When you click on a schedule in the Schedules pane and select “Open Schedule” or double-click on the schedule, the window below will appear.

Viewing the Schedule

Calendar area

Click on a day in the calendar to see that day’s shifts and assignments. To move to months that are not visible, use the arrow keys to the left and right of the month listed at the top.

Schedule area

This is the main section of the schedule window and will show all of the day’s shifts, positions, assigned volunteers. It will also display how volunteers were placed in the schedule (manual, repeating, auto, requested, extra), if they have requested a sub (sub requested) or if they filled in for someone else (Extra swap made).

You can also right click on any volunteer in this area for the following options:

Add
Adds a volunteer to the selected position.

Repeats
Allows you to set up a repeating assignment (or preassignment) for this individual based on this scheduled shift.

Remove
Removes the currently scheduled volunteer, leaving a Not Filled position.

Make swap
Allows you to swap one volunteer for another (remove the current volunteer and place a different one in their position).

Flag as extra
Marks the volunteer as an extra in the schedule. Note: Volunteers who accept swap requests are automatically flagged as extra.

Flag as swap requested
Marks the volunteer as swap requested on the schedule so others can volunteer to fill the position. You will be given the option to send swap request emails to other volunteers at this time alerting them of the swap request.

Flag as did not show up
Marks the volunteer as not having come to their assigned shift.

Clear current flag
Clears any flags on this volunteer.

Copy
Copies the selected volunteer and the position.

Paste
Allows you to place the copied volunteer in the given position to a different shift.

Edit [volunteer]’s profile
Brings up the volunteer’s profile to be able to view or edit.

Volunteer List

The mode determines the list of volunteers on the right shown and what can be done. Use the “Mode” drop-down menu to move between the options below.

Fill Positions
This mode can be used to select an appropriate volunteer and place them in a position on the schedule.

  • Show only volunteers who…
    Which this option is checked, only volunteers whose preferences meet certain criteria will be shown. To determine what restricts this list, click on the word “who…” and a list of filter options will appear. If a volunteer is colored in red or orange, click on their name to see the reason they cannot fill this particular position (displayed in the corresponding color in the bottom right of the schedule window). If a volunteer has a ± this means their serving frequency is set to something other than “normal.”
  • Sort by load
    This will add how often each volunteer has been placed on this schedule in both the selected job and total.
  • “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.

Place Volunteer
This mode will suggest positions to place a selected volunteer in the schedule. Select a volunteer’s name from the list and click “Make suggestions”. To view additional suggestions, click the “More>>” button.

Show shifts given to
This mode will show all shifts given to the selected volunteer by appearing in green in the schedule to the left.

  • “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.

Editing the Schedule

New Shift
Click to create a new shift.

Start time
Choose the start time for the shift. You can use the up and down arrows or click on the hour or minute values and type in the numbers you wish.

End time
Choose the end time for the shift. You can use the up and down arrows or click on the hour or minute values and type in the numbers you wish.
Note: Many events will be a certain length but are comprised of many shorter shifts. You should make as many shifts as necessary to indicate how long any given volunteer will be at the event. Many events are scheduled in one-hour shifts where volunteers may be scheduled for more than one shift in a row to create one long shift.

Repeats
Shifts can repeat:

  • Never: Just takes place on the selected date.
  • Daily: Repeats one or more days every week.
  • Monthly: Can be set to repeat by day of the week (1st Monday of each month) or day of the month (the first of each month).
  • Yearly: Occurs on the same date every year.

Location

If you have multiple locations, these can be selected from this menu. To set up Locations, choose “Manage locations” from the drop-down menu.

Description
Descriptions are optional and contain any other information about this shift in a free-form text field.

Job Requirements
Click on a job to indicate how many positions in each job you require at this shift. You can use the up and down arrows or type the number of positions you require in that job. Use the Clear button to delete all positions from the shift and start over.

Edit Shift

Select the shift and then “Edit Shift…” to make any changes in the shift including start and end time, repetition, location, description, or positions left to fill. If you are editing a repeating shift, after you complete the changes and click OK, a box will appear asking “Would you like to apply your changes to all # instances of this recurring shift in this schedule or just this instance?” Choose “ALL instances” if you want all of the instances of this particular shift on the calendar to be updated or “Just this one” if you only want this one instance of the shift to be updated.

Title Rules
Titles can be used to divide your ministers based on attributes such as experience level, age, or gender. Volunteers can then be scheduled based on their title according to rules you setup. Please note the total number of volunteers in the title rules box must equal the number of required volunteers at that shift. “Any” refers to positions that can be filled by any of the titles.

Delete Shift
If at any point you need to entirely delete a shift from your schedule, you can select the shift, and then “Delete Shift…” to completely remove it from the schedule.

Icons:

Note: Flag icons only show up after you run the auto-scheduler OR if you “Convert Skeleton to Schedule” from the Schedule menu.

  • Person with green plus
    When a NOT FILLED position is selected and this icon is clicked, the box to place a volunteer will appear.
  • Person with red x
    When a volunteer in a specific shift is selected, clicking this icon will remove the volunteer from that position in the schedule. When a NOT FILLED position is selected, clicking this icon will remove the position from the schedule.
  • Person with green arrow
    When a filled position is selected, clicking this icon will allow you to replace that volunteer with another.
  • Green flag
    Shortcut to “Flag as extra.”
  • Yellow flag
    Shortcut to “Flag as swap requested.”
  • Red flag
    Shortcut to “Flag as did not show up.”
  • White flag
    Shortcut to “Clear flags.”

Auto Schedule button
Click this button to use the auto-scheduler.