About this feature: The Backup List option gives volunteers the opportunity to indicate their willingness to be called upon by an administrator in times when an organization needs additional help to fill their schedule/roster.
This feature is especially beneficial during times when activities reach full capacity, enabling better flexibility and ensuring that last-minute vacancies can potentially be addressed effectively.
Volunteers can interact with the Backup List by adding themselves when a shift is full. They do this by clicking the 'Add me to the backup list' button associated with the activity. This can also act as an indication of their interest in participating should a spot open up, benefiting both event planning and volunteer involvement.
Note: The Backup List is associated with the overall activity, not a specific shift. If the Backup List is not enabled for volunteers, administrators will still be able to add and remove volunteers from the Backup List for an activity.
Administrators should note that if the Backup List option is enabled, they will still need to manually notify and assign volunteers to any available shifts. Automated notifications and assignments are not part of the Backup List functionality.
Enable Backup List for One 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”
Go to the “Basic Info” tab
Check the box “Allow volunteers to add themselves to the backup list” if you wish this enabled or uncheck the box if you want to hide the backup list button from them
Click the [Save] button
Enable Backup List for Multiple Activities:
Go to: Configuration, then click on “Bulk Activity Updates” found in the sidebar under Activities
Set the filters from the dropdown menus to retrieve a list of activities
Click the [Filter Activities] button
Check the boxes, to the left, to select the Activities you wish to change
Using the “Change Selected” dropdown, in the Basic Info section, select “Update allow volunteers to add themselves to the backup list”
Select “Enabled” or “Disabled” from the dropdown menu
Check the box to confirm the change
Click the [Update allow volunteers to add themselves to the backup list] button
Important Notes on Volunteers Already Signed Up
If you choose to disable the Backup List feature for an activity, volunteers who had signed up before the change will remain on the list. Administrators must manually remove these individuals if they no longer wish to keep them on the Backup List, as the system does not reset these entries automatically.
Assign Volunteers from Backup List
Go to: Assign, then click on “From Scheduled List” (or “From Unscheduled List”)
Click on the name of the desired shift (or activity)
In the Filters section, check the “On the backup list” box Scheduling option
Select other filters, as appropriate
Click the [Search] button to display volunteers on the backup list for that Activity
Click on the [Assign] button beside the volunteer you wish to schedule, or check the boxes beside multiple volunteers and click the [Assign Selected] button at the bottom
Add or Remove Volunteers From the Backup List
Add Volunteers to the Backup List by an Admin
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.
Click on the “Assign” tab
Optional: Filter the list of Activities displayed
Click on the name of the desired Activity
Add the volunteer to the backup list for the Activity:
If the Activity is Unscheduled or Seasonal, check the “Backup List” box and click the [Save] button
If the Activity is Scheduled, click the [Add to Backup List] button
Remove Volunteers from the Backup List by an Admin
Remove One Volunteer
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.
Click on the Assign tab
Click on the relevant Activity:
If the Activity is Unscheduled or Seasonal, uncheck the “Backup List” box and click the [Save] button
If the Activity is Scheduled, click the [Remove from Backup List] button
Click the [Save] button
Remove All Volunteers
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 [Clear Backup List] button at the top or bottom
Click the [Clear Backup List] button to confirm