❖ Heads up! This article is intended for Agency Managers. If you're a Site Manager, please click here.
If your Agency offers shift-based Needs, you can schedule the volunteers that have responded to those Need shifts from the Schedule area of your Agency Manager dashboard! Here's a quick video about scheduling for Agency Managers:
Here we cover:
- Scheduling volunteers for shifts
- Scheduling volunteers from Edit Shifts
- Scheduling Available Volunteers
ⓘ So you know: The scheduling feature must be enabled by a Site Manager.
- If you don't see the Schedule Volunteers button on the Schedule page of your Agency Manager dashboard, please contact your Site Manager to see about having this enabled.
- You can also schedule volunteers for shifts from the Edit Shifts area of a Need.
- Some sites have language overrides in place. This means you might see Opportunities in place of Needs, Programs in place of Agencies, Prerequisites in place of Qualifications, or other language override preferences the Site Manager has opted for. Only Site Managers can request language overrides for their sites.
ⓘ So you know: Volunteer name not showing up? That is probably because they have not responded to one of your Needs in the past. Please contact your Site Manager about scheduling folks who have not responded to one of your Needs in the past.
Scheduling volunteers for shifts
If a Site Manager has enabled the scheduling feature for Agencies, then you can schedule volunteers from the Schedule area of your Agency Manager dashboard!
❖ Heads up! The Schedule Volunteers button won't be available if Site Managers have disabled scheduling for Agencies. Please contact your Site Manager to discuss enabling this feature.
1. Go to My Agency > Schedule.
2. Click Schedule Volunteers. 
- When enabled, the button appears on both the Shifts and User Responses tabs.
3. Select the Need you want to schedule volunteers for with the Select Need dropdown. 
4. Check the boxes beside the shifts you want to schedule.
- You can filter the list of available shifts by days and opt to see expired shifts too.
- Want to select all available shifts? Check the box at the top.
✅ Best practice: Be sure to review the number of remaining slots available when making your selections to avoid overbooking.
5. Click Continue.
6. Search for the volunteers you'd like to schedule.
- You can search by:
- Name
- Category
- If you search by Category, then you can filter your options by:
- Events: Use this one to filter by event attendance.
- User Data: Use this one to filter by specific details about the user, e.g., First Name, User Tag, User Interests, etc.
- Volunteer Data: Use this one to filter by qualifications or Need responses, etc.
7. Check the box or boxes for the volunteers you want to schedule.
8. Click Add to List. 
- A popup appears and a warning is under the Alerts column if there are any scheduling conflicts.
9. Now you can review your list, add more volunteers, or even message those volunteers. 
10. Click Schedule Volunteers when you're ready! 
- You may want to check the box beside Send confirmation to these volunteers before you hit the schedule button.
ⓘ So you know: You may see a warning popup if scheduling the volunteers overbooks a Need shift.
- Once you schedule the volunteers, they receive a notification that they've been registered for the Need.
Scheduling volunteers from Edit Shifts
If the Site Manager has disabled the scheduling feature for Agencies, you can still schedule volunteers for shifts from the Edit Shifts area of a Need. The Need must have a duration type of Custom or Recurring Shifts for you to schedule volunteers. To get started:
1. Go to My Agency > Schedule > Shifts tab.
2. Click View More on the date you want to schedule.
3. Click Edit Need.
4. Go to the Edit Shifts tab. 
5. Check the boxes beside the shifts you want to schedule.
6. Click Schedule Volunteers for Shifts. 
6. Search for the volunteers you'd like to schedule.
- You can search by:
- Name
- Category
- If you search by Category, then you can filter your options by:
- Events: Use this one to filter by event attendance.
- User Data: Use this one to filter by specific details about the user, e.g., First Name, User Tag, User Interests, etc.
- Volunteer Data: Use this one to filter by qualifications or Need responses, etc.
7. Check the box or boxes for the volunteers you want to schedule.
8. Click Add to List. 
- A popup appears and a warning is under the Alerts column if there are any scheduling conflicts.
9. Now you can review your list, add more volunteers, or even message those volunteers.
10. Click Schedule Volunteers when you're ready!
- You may want to check the box beside Send confirmation to these volunteers before you hit the schedule button.
Scheduling Available Volunteers
Another option for you to schedule volunteers as an Agency Manager is from the Available Volunteers list for a Need shift!
1. Go to My Agency > Schedule.
2. Click the Shifts tab.
3. Click View More on the date you want to schedule volunteers for.
4. Click the number under the Responses column for the shift you want to edit.
5. Scroll until you see Available Volunteers. 
6. Click the name of the individual you want to schedule.
7. Select the shift(s) you want to schedule the volunteer for.
✏️ Quick tip: You can filter the shifts list by days of the week or leave it on Show All to see all available shifts.
8. Answer any required Response Questions as applicable.
9. Click Submit Need Response when you're done!
- The volunteer now appears in the Responses table for that shift.
