Keywords: Activity; Categories; Opportunity; Opportunities; Templates; Shifts; Anonymous

Overview

Activities are the foundation of tracking volunteer participation in Better Impact. They represent any volunteer role, task, job, or opportunity and are essential for recording hours and engagement. Every hour logged in the system must be tied to an activity.

There are two types of activities:

Unscheduled Activities – These have no specific dates or times. Volunteers can log hours freely.
Scheduled Activities – These include defined shifts. Volunteers can sign up or be assigned to specific dates and times.

Both types allow for accurate hour tracking, visibility settings, and qualification matching.

Note: Activities are only available in the Volunteer Module.

What You Can Do in Manage Activities

From the Manage Activities section, administrators can:

Create, edit, copy, view, or delete activities
Change activity visibility or active status
Apply bulk updates to multiple activities at once (e.g., update settings, qualifications, or descriptions)
Diagnose visibility issues to understand why a volunteer can’t see or sign up for an activity
Use Enterprise Activity Templates to streamline setup across multiple organizations (if applicable)

🎥 Watch our training video on Activities and Role Creation:
https://www.betterimpact.tv/vi-role-creation/

Activities vs. General Interests

Understanding the distinction between Activities and General Interests ensures you're using the right tool at the right time in your volunteer coordination efforts.

Feature	Activities	General Interests
🎯 Purpose	Specific roles, tasks, or assignments	Broad categories or general areas of interest
✅ Volunteer Engagement	Volunteers can sign up, be assigned, and log hours	Volunteers can express interest only
🗓️ Scheduling	Includes shift creation and time tracking	No scheduling involved
⏱️ Hour Tracking	Required for accurate volunteer hour tracking and reporting	No hour tracking or reporting capability
📊 Use Case	Managing actual participation and commitment	Promoting opportunities or gauging interest before formal assignments

In short:

Use Activities to schedule, assign, and track real volunteer engagement.
Use General Interests to gather early interest or promote upcoming opportunities.

Let’s get started!

Activity Categories

Organize Activities for Easier Management and Reporting

Activity Categories help you organize similar activities into groups. This makes it easier for volunteers to browse and find activities they’re interested in, and for administrators to quickly locate and report on related activities.

Add an Activity Category

Go to Configuration > Manage Activities (in the sidebar under Activities).
Hover over the Options icon near the “Activities” header and click New Category, or click the [+ New Category] button at the bottom of the page.
Enter a name for the category (up to 50 characters).
(Optional) Add a description to help clarify the category.
Click [Save].

Edit an Activity Category

Go to Configuration > Manage Activities.
Scroll to the Complete Category List.
Hover over the Options icon beside the category you want to change.
Click Edit.
Update the name or description as needed.
Click [Save].

Delete an Activity Category

Go to Configuration > Manage Activities.
Scroll to the Complete Category List.
Hover over the Options icon next to the category to delete.
Click Delete.
Confirm by clicking the [Delete] button.

Important: Deleting a category will not delete the activities within it. Those activities will automatically move to the default “Uncategorized” group.

Move an Activity to a Different Category

Go to Configuration > Manage Activities.
Use the filters at the top if you have many activities, then click [Filter Activities].
Hover over the Options icon beside the activity you want to move.
Click Change Category.
Select the new category from the dropdown list.
Click [Save].

Note:

Activity categories cannot be archived or set to inactive — they can only be deleted.

If a category no longer has any activities assigned to it, it will still appear in the Categories list but will not be visible in the Activities list.

Enterprise Activity Templates

Create reusable activity templates to streamline scheduling across all sub-accounts in your Enterprise.

Enterprise-level Activity Templates help standardize how activities are created by providing preset values for basic information, automation settings, visibility, qualifications, and feedback fields. These templates ensure consistency while saving time for sub-account administrators.

Tip: Once created, these templates can be used by all sub-accounts in your Enterprise when setting up new activities.

Add a New Enterprise Activity Template

Step 1: Basic Setup

Go to: Configuration >> Activities >> Activity Templates
(From the Enterprise account)
Click the [+] button in the “Activity Template” header or the [+ New Activity Template] button
Enter a Template Name (max 200 characters)
Select whether the template is Active (i.e., usable by sub-accounts)
(Optional) Add a Description
Click [Next]

Step 2: Activity Details

Enter the Activity/Position Name (max 50 characters)
Choose the Activity Report Group
Select the Application Form associated with the activity
Check the boxes to:
- Allow Hours Logging
- Allow Group Signup (requires “Group Scheduling” to be enabled)
Add Descriptions:
- Pre-assigned: Visible to prospective volunteers
- Post-assigned: Shown to volunteers once assigned
- Internal Notes: Visible only to administrators
Choose the Schedule Type:
- Recurring Pattern
- Disjointed
- One Time
- Seasonal
- No Schedule
⏱ Individual shifts will be created by sub-account admins when using the template.
Click [Next]

Step 3: Visibility & Automation

Setting	Description
Visible To	Choose who can view/sign up (e.g., assigned, backup list, all volunteers, public)
Self-Scheduling	Auto-assign volunteers who meet status/qualification criteria
Auto Lock	Prevent sign-ups when shift is full
Min/Max Volunteers	Set required or maximum participants per shift
Allow Volunteers to Remove Themselves	Enable/disable ability to withdraw from shifts
Signup Cut-Off	Restrict sign-up within a defined time window before the shift

Click [Next] to proceed.

Step 4: Add Qualifications (Optional)

Select the required Enterprise Qualifications and values for this activity
These may affect visibility and self-scheduling.

Click [Next]

Step 5: Add Feedback Fields (Optional)

Check the box next to each Enterprise Feedback Field you want included
Volunteers will respond to these when logging hours.

Click [Next]

Step 6: Add Classifications (Optional)

Select the relevant Classifications (used for sorting, reporting, and searchability)

Click [Save] to complete your template.

Edit an Enterprise Activity Template

Go to: Configuration → Activity Templates
Hover over the Options icon beside a template
Click “Edit”
Make your changes
Click [Save]

View / Print a Template

Go to: Configuration → Activity Templates
Hover over the Options icon beside a template
Click “View”
Click the [Printer Icon] in the top-right to print
Click [Close] when done

Delete an Enterprise Activity Template

Go to: Configuration → Activity Templates
Hover over the Options icon beside the template
Click “Delete”
Confirm by clicking [Delete]

Note: Deleting a template does not remove any activities already created using it.

Classifications and Activities

(Enterprise only)

Classifications allow you to tag Activities with searchable and filterable criteria, making it easier for volunteers to find relevant opportunities and for administrators to organize and manage them.

They can also be used to:

Highlight specific Activities on your enterprise activity feed when marked as “Featured”
Enable advanced filtering in administrative searches
Enhance activity discoverability across sub-accounts in enterprise environments

Note: Classifications are particularly helpful in enterprise accounts to improve consistency across multiple sub-accounts.

Types of Classifications

Classification Type	Description	Featureable?
Activity Type	Describes the kind of work involved (e.g., animal care, office work)	Yes
Suitability	Indicates who the activity is suited for (e.g., youth, seniors, groups)	Yes
Time Commitment	Indicates how much time is expected (e.g., weekly, monthly)	Yes
Duration Commitment	Describes how long the volunteer is expected to commit (e.g., 3 months)	Yes
Focus	Describes your organization’s area of work (e.g., education, medical)	No
Region	Specifies the communities or neighborhoods the activity serves	No

Add a Classification

Go to: Configuration >> Profile Customization >> Classifications
Select Activity Classifications
Choose the desired sub-tab (e.g., Suitability, Region, etc.)
Click [Add]
Enter the name of the classification
(Optional) Check the box Featured if you want this classification to appear in your enterprise feed
Click [Save]

Important: To be shown on your enterprise feed, Activities must be active, public, and have current or future shifts.

Edit or Delete Classifications

To Edit:

Go to the Activity Classifications tab
Hover over the Options icon next to the classification
Select Edit, make your changes, then click [Save]

To Delete:

Hover over the Options icon and click Delete
Confirm by clicking [Delete] again

Note: You may need to remove a classification from all Activities before it can be deleted.

Apply Classifications to an Activity

When creating or editing an Activity, you can apply one or more classification values in the Classifications tab.

These tags help volunteers filter opportunities and allow your organization to sort and report on Activities based on the criteria that matter most to your mission and scheduling needs.

Enabling the Featured Activity Ticker (Optional - From the Enterprise Account)

To showcase select Activities publicly using your featured classifications:

Go to: Configuration >> Recruitment >> Public Volunteer Page Settings
Scroll to Activity Ticker Settings
Check the box “Show Featured Activity Ticker”
(Optional) Customize the header text and/or include General Interests
Click [Save General Settings]

Activities shown in the ticker must be:

Publicly visible
Active
Have current or future shifts
Tagged with one or more Featured Classifications

Add a New Activity

Use the Add an Activity tool to create volunteer opportunities for sign-up or assignment. You'll go through several tabs to define:

Basic info like name, category, and application form
A schedule (or leave it unscheduled)
Who can see and sign up for the activity
Optional settings for qualifications, feedback, and notifications

You can customize each activity based on your needs—whether it’s a public event, a private shift, or a role requiring specific skills. Once saved, activities are ready to be published or assigned.

Tip: Keep volunteer visibility and scheduling needs in mind as you configure each tab.

Go to Configuration >> Activities >> Manage Activities
Mouse over the Options icon in the “Activities” header and click on “New Activity” (or click the [+ New Activity] button at the bottom of the page).

Steps to Add an Activity

Tab 1: Basic Info

Field/Option	Description
Activity Name	Enter a descriptive name (max 200 characters). 💡 Avoid using personal or client names — this name may be visible to all volunteers or included in emails.
Category (Learn more about Categories here)	Choose a category from the dropdown. Categories help group and filter activities.
Activity Report Group (Enterprise only)	Assign this activity to a reporting group if applicable.
Application Form	Link an application form for volunteers to complete when signing up. If the activity is public, this is the form they’ll be directed to.
Active Status	Checked by default. Only active activities are visible and open for signup or assignment.
Hours Logging	Enable if volunteers should log hours for this activity.
Auto Log Hours	Available only for scheduled activities. When enabled, the system logs hours automatically based on the schedule.
Group Sign-Up	Enable if groups (vs individuals) can sign up for this activity.
Backup List	Allow volunteers to add themselves to a waitlist if the activity is full.
Descriptions Avoid including personal or sensitive data in public-facing descriptions.	Optional. Use to guide volunteers: • Pre-assigned — visible before being scheduled • Post-assigned — visible after being scheduled • Internal — visible only to admins

Additional Tips

Naming & Privacy: If your activity supports individual clients, use generic names like “Home Visit – East London” instead of “John Doe Support”.
Visibility & Signup Access: Visibility settings will control who can see and sign up for the activity. You'll configure this more deeply in the next steps (under “Visibility and Automation”).
Public vs Internal: Public activities are visible to all volunteers (including on your public signup page). Make sure to double-check forms and naming conventions before enabling.
- Public activities still require a Better Impact account or login in order for applicants to be able to sign up for an activity. They will also need to apply to the organization's account via an application form. A public activity will just mean anyone can view it, then fill in an application form and sign up.

Once your selections have been made, select [Next].

Tab 2: Schedule

Field / Option	Description
Schedule Types Choose one of five scheduling options	• Recurring Pattern: Regular repeating shifts (e.g., every Monday) • Disjointed: Multiple shifts with irregular times • One Time: Single date and time • Seasonal: Unscheduled within a defined date range • No Schedule: No fixed shift times
Adding Shifts	For scheduled activities, add shifts by: • Selecting an existing template or creating a new pattern • Setting date range and volunteer limits (optional overrides) • Saving shifts and optionally saving as a reusable template
Shift Limits	Override max/min volunteer numbers per shift if needed. Helps control activity capacity at shift level.
Important Notes	• Shifts cannot be added if you select “No Schedule” or “Seasonal.” • You cannot remove all shifts from a scheduled activity — at least one must remain. • To change schedule type after saving, use the “Update Activity Type” option.

Additional Tips

Templates Save Time: If your activities follow regular patterns, save shift templates for easy reuse.
Capacity Controls: Setting max/min volunteer numbers per shift helps manage group sizes and avoid overbooking.
Seasonal vs No Schedule: Seasonal is for activities within a date range but no fixed shifts; No Schedule is fully unscheduled.
Editing Schedule: Changes to schedule type after saving require special handling—don’t delete shifts blindly.

Click [Next].

Tab 3: Visibility and Automation

Visibility is linked to volunteer statuses like ‘In Process’ or ‘Accepted.’ For example, if an activity is set to be visible only to volunteers with the ‘Accepted’ status, those with the ‘In Process’ status won’t be able to see it. This feature helps administrators manage access based on a volunteer’s readiness or role. When you include a specific status (such as ‘In Process’) in the visibility settings, everyone with that status will be able to view and sign up for the activity.

Your visibility selection controls who can see and register for the activity.

Field / Option	Description
How Visibility Works	Controls which volunteers can see and sign up for the activity based on their status (e.g., ‘Accepted’, ‘In Process’). Volunteers without the selected status won’t see the activity.
Visible To Options	• Only signed up, assigned, or backup: Volunteers must be directly involved to see it. • By status and qualifications: Select volunteer status(es) and optionally qualifications; only those matching see the activity. • Public: All volunteers can see and sign up; appears on public signup page.
Qualifications & Visibility	Selecting “if qualified” requires adding qualifications in the Qualifications tab. Without qualifications selected, all volunteers with the status see the activity, regardless of skills.
Self-Scheduling	Enables volunteers who meet status and qualifications to be auto-assigned when signing up. If disabled or volunteer doesn’t qualify, admin approval is required.
Auto Lock	Prevents sign-ups once the max volunteer count is reached. Sign-ups remain open until the required number of volunteers are approved. Admins can override limits.
Minimum & Maximum Volunteers	Set minimum and maximum numbers needed per activity or shift. Max volunteers triggers Auto Lock when enabled.
Volunteer Removal	Optionally allow volunteers to remove themselves from the activity before a certain hour cutoff.
Cutoff Signup	Prevent volunteers from signing up within a specified number of hours before the shift starts.

Additional Tips for Visibility

Status Matters: Choose volunteer statuses carefully—only those with selected statuses will see the activity.
Shift Visibility: The visibility is set for the activity as a whole; it's not possible to restrict visibility of specific shifts.
Match Qualifications: To restrict access effectively, always add relevant qualifications if “if qualified” is selected.
- It is not possible to set activity visibility for empty qualifications. Qualifications are used to restrict visibility to those volunteers who have the qualification needed.
Qualifications & Visibility: Selecting “if qualified” without adding qualifications means all volunteers with the chosen status will still see the activity, regardless of skills.
Backup Lists Count: Volunteers on backup lists see the activity if this setting is chosen, helping fill last-minute gaps.
Admin Overrides: Admins can assign volunteers beyond max limits, bypassing Auto Lock for flexibility.
Public Visibility: Use the Public setting for recruiting broadly, but consider confidentiality before making sensitive activities public.
Self-Scheduling Benefits: Enables faster volunteer placement, but requires accurate status and qualification setup.
- If disabled, volunteers who sign up will end up in the pending signups section of your dashboard.
Cutoff Signup: Helps avoid last-minute sign-ups that may complicate planning.
Plan Ahead with Cutoff Signup: To prevent early sign-ups for activities months away, set a high Cutoff Signup time. Volunteers can see the activity, but won’t be able to sign up until admins adjust the cutoff to allow it.

Click the [Next] button to move on to the Qualifications, or click the [Save] button if no additional settings are needed.

Tab 4: Qualifications

Field / Option	Description
Select Qualifications	Choose from your list of predefined qualifications (e.g., CPR certified, language fluency, training completed). Volunteers must have all selected qualifications to be considered qualified.
Expiration Handling	Volunteers with expired qualifications won’t be considered qualified unless allowed under your broader system rules.
Qualification Visibility	Volunteers won’t see qualifications listed in the activity; this is an admin-side control only.
Impact on Self-Scheduling	If “Self-Scheduling if Qualified” is enabled in the previous tab, only volunteers who meet the qualifications will be auto-assigned. Others can still express interest or require approval, depending on your settings.

Additional Tips for Qualifications

Be Specific: Only add qualifications that are essential for the role—avoid unnecessary barriers to sign-up.
Use With Visibility: If you selected “if qualified” under visibility, make sure to define qualifications here—otherwise, the filter won’t be enforced.
Combine With Status: Both status and qualifications must be met for volunteers to see and access the activity.
Use Tags Where Needed: If you don't need strict enforcement, consider using classifications or tags instead of qualifications.
Track Expiry Dates: Keep your qualification records up to date so volunteers aren't mistakenly blocked from activities.

Click the [Next] button to move on to the Feedback Fields, or [Save] if you are not adding any Feedback Questions or Classifications (Classifications exist for Enterprise clients only).

Tab 5: Feedback Fields

Field / Option	Description
Available Feedback Fields	Admins will see a list of pre-created Feedback Fields linked to the activity. You must select which ones to enable for this activity.
How They Display	Enabled Feedback Fields will appear alongside the hour entry form when a volunteer logs hours for this activity.
When They Show	Feedback Fields are only shown if hours are entered manually. They do not appear when hours are auto-logged.
Saving Your Selection	After choosing the Feedback Fields to include, you must save the activity settings for them to take effect.

Additional Tips for Feedback Fields

Select to Activate: Feedback Fields won’t appear to volunteers unless you specifically select and save them for this activity.
Manual Hours Required: Feedback Fields are only shown when hours are manually entered—automatic hour logging skips feedback collection.
Great for Insights: Use this space to gather post-shift input, like satisfaction, issues faced, or suggestions for improvement.
Flexible Use: Customize fields by activity type—some may require detailed feedback, others none at all.
Review Regularly: Volunteer responses can highlight trends or surface issues—build in time to review them as part of your follow-up process.

Click the [Next] button to move on to Schedule Classifications (or “Classifications” for Enterprise clients), or [Save] if you are not adding any classifications.

Tab 6: Classifications

Field / Option	Description
Add Classifications	Check the box next to any classification(s) you want to associate with this activity. These help categorize the opportunity for internal tracking and volunteer discovery.
Volunteer Searchability	Classifications can be linked to General Interests and displayed on your application forms—volunteers may be matched to opportunities based on these tags.
Admin Filtering	Administrators can use classifications to search for and filter both activities and volunteers with matching classification values.
Save to Apply	Classifications only take effect once you click [Save]

Additional Tips for Classifications

Improve Search & Matching: Using clear, relevant classifications helps connect volunteers to opportunities that align with their interests or experience.
Think Beyond Activities: Classifications also help admins filter users—especially when used in application forms.
Keep It Consistent: Use standardized classification terms across your account to improve sorting, filtering, and reporting.
Multiple Allowed: Apply as many classifications as needed—there’s no limit, and each one improves discoverability.
No Visibility Impact: Classifications don’t control who can see or sign up for an activity—they’re just for organizing and matching.

Tab 7: Notifications (Upgraded Subscriptions only)

Field / Option	Description
Select Admins to Receive Notifications (Available to upgraded subscription users only)	Check the box labeled “Select administrators to be notified for this activity.” This allows you to choose which admins will receive email alerts related to this specific activity.
Choose Admins	After enabling, check the box next to each administrator you want to notify about this activity (e.g., when a volunteer signs up or cancels).
Admin Profile Requirement	Selected administrators must also have Activity Notifications enabled in the Miscellaneous section of their admin profile. If they don’t, they will not receive any notifications—even if selected here.
Save Required	Don’t forget to click [Save] after making your selections to activate the settings.

Important

If specific administrators are selected for an activity, only those selected admins will receive notifications for that activity.
If no admins are selected, the system will follow each admin’s general settings under Miscellaneous, meaning they may receive notifications for all activities

Find more tips in the next section.

Activity Notification Settings

(Upgraded accounts only)

Notification settings allow administrators to receive alerts related to volunteer signups, removals, shift confirmations, and other activity-related changes. These settings help ensure timely communication and smooth scheduling operations.

You can manage notification settings individually within an activity or in bulk using the Bulk Activity Updates tool.

How to Update Notification Settings

Two steps need to be taken to ensure an administrator receives activity-specific email notifications.

In the activity's settings, use the Notifications tab to select which administrators should be notified about this activity.
Within the administrator's profile >> Miscellaneous tab >> Admin tab, select which type of activity notifications they should receive.

If you have selected an administrator within the activity settings (Step 1), but have not indicated which types of notifications should be sent (Step 2), no email notifications will be sent out.

If you have not selected an administrator within any of your activity settings (Step 1), but have indicated which types of notifications should be sent (Step 2), this administrator would receive notifications for ALL activities in your account.

How to Update Notification Settings in Bulk

Go to: Configuration >> Activities >> Bulk Activity Updates
Filter and Select Activities:
Use filters to narrow your list, then check the boxes beside the activities you want to update.
Scroll Down to the "Change Selected" Dropdown
Select One of the Following Options:
- Add Notification Administrator
- Remove Notification Administrator
- Set Notification Administrator (replace all current admins)
- Remove All Notification Administrators
Complete the Required Fields
(e.g., selecting users to assign or remove)
Confirm and Click the Update Button
(e.g., [Add Administrator], [Remove Administrator], etc.)

Additional Tips for Admin Notifications

Use Selectively: Choose admins who directly manage or oversee the activity to avoid flooding others with irrelevant alerts.
Update Miscellaneous Settings: Make sure chosen admins have Activity Notifications turned on in their profile’s Miscellaneous section.
Avoid Notification Gaps: If no admins are selected and some have Activity Notifications turned off, no one may receive alerts—double-check your coverage.
Perfect for Large Teams: Helps split notification responsibilities across departments or locations without overlap.

Activity Shifts and Templates

Activity shifts define when and how often an activity occurs. Administrators can add one-time or recurring shifts, use templates for efficiency, and manage shift visibility and scheduling details. This section explains how to create, edit, delete, and apply shift templates, as well as manage shifts within scheduled activities.

Shift Templates

Shift templates allow you to predefine recurring schedules (daily, weekly, or monthly) that can be reused across multiple activities.

Create Daily/Weekly Templates

Go to Configuration > Shift Templates
Click [+ New Shift Template]
Set:
- Name (max 100 characters)
- Description (optional)
- Interval: Leave as Weekly
- Pattern: Add day(s) and start/end times
- Recurrence: Every X weeks
Click [Save]

Create Monthly Templates

Go to Configuration > Shift Templates
Click [+ New Shift Template]
Set:
- Name (max 100 characters)
- Description (optional)
Set Interval to Monthly
Choose:
- Day of month OR day number
- Start/end times
Click [Save]

Edit Templates

Go to Configuration > Shift Templates
Hover over the Options icon next to the template > Edit
Update details > Save

Note: Editing a template doesn’t affect shifts already created from it.

Manage Shift Templates (View, Print, Copy, Delete)

Go to Configuration > Shift Templates
Hover over the Options icon next to the template

Then choose one of the following:

View – Preview the template. To print, click the Print icon in the top-right. Click Close to exit.
Copy – Select Copy, enter a new template name (max 100 characters), then click [Copy Shift Template]
Delete – Select Delete, then confirm with [Delete]

Add Shifts to a Scheduled Activity

What This Does

A "shift" is a single occurrence of an activity, tied to a specific date and time.

Note: It's not possible to add a note to a shift, assign a leader or location.

Add a Single Shift

Go to Manage Activities > Edit the activity
Open the Schedule tab
Click [Add Single Shift]
Set:
- Date and time
- Optional: override min/max volunteer settings
Click [Add Shift] or [Save and Add Another]

___________________________

Add Multiple Shifts (with or without templates)

From Schedule tab, click [Add Multiple Shifts]
Choose a method:
- Use existing shift template
- Enter custom pattern and date range
Optional:
- Save pattern as a new template
- Override min/max volunteers
Click [Save] > then [Close]

Edit Scheduled Shifts

Edit a Single Shift

Go to Manage Activities > Edit > Schedule tab
Hover over shift > Edit
Change:
- Date/time
- Min/max volunteers
- What happens to existing signups/assignments
Click [Save]

___________________________

Edit Multiple Shifts at Once

Select multiple shifts using checkboxes
Click Change Selected > Update Start and End Times
Set new times
Choose how to handle existing signups/assignments
Confirm and Update

Delete Scheduled Shifts

Delete Individual or Multiple Shifts

Go to Manage Activities > Edit > Schedule tab
Filter/select shifts
Click Change Selected > Delete Shifts
Acknowledge if volunteers are signed up/assigned
Confirm with [Delete Shifts]

Important

Once deleted, shifts and their assignment data cannot be recovered.
At least one shift must remain in a scheduled activity.

___________________________

Clean Up Shifts by Date

Go to Manage Activities > Edit > Schedule tab
From Schedule tab, click [Clean Up Shifts]
Enter or select a date to clean up all shifts (and assignments) on or before that date.
Acknowledge & confirm deletion

___________________________

Delete Shifts via Assign > Scheduled List

Go to Assign > From Scheduled List
Hover over shift > Delete Shift
To delete multiple shifts on a single day, check boxes and click [Delete Shifts]
Confirm as needed

Temporarily Prevent Scheduling for Specific Shifts

There may be times when you want to create shifts in advance but temporarily prevent volunteers from signing up for some of them — for example, while you wait for final confirmations, organize teams, or hold space for specific groups.

There are two ways to do this:

Option 1: Use a “Placeholder” Volunteer to Fill the Shift

By assigning a placeholder profile to a shift and overriding the minimum and maximum volunteer requirements, the system treats the shift as full, making it unavailable to other volunteers.

Step 1: Create the Placeholder Volunteer

Go to People > Add a Volunteer
Fill in a generic name (e.g. Placeholder Volunteer)
Click [Save]

Step 2: Override Min/Max Volunteers for the Shift

Go to Configuration > Manage Activities
Use filters to find the activity, then click the Options icon > Edit
Go to the Schedule tab
Select the shifts to restrict
Scroll down and choose “Override Minimum Volunteers”
- Set to 1, then click [Override Minimum Volunteers]
Select “Override Maximum Volunteers”
- Set to 1, then click [Override Maximum Volunteers]
Click [Close] to exit the activity

Step 3: Assign the Placeholder to the Shift(s)

Use the Quick Search (top of your screen) to find your Placeholder profile
Open the profile and go to the Assign tab
Locate the activity and check off the desired shifts under the As column
Click [Save]

To reopen the shifts later:
Unassign the Placeholder from the shifts and reset the overridden minimum/maximum values.

__________________________

Option 2: Use the Sign-Up Cut-Off to Block Access

If you want to prevent volunteer sign-ups far in advance, you can apply a cut-off time that delays access to shifts until a specific time frame.

Go to the Visibility and Automation tab of the activity
Enable Sign-Up Cut-Off
Set a very high number (e.g., 10,000 hours)
→ This will block sign-ups for several months
Click [Save]

To make the shift available again
Return to the activity settings and reduce or remove the cut-off value.

Additional Tips

Using a Placeholder lets you visually hold spots while keeping a full schedule in view.
The sign-up cut-off method is better for preventing all volunteer access without adjusting shifts individually.
You can still assign volunteers manually to these restricted shifts if needed.

Tips for Managing Shifts

Use Patterns for Recurring Shifts:
Save time by creating a repeating schedule using the Recurring Pattern option instead of entering each shift manually.
Disjointed Shifts for Irregular Schedules:
If your activity doesn’t follow a regular schedule, choose Disjointed to add one-off or custom-dated shifts.
Avoid Shift Overload:
For performance reasons, try to keep the total number of shifts per activity under 100,000. Too many shifts can prevent bulk updates or additional shift creation.
Use Copy Shift Feature:
Save time by copying a shift and modifying the details, rather than starting from scratch.
Set Volunteer Limits Smartly:
Use minimum and maximum volunteers to manage coverage. Auto-locking kicks in when the max is reached, and warnings can appear if the minimum isn’t met.
Cutoff Times for Control:
Enable signup cutoff settings to prevent last-minute changes and give administrators time to prepare.
Review Shifts from Calendar or List View:
You can easily view and manage shifts from both views—use whichever suits your workflow best.
Why a Shift Appears as “Closed”:
If a shift is marked as “Closed” for volunteers, it's because the Sign-up Cut-Off time is enabled under the Visibility and Automation tab of the activity. Volunteers will be unable to sign up once the cutoff window has passed.
Where to View Upcoming Shifts
Admins can review scheduled or upcoming shifts by navigating to:
- The Assign menu (Calendar View or Scheduled List tab)
- The Schedule tab within an individual activity
  - Use date filters to refine results and focus on relevant shifts

Schedule Settings

Schedule Settings allow administrators to control how volunteers and groups interact with activity schedules. These settings help fine-tune the volunteer experience, provide visibility into shift details, and reduce scheduling errors like double-bookings.

Access these settings by going to:
Configuration > Activities > Schedule Settings

These options apply system-wide and impact how activities, shifts, and assignments behave across your account.

Setting	Description
Enable Group Scheduling	Allows group profiles to sign up for activities and indicate how many members are attending.
Show Number of Shift Openings	Displays how many spots remain in a shift.
Allow Volunteers to See Who’s Assigned	Volunteers can view who else is scheduled. Names appear only if others have enabled their privacy settings.
Auto Confirm Assignments	Automatically confirms a volunteer’s assignment without requiring extra confirmation.
Warn Admins of Schedule Overlaps	Alerts admins if they assign someone to overlapping shifts. Admins can still proceed.
Prevent Volunteers from Self-Assigning to Overlapping Shifts	Blocks volunteers from signing up for overlapping shifts.

Additional Tips

Overlapping shifts? If you want to allow flexibility, keep the admin overlap warning ON and the volunteer overlap prevention ON. That way, admins stay informed and volunteers stay protected.
Anonymous names in shift rosters? Volunteers can control their name visibility under their own privacy settings in MyImpactPage.com. Admins cannot override this.
Don’t forget to Save! All changes require clicking the [Save] button at the bottom of the page to take effect.
You can still control visibility at the Activity level (e.g. whether confirmed volunteers can remove themselves, or when sign-up cut-offs apply). These are configured under each activity’s Visibility and Automation tab.

Identifying Anonymous Volunteers in Shift Rosters

If a volunteer appears as “Anonymous” in a shift roster, it’s because their profile settings do not allow their name to be displayed to other volunteers. Admins cannot override this preference, but they can identify which volunteers have it enabled and reach out to request a change if appropriate.

How to Identify Anonymous Volunteer Profiles

You can generate a report to see which volunteers have their visibility setting disabled:

Go to:
Reports > General Reports > Personal Profile Raw Data
Set Your Filters:
Choose which volunteer statuses to include (e.g., Active, Inactive, Applicant, etc.)
Click [Search] to generate your list
Customize the Report:
- In the "Columns to Include" section
- Check the box: ShowOnWhoIsScheduledForActivityShiftList
Run the Report:
- Click [View Profiles] to review results on-screen
- Or [Export Profiles] to download to Excel or another format

This lets you identify who has chosen to remain anonymous.

Managing Activities

Edit, View, Copy, Delete, Change Active Status, Edit Settings, Bulk Activity Updates

Quickly update, organize, or adjust your activities in one place.

The Managing Activities section gives administrators full control over individual or multiple activities. Whether you're editing details, copying an existing activity, changing visibility or status, or making bulk updates across several activities, this section streamlines your workflow.

You’ll learn how to:

View, edit, or print activity details
Copy existing activities to save time
Delete activities (with important considerations)
Change an activity’s active/inactive status
Adjust visibility, feedback, qualifications, and other settings
Apply bulk updates across multiple activities for faster management

These tools ensure your volunteer opportunities stay accurate, up-to-date, and aligned with your organization’s needs.

Edit Activities

Go to Configuration >> Activities >> Manage 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 tab you need, and make the desired changes
Click the [Save] button in that section
Click the [Close] button once all changes have been saved

Bulk Activity Updates

Apply changes to multiple activities at once — saving time and ensuring consistency across your scheduling setup.

Bulk updates allow administrators to modify multiple activities in one go — whether you’re updating visibility settings, adding qualifications, or shifting scheduling rules. This is especially useful for organizations managing large numbers of volunteer activities.

Important Note:
To ensure optimal software performance, bulk updates involving shift additions, self-scheduling, or auto-lock cannot be applied to activities with a combined total of over 100,000 existing shifts.
If you encounter this limit, consider using the “Clean Up Shifts” option in each activity to remove outdated or past shifts.

How to Use Bulk Activity Updates

Go to:
Configuration >> Activities >> Bulk Activity Updates
Filter Activities:
- Use filters at the top to narrow down your activity list
- Click the [Filter Activities] button
Select Activities:
- Use the checkboxes beside each activity
- You can also use the “Select All” option at the bottom of the list
Scroll to the “Change Selected” dropdown
- Choose the bulk action you want to apply (see table below)
Complete required fields based on the action selected
Confirm changes
- Check the confirmation box
- Click the appropriate [Update/Add] button

Bulk Update Options — At a Glance

Category	Available Actions
Basic Info	- Update Category - Update Activity Report Group - Update Application Form - Update Active Status - Update Hours Logging Setting - Update Group Signup Setting - Update Pre-Assigned Description - Update Post-Assigned Description - Update Internal Notes - Update Auto Log Setting - Allow volunteers to add themselves to the backup list
Visibility & Automation	- Update Visibility Settings - Update Minimum Volunteers - Update Self-Scheduling & Auto Lock - Update Confirmed Assignment Removal - Update Signup Cut-off
Qualifications	- Add Qualification - Remove Qualification
Feedback Fields	- Add Feedback Field - Remove Feedback Field
Classifications	- Add {Schedule} Classification - Remove {Schedule} Classification
Schedule	- Add Multiple Shifts
Notifications (Upgraded Accounts Only)	- Add Notification Administrator - Remove Notification Administrator - Set Notification Administrator - Remove All Notification Administrators

Tips & Best Practices

Preview First: Use filters strategically to narrow down the right set of activities before making changes.
Keep Descriptions Clear: When updating descriptions or notes, ensure they're understandable by all admins.
Batch Wisely: Avoid updating too many activities at once — especially when adding shifts — to prevent hitting system limits
Use "Inactive" Instead of Deleting: If unsure whether an activity will be used again, just change its status instead of removing it permanently.

Edit Activity While Assigning Volunteers

When assigning volunteers from the “Assign” menu options you can also edit some of the attributes of the activity / shift.

Go to: Assign >> Unscheduled List or Scheduled List
For long activity lists, use the filters in the top panel and click the [Filter Activities] button
Mouse over the Options icon to the left of the activity (unscheduled, seasonal) or shift (scheduled):
- Unscheduled Activities: Lock Activity / Unlock Activity
- Seasonal Activities: Lock Activity / Unlock Activity, Update Season Dates
- Scheduled Activities: Lock Shift / Unlock Shift, Edit Shift
  - “Edit Shift” enables changes to Basic Info and Override Activity Defaults

Note: The ability to lock or unlock a shift (or activity) is only available if “Auto Lock” has not been enabled for that activity.

Edit Activity Schedule Type

Activities can have one of three schedule types:

1. Scheduled: An Activity that has specific dates and times associated with it.

2. Unscheduled: An ongoing Activity that has no date or time associated with it. (ex. remote volunteers that are able to perform their work at any hour that works for them)

3. Seasonal: An Activity that has no time associated with it and is performed on the volunteer’s own time, but only occurs between two dates. (ex. unscheduled activities that are only needed during a particular season, month(s), or week).

Important Notes About Editing Activities:

Activity Type Restrictions: You can only change the Activity Type for a scheduled activity if it has only one shift. If there are multiple shifts, you’ll need to delete all but one before updating the type.
Scheduled vs. Unscheduled: An activity cannot be both Scheduled and Unscheduled at the same time. If you need the same activity in both formats, you must create two separate entries—one scheduled and one unscheduled.

Go to Configuration >> Activities >> Manage 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 “Update Activity Type”. The current name and schedule type for the activity will display.
Select the desired New Type from the drop list. The options displayed will depend on the current schedule type for the activity:
- Unscheduled change to:
  - “Scheduled”: specify a shift date with start and end time (you can add more shifts later by editing the Activity)
  - “Seasonal”: specify the start / end dates
- Scheduled change to:
  - “Seasonal”: specify the start / end dates
  - “Unscheduled”
- Seasonal change to:
  - “Scheduled”: specify a shift date with start and end time (you can add more shifts later by editing the Activity)
  - “Unscheduled”
Click the [Save] button

Copy, Delete, and View/Print Activities

Copy Activity

Go to Configuration > Activities > Manage Activities.
Use filters if needed, then click the blue [Filter Activities] button.
Hover over the Options icon next to the activity and select Copy.
Enter a new name for the copied activity.
Choose which items to include in the copy:
- Qualifications
- Feedback Fields
- Schedule Classifications (all types if enterprise)
- Associated Client (if Client Module enabled)
- Notification Administrators (if upgraded subscription)
- Current Shifts (past shifts excluded)
Click [Copy Activity] to create the duplicate.

Note: There is no need to change an activity status to active to be able to copy it - you can copy an Inactive activity.

___________________________

Delete Activity

Important

Activities with logged hours cannot be deleted; set these as Inactive instead.
Once deleted, it's not possible to recover the activity.

Go to Configuration > Activities > Manage Activities.
Use filters if needed and click [Filter Activities].
Hover over the Options icon next to the activity and select Delete.
You’ll be warned if volunteers are assigned to the activity.
Confirm by clicking [Delete].

___________________________

View/Print Activity

Go to Configuration > Activities > Manage Activities.
Use filters as needed, then click [Filter Activities].
Hover over the Options icon and click View.
To print, click the Print icon in the top left.
Click [Close] when finished.

Change Activity Active Status

While activities can’t be archived, setting an activity’s status to Inactive prevents volunteers from accessing it. Changing the status will impact its visibility on volunteer opportunity lists, calendars, and some reports, but all scheduling information and current assignments will remain unchanged.

Go to Configuration >> Activities >> Manage Activities
Choose the desired filters in the top panel to search for the activities you wish to change. For example:
- If you want to re-activate Inactive activities, filter for those activities with a Status of “Inactive”
- If you want to inactivate activities that are currently Active, filter for those activities with a Status of “Active”
Click the blue [Filter Activities] button
Mouse over the Options icon beside the Activity
Click on “Edit”
In “Basic Info”, check (or uncheck) the “This activity is active” box
Click the [Save] button in that section
Click the [Close] button

Note: Setting an activity to inactive does not automatically prevent volunteers from logging hours for it. Be sure to deselect that option separately if you want to disable hour logging.

Edit/Disable Activity Hours Logging

Go to Configuration >> Activities >> Manage 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”
In “Basic Info”, check (or uncheck) the “Allow Hours Logging” box to enable volunteers to log hours for this Activity
Click the [Save] button in that section
Click the [Close] button

Note: Regardless of this setting, an administrator will always be able to log hours on behalf of a volunteer, provided that they are not a Limited Access Administrator who is restricted from doing so.

Edit Activity Min/Max Volunteer Settings

Managing the number of volunteers for specific shifts is a common organizational need. In Better Impact, you have the flexibility to set default volunteer limits or customize them for individual shifts.

Go to Configuration >> Activities >> Manage 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 shifts you would like to change (or check the “Select All” button at the bottom)
In the “Change Selected” drop-down list near the bottom, choose:

Action	Description	Steps
Override Minimum Volunteers	Change the minimum number of volunteers needed	Enter the new minimum number Click the [Override Minimum Volunteers] button
Remove Minimum Volunteers Override	Reset the minimum number of volunteers	Click the [Remove Minimum Volunteers Override] button
Override Maximum Volunteers	Change the maximum number of volunteers allowed	Enter the new maximum number Click the [Override Maximum Volunteers] button
Remove Maximum Volunteers Override	Reset the maximum number of volunteers	Click the [Remove Maximum Volunteers Override] button

Once you have made all of the changes you wish, click the [Close] button

Tip: When editing multiple shifts, use the filter options on the Schedule page to quickly locate specific shifts needing adjustments.

Increase the page size in filters to view and manage more shifts at once.

Generating Activity Links

Activity links can only be generated for activities that are set to be visible to the public. The links that are generated for these activities will direct volunteers to your public volunteer page. In order to sign up for that activity, the volunteer will need to either apply to your organization or log in with their existing profile.

Public activities are visible to anyone with your public page link, requiring no login to access or sign up. Non-public activities, on the other hand, remain hidden and require authentication through a Better Impact account to view and sign up.

Generate Public Link to an Activity Category

A public link can be emailed or posted to advertise publicly visible Activities in a Category.

Important

This option will not be available if there are no Activities in the category that are not visible to the public.

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 green [Filter Activities] button
Mouse over the Options icon beside the Activity Category you would like to generate a link for
Click on “Get Public Link” to generate a preview, a long URL that you can add to your website (or a short URL that can be sent to someone), and HTML code

Generate Public Link to an Activity

A public link can be emailed or posted to advertise a publicly visible Activity.

Important

This option will not be available if the Activity is not visible to the public.

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 green [Filter Activities] button
Mouse over the Options icon beside the Activity you would like to generate a link for
Click on “Get Public Link” to generate a preview, a long URL that you can add to your website (or a short URL that can be sent to someone), and HTML code

Create Links for Non-Public Activities

This feature lets you generate shareable links for activities that are not visible on the public page. These non-public activities are only accessible to volunteers who are already part of your organization. The links can be shared directly, but recipients must log into their Better Impact account to view and sign up for the activity.

Switch to Volunteer View: Navigate to the top-right corner of the screen and select the person icon to switch to Volunteer View.
Locate Opportunities Tab: Go to the Opportunities Tab and then click on the Opportunities List.
Find the Activity: Identify the activity you wish to share and click its name.
Copy the URL: Once the activity page opens, copy the URL from your browser’s address bar. Non-public activity links require the recipient to log in to their Better Impact account to access the activity details.
Share that link with your volunteers.

Key Differences Between Public and Non-Public Activity Links

Visibility: Public activities are accessible to all without login, while non-public activities are restricted to authenticated users only.
Usage: Public links are suitable for broad sharing, whereas non-public links are intended for specific, logged-in volunteers.

Related Considerations

Always verify the visibility settings of activities before sharing links.
For non-public links, communicate to recipients that they must log in to access the activity.

How Volunteers Access and View Activities

To help your volunteers find and sign up for opportunities, here’s a step-by-step walkthrough you can share or explain:

How Volunteers Access and View Activities	Details
Step 1:	Log in at www.MyImpactPage.com
Step 2:	Click the Opportunities tab
This tab offers two ways to explore activities:
Option 1: Opportunity Calendar	- Best for volunteers who want to help on specific days
	- Click Opportunity Calendar
	- View scheduled activities on a calendar
	- Browse by day and select shifts matching availability
	Note: Only activities with scheduled shifts appear here

Option 2: Opportunity List	- Best for finding unscheduled or ongoing activities
	- Click Opportunity List
	- View all accessible activities, including those without specific dates
	- Great for flexible or recurring opportunities not shown on the calendar

By using both views, volunteers can explore all options and choose the ones that work best for their schedule and interests.

Volunteers' View of Their Schedule

Why Can’t a Volunteer See a Specific Activity?

There are several reasons why a volunteer might not see an activity listed under the Opportunities tab in MyImpactPage.com. Understanding how filters, visibility settings, and qualifications interact can help you troubleshoot quickly.

Summary Tips

Always confirm the activity has future shifts (if scheduled).
Remind volunteers to clear filters in both the web and app views.
Use the Assign tab > Activity link > Visibility summary to quickly pinpoint the issue.
Activities restricted by visibility or qualifications won't show unless those requirements are met.
Volunteers assigned to an activity will always be able to see it.

Common Reasons

Reason	Details	How to Fix
Volunteer-applied Filters	On MyImpactPage.com, volunteers can apply filters (e.g., Qualified, Generally Available, Signed Up, Scheduled, Backup List). These may hide certain activities.	Ask the volunteer to review and clear or adjust their filters on the Opportunities tab.
No Future Shifts	If a Scheduled Activity has no current or upcoming shifts, it won’t appear to volunteers.	Ensure the activity has at least one future shift.
Activity Visibility Settings	Activities may be restricted by status, qualifications, or general availability, limiting who can see them.	See the How to Diagnose Visibility Issues section below.
Missing Qualifications	Volunteers may not meet the activity’s required qualifications.	Check and update the volunteer’s Qualifications in their profile.
Not Assigned	Volunteers not assigned to a restricted activity may not see it, depending on its visibility settings.	Assign the volunteer to the activity or adjust its visibility settings.
Mobile App – Shifts Without Openings Hidden by Default	In the MyImpact app, only shifts with openings are shown by default. To view full shifts, volunteers must tap the filter icon and uncheck “Only include shifts with openings.”	Instruct the volunteer to tap the filter icon and uncheck “Only include shifts with openings.”

Note: Volunteers will always be able to see any activity to which they are already assigned, even if they wouldn’t otherwise qualify to view it.

How to Diagnose the Issue

If a volunteer can’t find a specific activity:

Edit the volunteer’s profile.
Click the Assign tab.
Click the Activity name in question.
- If you can't see the activity from the list, it means the volunteer is not qualified for it.
- Scroll up and uncheck the box for "Only include activities that the volunteer is qualified for" under Filter Activities
At the top of the pop-up window, review the visibility summary:
- Is [NOT] generally available
- Is [NOT] qualified
- Can [NOT] see this activity
Click:
- [View Qualification Details] to see missing qualifications.
- [View Visibility Details] to see visibility blockers.
Adjust the volunteer profile or activity settings as needed.

Why Can’t a Volunteer See a Specific Activity in Calendar View?

The Opportunity Calendar View on MyImpactPage.com is optimized for performance and will not show every available activity. The calendar view is not available on the app.

Here’s what may affect visibility:

What the Calendar Displays:

Scheduled Activities Only
Activities marked as Seasonal or Unscheduled won’t appear (no specific dates).
Visible Activities Based on Volunteer Status & Qualifications
Activities restricted to signed-up, assigned, or backup list volunteers will not be shown unless the volunteer meets those conditions.
Shifts with Openings Only
Full shifts are excluded from the calendar by default. Volunteers must switch to the Opportunity List to see full shifts.

Additional Notes:

The calendar shows up to 5 shifts per day that match the applied filters.
If more than 5 shifts exist, volunteers can click the “See all shifts” link to view the full list for that day.

Why Can’t I See the Activity I Want to Assign a Volunteer To?

Possible Reason	Details	What to Do
Filters are applied	Filters in the Assign tab may be limiting which Activities appear.	Clear all filters to see all available Activities.
General Availability filter	Only shows Activities that match the volunteer’s general availability.	Uncheck this filter to view all Activities, regardless of availability.
Qualifications filter	Hides Activities where the volunteer doesn’t meet the required qualifications.	Uncheck this filter to override and view all Activities.
Signed Up / Assigned / Backup List filters	Restrict the list to Activities the volunteer is already connected to.	Uncheck these to see other Activities.
Activity Category filter	May hide Activities not in the selected category.	Adjust or remove the filter to show all categories.
Activity is Inactive	Inactive Activities do not appear in the Assign tab.	Reactivate the Activity temporarily, or search in Manage Activities.
No current or future shifts	Activities without upcoming shifts are hidden from the Assign tab.	Add a current or future shift to the Activity to make it appear.

Wrapping Up: Confidently Managing Your Activities

Effectively managing your Activities ensures your volunteer program runs smoothly — from clear communication of opportunities to accurate tracking of engagement.

Whether you're creating new roles, editing existing ones, updating in bulk, or troubleshooting visibility, this guide gives you the tools to keep things organized and accessible for both staff and volunteers.

Tip: Periodically review your Activities to ensure they’re current, appropriately categorized, and aligned with your program’s goals.

For additional support:

Reach out to another Admin if needed
Contact Support by chat or email ([email protected])
Watch our Activities Training Video

Sterling Integration - All you need to know

Glossary and Abbreviations

Schedule Volunteers - Managing Assignments

How can I tell if a volunteer can see a specific Activity?

The Back Up List