Manually manage assignments on a volunteer calendar shift.

An administrator may manually add, edit, or delete/withdraw an assignment on behalf of a contact. To do so, log into the system, click on Admin icon and then click on the calendar you wish to add an assignment to. To narrow your search, you may create, edit the List View filters for your volunteer shifts.  In this list view of shifts, you may notice a column labeled "Assigned Count". This is the number of contacts that have been assigned to this particular volunteer shift. You may also notice a value in the column labeled 'Max Slots'. Max slots are the total number of contacts that are allowed to sign up for the same volunteer shift.   Please note, that the list views are customizable and these columns may have been removed.

Add Assignment(s) to Single Shift

To manually add an assignment to an existing shift:

1. Log into your VolunteerMatters Administrative system with the proper security access roles and then click on Admin.
2. Click on the calendar you wish to add an assignment from the Volunteering section.
3. From there locate the shift you wish to add assignments to and click on the hyperlinked number that is under the "Confirmed Assignments" icon () column.
   
   
   
   
4. This will open the assignment detail  for the shift in question within the volunteer shift list view rather than having to enter a new screen.  (You will notice the rest of the Shift List View will be greyed out)
   
   
   
   
5. Then click on "Choose" and use the chooser to select any number of volunteers**.  When you click "OK" It will add all selected contacts to the 'new' area of the assignment detail.   To learn more about searching and selecting members via the chooser and List Views, please reference the List Views sections of the VolunteerMatters Admin Guide or the article "Manage List Views for Contact Lists".  
6. You can then add optional "Admin Notes" and view "Volunteer Comments".
7. Click "Save" to add the new assignments and stay within the assignment details or "Save and Return" to return to the shift list view.
   

** It’s important to note that if you “check all” or “clear all”  while in the chooser, it will only act on the records viewable in the list, not on all of the records that may have resulted from a search.  For example, if your “Results per Page” were set to 25, it would act on the 25 records displayed.  If “Results per Page” were set to 500, it would act on the 500 records displayed.  The “Results per Page” setting is at the top-right of the member chooser.

If you wish to add multiple assignments across multiple shifts at once please click here for instructions.

Edit Assignment(s)

1. Log into your VolunteerMatters Administrative system with the proper security access roles and then click on Admin.
2. Click on the calendar you wish to edit an assignment from the Volunteering section.
3. From there locate the shift you wish to add assignments to and click on the hyperlinked number that is under the "Confirmed Assignments" icon () column.
   
4. This will open the assignment detail  for the shift in question within the volunteer shift list view rather than having to enter a new screen.  (You will notice the rest of the Shift List View will be greyed out)
   
   
   

1. You can either add, edit, or remove Admin Notes, add/update/remove Volunteer Comments, or check that the contact was absent  (and vice versa).  Click here for more information on "Absent".
2. The list displays the date/time stamp of when the person was assigned and orders the assignees by assigned date oldest to newest.  This enables an admin to easily identify recent assignees.  For example, if an admin wanted to send out an email to all people newly assigned to a shift today, they can click 'assignments' icon for the shift, click 'email contacts', and only check the box adjacent to the names with an assigned day/time stamp from today.
3. Click "Save" to add the new assignments and stay within the assignment details or "Save and Return" to return to the shift list view.

Delete/Remove Assignment

1. Log into your VolunteerMatters Administrative system with the proper security access roles and then click on Admin.
2. Click on the calendar you wish to delete an assignment from the Volunteering section.
3. From there locate the shift you wish to add assignments to and click on the hyperlinked number that is under the "Confirmed Assignments" icon () column.
4. This will open the assignment detail  for the shift in question within the volunteer shift list view rather than having to enter a new screen.  (You will notice the rest of the Shift List View will be greyed out)
   
   
5. Check the box to the left of the contact's or contacts' name(s) (under "Delete" column) you wish to remove from the volunteer shift.
6. Click "Save" to add the new assignments and stay within the assignment details or "Save and Return" to return to the shift list view.