Scheduling reports can be run at any point during the scheduling process to capture information. To access this view, go to the Reports menu within an open filled schedule in the program.

Hours Scheduled

The hours scheduled report will give an overview of how many hours a volunteer has been scheduled in the open schedule.

To sort the data in this window:

  1. Click on the word Volunteer to sort the volunteers in this list alphabetically.
  2. Click on the title of any column of numbers to sort volunteers by the numbers in that column from greatest to least.

To set what is displayed in the window:

Show numbers for this schedule only
When checked, you will see all hours scheduled for the schedule from which you opened the report.

Show numbers from [date] to [date] – Calc now
To view a larger or smaller date range, you can view the number of hours scheduled for each volunteer for a set date range. Once you set the dates, you must click “Calc now” to update the numbers in the report. This date range can include any dates covered by the saved schedules in your program.

Show totals only
This option will only show the total number hours a volunteer is scheduled over all of their jobs.

Show individual jobs
This option will show all of the jobs and how many hours a volunteer is scheduled in each job. The total column will appear in the far left column in this view, as well.

Show only [job]
This option will allow you to show only the jobs you select, along with the total column. To select more than one job or to remove a job from this list, click where it says and select or deselect the desired job.

Show subdivisions
Checking this option will additionally show how a volunteer is scheduled in subdivisions within the jobs you have shown.

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

Export…
Click here to save a .csv (spreadsheet) copy of this report to your computer. You may then open the saved report to print a copy, if desired.

Done
Click here to close the window.

If you right-click on any volunteer in this window, you will get the following options:

Add an additional Assignment (double click)
If you would like to increase the number of assignments that a volunteer is given:

  1. Either right click and choose this option or double click on the number of assignments a volunteer is given in a particular position to add another assignment to that volunteer. This will take you to the open schedule and highlight a position the volunteer could fill.
  2. Now, on the right (under “Auto Schedule” and the list of volunteers), you will see text that indicates a suggested replacement.
  3. You can either click “More>>” to see another option or “OK” to make the replacement.
  4. Once a replacement is made, you can look in the lower right corner and ask for the program to make another suggested assignment for that volunteer.

Remove an assignment (double click while holding Ctrl/⌘ key)
If you would like to decrease the number of assignments that a volunteer is given:

  1. Either right click and choose this option or hold the Ctrl/⌘ key while double-clicking their name. This will take you to one of their assignments in the open schedule.
  2. If you would like to pick a different date they are scheduled, you will see their other scheduled dates in blue on the calendar. Just click on one of those dates and you can choose to make a change there, instead.
  3. Now, on the right (under “Commence Scheduling”), you will see a list of volunteers who can fill this position. Make sure the checkbox is selected for “Sort by load.” This will allow you to see information for volunteers in the pane on the right so you know how often they are scheduled in this job and overall in the schedule you are working on. You can also see when each volunteer is scheduled by clicking on their name and looking at the dates on the calendar highlighted in green.
  4. To swap the over-scheduled volunteer for a new one, simply double-click the name of the new volunteer in the pane on the right. Now they will appear in the schedule instead of the original volunteer.

Edit [volunteer] profile
Clicking here will bring you into the Edit Profile window for this volunteer. This way you can check their current settings, or update them if necessary. Please remember changing a volunteer’s profile information will not change their assignments in the current schedule and a new schedule may need to be run to change their assignments.

Preference Distribution

The preference distribution report can be used to see how often your volunteers are scheduled in each of their preferred shifts.

To sort the data in this window:

  1. Click on the word Volunteer to sort the volunteers in this list alphabetically.
  2. Click on the title of any column of numbers to sort volunteers by the numbers in that column from greatest to least.

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

Export…
Click here to save a .csv (spreadsheet) copy of this report to your computer. You may then open the saved report to print a copy, if desired.

Done
Click here to close the window.

Scheduling Conflicts

The Scheduling Conflicts report will show any discrepancies between your schedule and a volunteer’s preferences. This report can be run before making a schedule live to help reduce issues once the schedule is sent to volunteers, or at any time during the scheduling process.

To sort the data in this window, click on the title of any column to sort the volunteers alphabetically or chronologically by that column.

Show all conflicts
Selecting this option will show every conflict in the schedule.

Only show these types of conflicts
To limit the list of conflicts to those you want to focus on, choose this option. You can show one or more of any of the following types of conflicts:

  • This volunteer has an unavailable time that covers the shift
  • The shift is not one of the volunteer’s preferences
  • This volunteer can’t serve at the location of the shift
  • The volunteer scheduled is at another shift too close to this one
  • The assignment breaks the title rules for the job
  • The assignment exceeds the volunteer’s preferred serving frequency
  • The volunteer is not scheduled in a required “combo” job
  • The volunteer’s family is split up
  • The volunteer’s family is split up in this job
  • The volunteer’s family is scheduled at another shift this weekend
  • The volunteer’s team members are not scheduled
  • The volunteer’s team is attached to another shift

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

Refresh
Click here to refresh the results in this list.

Export…
Click here to save a .csv (spreadsheet) copy of this report to your computer. You may then open the saved report to print a copy, if desired.

Done
Click here to close the window.