Activity Shift Templates
About this feature: Shift Templates containing a schedule of regularly occurring shifts can be used to add further dates to an Activity’s schedule in an efficient manner.
Create Daily/Weekly Activity Shift Templates
Go to: Configuration, then click on “Shift Templates” found in the sidebar under Activities
Click the [+ New Shift Template] button at the bottom of the page or click the [+] button to the left of the Template Name heading
Enter a Name (maximum 100 characters)
Optional: Enter a Description (visible only to administrators)
Interval – Leave this as Weekly (this also includes daily)
Pattern
Select a day and enter a start time and end time for the shift
Click [+ Add Shift] to add another shift to the pattern
Select the recurrence frequency; if this happens every week, leave it set to “Every 1 Week”
Click the [Save] button
Create Monthly Activity Shift Templates
Go to: Configuration, then click on “Shift Templates” found in the sidebar under Activities
Click the [+ New Shift Template] button at the bottom of the page or click the [+] button to the left of the Template Name heading
Enter a Name (maximum 100 characters)
Optional: Enter a Description (visible only to administrators)
Interval – Click on monthly
Pattern
Select recurrence frequency; if this happens every month, leave it set to “Every 1 Month”
Select the day number OR day of the month this occurs
Set start and end times
Click the [Save] button
Edit Activity Shift Templates
Note: Editing a template will not update any shifts in Activities that have already been created. Edits will only impact the future use of the template.
Go to: Configuration, then click on “Shift Templates” found in the sidebar under Activities
Mouse over the Options icon beside the Template
Click on “Edit”
Make any changes necessary
Click the [Save] button
View/Print Activity Shift Templates
Go to: Configuration, then click on “Shift Templates” found in the sidebar under Activities
Mouse over the Options icon beside the Template
Click on “View”
To Print, click the Print icon in the top right corner
Click the [Close] button
Copy Activity Shift Templates
Go to: Configuration, then click on “Shift Templates” found in the sidebar under Activities
Mouse over the Options icon beside the Template
Click on “Copy”
Name: Enter new Shift Template name (maximum 100 characters)
Click the [Copy Shift Template] button
Delete Activity Shift Templates
Go to: Configuration, then click on “Shift Templates” found in the sidebar under Activities
Mouse over the Options icon beside the Template
Click on “Delete”
Click on the [Delete] button to confirm
Add Shifts to a Scheduled Activity
About this feature: A shift is a single occurrence or instance of a scheduled activity that indicates a specific date and time.
Go to: Configuration, then click on “Manage Activities” found in the sidebar under Activities
For long activity lists, use the filters in the top panel and click the [Filter Activities] button
Mouse over the Options icon beside the Activity
Click on “Edit”
Click on the Schedule tab
Click the desired button to add the shift(s) needed:
[Add Single Shift] – Enter (or select) the date for the shift and start/end times.
Optional: Override Activity Defaults for Maximum and Minimum volunteer for this shift
Click the [Add Shift] button, or the [Save and Add Another] button
[Add Multiple Shifts]
Select an existing template
Select date range
Optional: Override Activity Defaults for Maximum and Minimum volunteer for this shift
Click the [Save] button
Enter the pattern of shifts you wish to add (along with the start/end dates)
Optional: Click [Save this as a template] to save for future use
Optional: Override Activity Defaults for Maximum and Minimum volunteer for this shift
Click the [Save] button
Click the [Close] button to close your Activity
Delete Scheduled Activity Shifts
IMPORTANT: A warning message will appear to let you know how many volunteers are signed up, assigned or confirmed to the shifts you are deleting. If you are deleting multiple shifts, you will be warned that you will also be removing those signed up, assigned or confirmed.
Once a shift has been deleted, it cannot be retrieved. Scheduling information, such as who was assigned to that shift, will also be lost. If desired, new shifts can be added again in the future.
You cannot delete all shifts in a scheduled activity. There must always be at least one shift in a scheduled activity.
Go to: Configuration, then click on “Manage Activities” found in the sidebar under Activities
For long activity lists, use the filters in the top panel and click the blue [Filter Activities] button
Mouse over the Options icon beside the Activity
Click on “Edit”
Click on the Schedule tab
Optional: Apply filters in the top panel to isolate the shifts you would like to edit, and click the blue [Filter Shifts] button
Check the boxes next to the shift(s)s you would like to delete (or check the “Select All” box at the bottom)
Click on the “Change Selected” dropdown menu at the bottom
Select “Delete Shifts”
Check the acknowledgement box if volunteers are signed up, assigned or confirmed to shifts
Confirm this deletion by clicking the [Delete Shifts] button
Delete all shifts occurring on or before a specific date:
Go to: Configuration, then click on “Manage Activities” found in the sidebar under Activities
For long activity lists, use the filters in the top panel and click the blue [Filter Activities] button
Mouse over the Options icon beside the Activity
Click on “Edit”
Click on the Schedule tab
Click the [Clean Up Shifts] button
Enter or select a date to clean up all shifts (and assignments) on or before that date.
Check the box to confirm you want to do this
Confirm this deletion by clicking the [Clean Up Shifts] button
When you select [Clean Up Shifts], the indicated shifts will be deleted and cannot be retrieved
Delete a shift from the schedule:
Go to: Assign, then click on “From Scheduled List”
For long activity lists, use the filters in the top panel and click the blue [Filter Activities] button
Mouse over the Options icon beside the shift of an Activity
Note: To delete multiple shifts on the same day, check the boxes next to each activity name and click the [Delete Shifts] button at the bottom
Select “Delete Shift”
Check the acknowledgement box if volunteers are signed up, assigned or confirmed to shifts
Confirm the deletion by clicking the [Delete] button
Edit Single Scheduled Activity Shift
Go to: Configuration, then click on “Manage Activities” found in the sidebar under Activities
For long activity lists, use the filters in the top panel and click the [Filter Activities] button
Mouse over the Options icon beside the Activity
Click on “Edit”
Click on the Schedule tab
Optional: Apply filters in the top panel to isolate the shifts you would like to edit and click the [Filter Shifts] button
Mouse over the Options icon to the left of a shift and select “Edit”.
“Edit Shift” window will display a notification indicating if Auto Lock is enabled or disabled
Make the desired change(s) to the shift by editing the Start Date, Time and Minimum Volunteers needed or Maximum Volunteers needed
If volunteers are signed up for the shift you are changing, select the desired action to apply from the drop list:
Do not change existing sign ups
Delete existing sign ups
If volunteers are assigned to the shift you are changing, select the desired action to apply from the drop list:
Do not change existing activity assignments
Set existing activity assignments to be unconfirmed
Delete existing activity assignments
Click the [Save] button
Edit Multiple Scheduled Shift Times for an Activity
Go to: Configuration, then click on “Manage Activities” found in the sidebar under Activities
For long activity lists, use the filters in the top panel and click the [Filter Activities] button
Mouse over the Options icon beside the Activity
Click on “Edit”
Click on the Schedule tab
Optional: Apply filters in the top panel to isolate the shifts you would like to edit and click the [Filter Shifts] button
Check the boxes next to the shifts you want to change
Click on the “Change Selected” dropdown menu at the bottom
Select “Update Start and End Times”
Enter the new Start Time and/or End Time
If volunteers are signed up for the shift you are changing, select the desired action to apply from the drop list:
Do not change existing sign ups
Delete existing sign ups
If volunteers are assigned to the shift you are changing, select the desired action to apply from the drop list:
Do not change existing activity assignments
Set existing activity assignments to be unconfirmed
Delete existing activity assignments
Check box to confirm the change.
Click the [Update Start and End Times] button