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Activity Shifts

Learn about Activity Shift Templates and how to add, delete and edit your activity shifts.

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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

  1. Go to: Configuration, then click on “Shift Templates” found in the sidebar under Activities

  2. Click the [+ New Shift Template] button at the bottom of the page or click the [+] button to the left of the Template Name heading

  3. Enter a Name (maximum 100 characters)

  4. Optional: Enter a Description (visible only to administrators)

  5. Interval – Leave this as Weekly (this also includes daily)

  6. 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”

  7. Click the [Save] button


Create Monthly Activity Shift Templates

  1. Go to: Configuration, then click on “Shift Templates” found in the sidebar under Activities

  2. Click the [+ New Shift Template] button at the bottom of the page or click the [+] button to the left of the Template Name heading

  3. Enter a Name (maximum 100 characters)

  4. Optional: Enter a Description (visible only to administrators)

  5. Interval – Click on monthly

  6. 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

  7. 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.

  1. Go to: Configuration, then click on “Shift Templates” found in the sidebar under Activities

  2. Mouse over the Options icon beside the Template

  3. Click on “Edit”

  4. Make any changes necessary

  5. Click the [Save] button


View/Print Activity Shift Templates

  1. Go to: Configuration, then click on “Shift Templates” found in the sidebar under Activities

  2. Mouse over the Options icon beside the Template

  3. Click on “View”

  4. To Print, click the Print icon in the top right corner

  5. Click the [Close] button


Copy Activity Shift Templates

  1. Go to: Configuration, then click on “Shift Templates” found in the sidebar under Activities

  2. Mouse over the Options icon beside the Template

  3. Click on “Copy”

  4. Name: Enter new Shift Template name (maximum 100 characters)

  5. Click the [Copy Shift Template] button


Delete Activity Shift Templates

  1. Go to: Configuration, then click on “Shift Templates” found in the sidebar under Activities

  2. Mouse over the Options icon beside the Template

  3. Click on “Delete”

  4. 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.

  1. Go to: Configuration, then click on “Manage Activities” found in the sidebar under Activities

  2. For long activity lists, use the filters in the top panel and click the [Filter Activities] button

  3. Mouse over the Options icon beside the Activity

  4. Click on “Edit”

  5. Click on the Schedule tab

  6. 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

  7. 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.

  1. Go to: Configuration, then click on “Manage Activities” found in the sidebar under Activities

  2. For long activity lists, use the filters in the top panel and click the blue [Filter Activities] button

  3. Mouse over the Options icon beside the Activity

  4. Click on “Edit”

  5. Click on the Schedule tab

  6. Optional: Apply filters in the top panel to isolate the shifts you would like to edit, and click the blue [Filter Shifts] button

  7. Check the boxes next to the shift(s)s you would like to delete (or check the “Select All” box at the bottom)

  8. Click on the “Change Selected” dropdown menu at the bottom

  9. Select “Delete Shifts”

  10. Check the acknowledgement box if volunteers are signed up, assigned or confirmed to shifts

  11. Confirm this deletion by clicking the [Delete Shifts] button


Delete all shifts occurring on or before a specific date:

  1. Go to: Configuration, then click on “Manage Activities” found in the sidebar under Activities

  2. For long activity lists, use the filters in the top panel and click the blue [Filter Activities] button

  3. Mouse over the Options icon beside the Activity

  4. Click on “Edit”

  5. Click on the Schedule tab

  6. Click the [Clean Up Shifts] button

  7. Enter or select a date to clean up all shifts (and assignments) on or before that date.

  8. Check the box to confirm you want to do this

  9. 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:

  1. Go to: Assign, then click on “From Scheduled List”

  2. For long activity lists, use the filters in the top panel and click the blue [Filter Activities] button

  3. 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

  4. Select “Delete Shift”

  5. Check the acknowledgement box if volunteers are signed up, assigned or confirmed to shifts

  6. Confirm the deletion by clicking the [Delete] button


Edit Single Scheduled Activity Shift

  1. Go to: Configuration, then click on “Manage Activities” found in the sidebar under Activities

  2. For long activity lists, use the filters in the top panel and click the [Filter Activities] button

  3. Mouse over the Options icon beside the Activity

  4. Click on “Edit”

  5. Click on the Schedule tab

  6. Optional: Apply filters in the top panel to isolate the shifts you would like to edit and click the [Filter Shifts] button

  7. 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

  8. Make the desired change(s) to the shift by editing the Start Date, Time and Minimum Volunteers needed or Maximum Volunteers needed

  9. 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

  10. 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

  11. Click the [Save] button


Edit Multiple Scheduled Shift Times for an Activity

  1. Go to: Configuration, then click on “Manage Activities” found in the sidebar under Activities

  2. For long activity lists, use the filters in the top panel and click the [Filter Activities] button

  3. Mouse over the Options icon beside the Activity

  4. Click on “Edit”

  5. Click on the Schedule tab

  6. Optional: Apply filters in the top panel to isolate the shifts you would like to edit and click the [Filter Shifts] button

  7. Check the boxes next to the shifts you want to change

  8. Click on the “Change Selected” dropdown menu at the bottom

  9. Select “Update Start and End Times”

  10. Enter the new Start Time and/or End Time

  11. 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

  12. 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

  13. Check box to confirm the change.

  14. Click the [Update Start and End Times] button

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