Once your schedule is ready to be shared with volunteers, you will want to post your schedule online, which, in the program is called “making it live.” When a schedule is “live,” information from that schedule is displayed in the Web Terminal and used in emails and tokens. Volunteers can see their scheduled shifts on the My Schedule tab of the Web Terminal and request subs for any shifts they have in live schedules. A Live Schedule Post is created from a live schedule. You can think of it as an “Exported Schedule” that appears in the Full Schedules tab of the Web Terminal. When you export a schedule to MS Word or another program, you can choose from a variety of different layouts, such as tabular or list layouts, and you can choose which jobs or shifts are included in the exported schedule. In the same way, when you create a Live Schedule Post, you are creating a “view” of the live schedule that can have a variety of different layouts. In fact, many of the layouts are the same as those that are available for an exported schedule. Just like exported schedules, you can create multiple Live Schedule Posts for one live schedule. For example, you can create a separate Live Schedule Post for each job in a live schedule, and list them all in the Web Terminal. The following settings are related to making a schedule live and creating Live Schedule Posts.

If you have not yet saved your schedule:
1. Go to the File menu at the top of your screen and select Save.
2. A dialog box will appear asking you to name this schedule.
3. You can then also choose to check a box to make the schedule Live. Once checked you will be able to choose from the following options to customize the layout of your schedule online:

  • Customize the online layout and other options for this live schedule now
  • Just use the default layout and options for now (can be changed later)
  • Clone Live Schedule Posts from: [drop down of previous posts]
    Note: The last one will only appear if you have already made a Live Schedule Post to the Web Terminal in the past. Doing so will keep the same Online Layout and Options but update with the information from the new schedule.

If your schedule has been saved, but not yet made live:
1. Go to the File menu and select “Make schedule live.”
2. A dialog box will appear with the same Online Layout and Options as described above.

To post additional Live Schedule Posts, go to the File menu and select “Create additional Live Schedule Post…”

Customizing Online Layout and Options

If you choose to customize your Live Schedule Post, you can customize the following options:

Layout Settings

Each layout option will show a different view of the schedule. Example shots are shown below of the default settings of each. Each can be further customized with the checkboxes in the area below once the layout is selected.

  • Tabular (jobs as columns, shifts as rows)
  • Tabular (shifts as columns, jobs as rows)
  • Interactive calendar view
  • List of shifts with scheduled volunteers under each
  • List of volunteers with scheduled shifts under each

Document Settings

Title
This title will display at the top of the Live Schedule Post when viewed online.

Auto-generate title based on relevant settings
Auto-Generated titles will use the date range (and if not all jobs are selected, the job titles) to name each Live Schedule Post. Uncheck this box to customize the title in the box above.

Header
Text input here will show after the title but before the calendar section of the Live Schedule Post.

Footer
Text input here will show at the bottom of the Live Schedule Post.

Select Jobs

Include all jobs
All jobs for each shift will be displayed in the post.

Include only these jobs
Only the selected jobs will appear on this version of the schedule.

Only show this schedule to volunteers in the included jobs
When checked, the only people who will be able to see the post will be the volunteers in the selected jobs. Please note when this box is checked, you must sign in to the Web Terminal to view the post if linked on the organization website. Additionally, all of the selected jobs will be able to see all other jobs in this post. To make a schedule private to only one job, include only that job in the post.

Select Shifts

Include all shifts
When selected, all shifts will appear in this post.

Include only these shifts
Select the shifts you would like displayed in the post.

  • Select all
    Selects all shifts in the above list.
  • Select none
    Removes selection from all shifts in above list.

Only include shifts from [date] to [date]
Use this to optionally limit shifts that appear in this post to only those within the indicated dates.

Don’t include shifts that took place more than two days ago
Use this to optionally keep the scheduled updated so shifts will disappear 2 days after they take place.

Only include shifts at [location]
Use this to limit displayed shifts to ones that take place at a specified location.

Select Volunteers

Include all volunteers
Select this option for all assigned volunteers to appear in the post.

Include only volunteers that pass | this filter…
Select this to limit the type of volunteers that appear in this post to only ones who pass a specific filter. These options are covered in more detail in Appendix B – Guide to Filtering.

Include only these volunteers (click to select)
Click to only include particular volunteers in this post.

  • “i” icon (volunteer info)
    When a single volunteer is selected in the list of volunteers, click this button to bring up the Edit Volunteer window for the selected volunteer. When multiple volunteers are selected, click to bring up the Edit Multiple Volunteers window.
  • Filter list | with…
    This can be used to further limit the volunteers displayed in the “Include only these volunteers” display window. These options are covered in more detail in the Appendix B – Guide to Filtering.
  • Select all
    Selects all volunteers in the above list.
  • Select none
    Removes selection from all volunteers in above list.

Name Modifiers

Output volunteers’ last names first
Example: Smith, John

Abbreviate volunteers’ first names to a single initial
Example: J. Smith

Abbreviate volunteers’ last names to a single initial
Example: John S.

Put “(sub)” after the name of substitute volunteers
Example: Johh Smith (sub)

Put “(inactive)” after the name of inactive volunteers
Example: John Smith (inactive)

Put each volunteer’s phone number in parenthesis after their name
Example: John Smith (888-888-8888)
Please note: this is the number listed in “Phone”. If “Phone” is blank, “Cell” will be listed instead.

Exclude area codes (to save space)
Example: John Smith (888-8888)

Underline the names of volunteers who pass | this filter…
Bold the names of volunteers who pass | this filter…
Asterisk the names of volunteers who pass | this filter…
Put the following after the names of volunteers who pass | this filter…
The filter options are covered in more detail in Appendix B – Guide to Filtering.

A video tutorial of this topic is also available.