IMPORTANT: If you have enabled alerts for double bookings and are assigning multiple volunteers to a shift (from the Scheduled List), you will be warned of the overlap, but you’ll still be able to assign the volunteers.
About this feature: Administrators will see a checkmark if a shift overlaps with something the volunteer is already scheduled for. You can click on the “Overlap” checkmark to see the details of the overlap, or the “Today” checkmark to see the volunteer’s assignments for that day.
Follow the instructions below when a selected shift overlaps with an existing assignment:
Assigning One Volunteer From the Scheduled List
Assigning One Volunteer From the Scheduled List
Go to: Assign >> From Volunteer Profile in the sidebar menu
Search for the desired profile
In the Search Results section, mouse over the Options icon beside the person’s name
Click on “Edit”
Click on the “Assign” tab
For long activity lists, use the filters in the top panel and click the green [Filter Activities] button
Click on the name of the desired Activity. If there’s an overlap, you’ll see a checkmark in the Overlap column
If you would like to proceed with the double booking, check the box in the “As” column for the shift
Click the [Save] button to assign the volunteer
Click the [Close] button when you are done
Assigning Multiple Volunteers From the Scheduled List
Assigning Multiple Volunteers From the Scheduled List
Go to: Assign >> From Scheduled List in the sidebar menu
Optional: For long activity lists, use the filters in the top panel and click the green [Filter Activities] button
Click on the name of the activity; an ‘Assign Volunteers’ window will open
Filters: Select any applicable filters to display a list of candidates for the shift
Click the [Search] button. You can make these your default filters to be used
Check the box beside each volunteer you wish to assign
Scroll down and click the [Assign Selected] button
If there’s an overlap, the volunteer’s name will be highlighted in red colour on the “Assign Volunteers” list
In the “Double Booking Detected” window, you’ll see which volunteers do / do not have overlapping assignments
To see the overlap information, click the green View Overlapping Assignments button to the left of the volunteer’s name
Click on the [Assign selected volunteers] or [Assign volunteers without overlap only] button
Assigning a Volunteer From Their Profile
Assigning a Volunteer From Their Profile
Click the person icon at the top of the screen and type the volunteer’s name into the Quick Search
Click on the volunteer’s name from the list that appears
Open the “Assign” tab
For long activity lists, use the filters in the top panel and click the green [Filter Activities] button
Click on the name to the desired scheduled activity
Check the “As” box for each shift you want to assign the volunteer to
Click the [Save] button
If there’s an overlap, the shift will be highlighted in a light red colour.
In the “Double Booking Detected” window, you’ll see which shifts do / do not overlapping assignments.
To see the overlap information, click the green View Overlapping Assignments button to the left of the date
Click on the [Submit selected shifts] or [Only submit shifts without overlap] button
Overlapping Shifts Volunteer View
Overlapping Shifts Volunteer View
If a volunteer clicks on a scheduled activity in their “OPPORTUNITIES” tab, an [Overlap] button will be displayed beside any shifts that overlap with their current assignments.
The volunteer can click on the [Overlap] button to see the details of the overlap.
If the “Prevent volunteers from signing up for shifts that overlap with their existing assignments” option has been selected, by an admin in the organization’s Schedule Settings, the volunteer will be prevented from signing up for overlapping shifts.