Summary: This guide empowers administrators to effectively manage volunteer schedules by detailing four methods for collecting Blockout Dates (unavailable dates), and explaining how the system uses this data to automatically prevent scheduling conflicts when adding volunteers in Assign Mode or Grid View.
Before You Begin
- Blockout Dates are essential for optimal volunteer coordination and avoiding scheduling conflicts.
- Volunteers can set their blockout dates as far out as they desire.
- Permissions: To manage their own blockout dates, Events users need access to "My Profile" and "View my Volunteer Schedule" permissions.
Step-by-Step Instructions
How to Collect Blockout Dates (4 Options)
1. Option One (Targeted Request):
* Navigate to Events → Volunteers.
* From Assign Mode, click the arrow beside "Send Schedules to Volunteers" and select "Send Blockout Date Request."
* Choose specific roles you would like to request blockout dates from.
2. Option Two (Bulk Request):
* Send out an email from anywhere in Events using the Action Panel.
* Select the Mail Merge option → "More Options" → "Request Volunteer Blockout Dates."
3. Option Three (Manual Entry):
* Navigate to a Volunteer's Profile → Volunteering on the left.
* Click Manage Blockout Dates, Edit the dates, and click Save. [Use this for existing lists or paper forms.]
4. Option Four (Built-in Reminder):
* When setting up Reminders, volunteers can set their blockout dates via a built-in link at the bottom of the reminder message.
How to View a Volunteer's Blockout Dates
The system highlights unavailable dates automatically when you are scheduling:
| Scheduling View | How Blockout Dates Appear | Note |
|---|---|---|
| Add Volunteers (Popup) | Unavailable dates are clearly marked when you are selecting a volunteer. | Prevents accidental assignment. |
| Recurring Schedule Setup | Unavailable dates are visible when setting the volunteer's repeating schedule. | Allows you to schedule around their commitments. |
| Grid View | Volunteers will only show when selecting "Show Blockouts" for roles they have previously been scheduled for. | Their blockout date will not show until you try to schedule them for a role. |
Troubleshooting & FAQs
- Can a volunteer manage their own blockout dates? Yes, if their user role has "My Profile" and "View my Volunteer Schedule" access, they can manage their own dates via My Profile - Volunteers -Manage Blockout Dates.
- Why can't I see a specific volunteer's blockout dates in the Grid View? The dates will only show when selecting "Show Blockouts" for roles they have previously been scheduled for.
- How does the system prevent scheduling conflicts? Once a volunteer has blocked out a date, the system will not allow you to schedule them to serve on that specific date.