Summary: This guide explains how to manually assign volunteers to specific roles and events. You will learn how to handle single assignments, set up recurring schedules, and manage potential scheduling conflicts.
Before You Begin
Prerequisite: You must have your Teams, Roles, and Leaders already configured. If you haven't done this, please see the Volunteer Management setup guide.
PDF Limitation: The PDF schedule generator is limited to one page. Depending on the length of volunteer names, each printed schedule will fit between 6–12 weeks of events before cutting off.
Step-by-Step Instructions
How to Assign Volunteers to Roles
Navigate to your specific event and click the Volunteers tab.
Find the role you want to fill and click the blue 'Add Volunteers' button next to it.
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Select the volunteer you want to schedule in the popup window. You can find them by:
Typing their name manually.
Choosing from "Recent Volunteers" (anyone who has served in that role in the last 6 months).
Filtering by Tag to find people from specific groups.
Click the Add button. The person is now scheduled for that specific date.
How to Schedule Recurring Volunteers
Once a volunteer is assigned to at least one event, you can turn it into a recurring schedule.
Click on the volunteer's Name within the event list.
Select 'Set Recurrence' from the dropdown menu.
Choose the Frequency (e.g., every week, every 2nd week) and set an End Date (up to 2.5 years in advance).
Click Save to finalize the recurring schedule.
How to Remove a Recurring Schedule
Find any event where the volunteer is currently scheduled.
Click their Name and select 'Set Recurrence'.
Select the 'Remove All Future Assignments' option.
Click Save to confirm.
Troubleshooting & FAQs
What does "Potential Conflict" mean? If you see "Potential Conflict" in red under a volunteer's name, it means that person is already scheduled for a different role at the same time.
Why is a volunteer's name grayed out? If a name is grayed out with the note "Already Volunteering," it means that person is already assigned to that same role for this specific event.