window, (pictured below). If you select multiple volunteers and click “Edit Volunteer, you will be taken to the Edit Multiple Volunteers Window. There are numerous settings in the “Edit Volunteer” window that control how the volunteer is scheduled. Note that many of these settings may not be applicable to your organization. All the settings in the window are covered in detail below.

General Information

First and Last Name, Title
Enter the volunteer’s first name, last name, and title (Mr., Mrs., Dr., etc.), if applicable.

Is a group

Check this box if you are creating a “group volunteer.” Group volunteers are used to represent organizations, groups, or companies that are sending multiple volunteers to serve at a shift. You do not need to know the names and contact information for the individual volunteers the group will be sending – just the primary contact for the group. When placing a group in the schedule, you will be able to specify how many people from that group are needed/expected.

If the volunteer has family members who also volunteer, you can add them to a Family Grouping. You can tell VSP to keep the family scheduled together (if using the auto-scheduler), and family members can switch between one another’s profiles when logged in to the Web Terminal.

Bind phone and address to family’s
Checking this box replaces this volunteer’s phone and address with the phone and address listed in the “Family Grouping.”

Bind email address to family’s
Checking this box replaces this volunteer’s email address with the email listed in the “Family Grouping.”

Bind recurring shift preferences to family’s
Checking this box replaces this volunteer’s email address with the email listed in the “Family Grouping.”

Phone, Cell, Email, Address
These fields are fairly self-explanatory. The number listed in the Cell field is used for automatic text message reminders and blast texts. Note that you can click the purple arrows to the right of these fields to indicate that they should be “unlisted” in rosters you create. Clicking the purple arrow to the right of Cell and Email allows you to disable certain automatic text messages and emails for this volunteer.

This volunteer has internet access
This box should remain unchecked for volutneers who do not have an email.

This is a free-form field used for any random or extraneous notes about the volunteer. You can allow volunteers to add to their comments section when submitting profile changes through the Web Terminal.

Edit Custom Fields
Click this button to configure the Custom Fields you wish to track, or to set values for existing custom fields for the selected volunteer. This feature is only available in the Standard Edition.

Scheduling Parameters

Job qualifications
This box displays a list of this volunteer’s qualified jobs. Volunteers are only scheduled for jobs (or job subdivisions) in which they are qualified. When “Only show qualified jobs” is checked, you will see a list of the selected volunteer’s job qualifications. Click Add to add new job qualifications, or Remove to get rid of existing ones. By highlighting a job and checking the “Sub only” box, you are telling VSP that the volunteer should never be automatically scheduled in that job, but should be available to fill sub requests in the job. When “Only show qualified jobs” is unchecked, you will see a list of all the jobs in VSP, and see the word “Qualified,” “Substitute,” or “Not Qualified” to the right. Click on “Qualified,” “Substitute,” or “Not Qualified” to toggle to another selection.

You can specify at which locations this volunteer should be scheduled. Creating and using locations is optional and may not be needed for your organization’s use of VSP. However, if a volunteer is set to only serve at certain locations, they will not be placed in a schedule or able to see open positions at locations at which they are not qualified to serve.

Shift preferences

In this area you can specify the shift preferences for the selected volunteer. Click the “Add” button to add a new shift preference, or the “Remove” button to remove an existing preference. By highlighting a shift preference and click the “Options…” button, you can specify that a volunteer prefers to serve in one particular job at that shift. By checking the “Schedule only at these shifts” box, you are telling VSP the volunteer is only available at the listed preference times.

Preferred serving frequency
This setting is only applicable if you are using VSP’s auto-scheduler to fill your positions. You can use this feature to explicitly tell VSP how often to schedule a volunteer. You can set a volunteer’s preferred frequency as a multiple of the normal (average) frequency or as a set number of hours per week, month, or year. Note that you should not change every volunteer’s preferred serving frequency to the approximate frequency at which they are usually scheduled. This setting should only be used if particular volunteers want to serve more or less often than everyone else.

Unavailable dates / times
Use this section to indicate any times at which a volunteer should not be scheduled. Click “Add…” to add a new unavailable time. You can specify a volunteer as unavailable on certain dates or during a date range, at a particular shift, or on a recurring basis. By clicking the “Clean…” button, you can clear all unavailable dates that are in the past for the selected volunteer, or for all the volunteers at once.

Preassigned and manual scheduling only
This setting is only applicable if you are using VSP’s auto-scheduler to fill your positions. Checking this box tells VSP not to auto-schedule this volunteer. They will only be scheduled if they are preassigned, manually assigned, or self sign up through the Web Terminal.

Make this volunteer inactive for now
When a volunteer is inactive, he or she will not be scheduled in any new positions by any method (auto-schedule, preassignment, or online sign-up) except manually by an administrator. Note that active vs. inactive status is controlled by the administrator manually, whereas dormant vs. non-dormant is automatically determined by VSP based on a volunteer’s scheduling activity. Inactive volunteers still count toward the total number of volunteers in the program when determining subscription level, while dormant volunteers do not.