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Manually manage assignments on a project shift.

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An administrator or organizer may manually add, edit, or delete/withdraw a project shift assignment on behalf of a contact. 

In this list view of project shift assignments you will notice the following columns along with the shift details (date, times, day, name, etc.):

  • Staffed - This field displays staffing level for the shift in question.

    • Fully - The number of assignees on the need is equal to or above the "Maximum Required" number of volunteers configured on the need.
    • Minimally - The number of assignees on the need is equal to or above the "Minimum Required" number of volunteers but below the "Maximum Required" number of volunteers configured on the need.
    • Under- The number of assignees on the need is less than the "Minimum Required" number of volunteers configured on the need.

  • Required - The minimum and maximum number of contacts that are allowed to sign up for the same volunteer shift.  

  • Assigned - The number of contacts that have been assigned to this particular volunteer shift.  This includes those manually assigned as well as those who signed themselves up (if the project is configured to allow).

  • Pledged - The number of total shift slots that the assigned contacts have stated they will bring.   If "Group Sign-Up for Shifts" is enabled on the project, contacts can adjust the number of volunteers they will bring for specific shifts.

 

Add assignment(s) to a single project shift

To manually add an assignment to an existing project shift:

 

  1. Log into your VolunteerMatters system with the proper security access roles and then click on Projects. 

  2. On the Project you wish to add an assignment to, click the "Needs" button (Projects_Page_Needs_Button.png).

    Projects_Positions_01.png

    You can also click the on the "Dashboard" button (dashboard.jpg) which will open the "Project Dashboard" page.  The Project Dashboard provides a high level view of project analytics and data for administrators and organizers. An organizer must be assigned to a project to be able to manage it.  Then on the "Project Dashboard" click the "Manage" drop-down button (Manage.jpg) and select "Project Needs".  Both will take you to the same place. 

    Project_Dashboard_Needs_01.png

  3. This will open the "Project Needs" page.  You will see the various Project Needs: Shifts, Tasks, Items, and Positions.  On the top will be the "Project Shifts" panel. It will display the current shifts as well as a buttons to manage those existing shifts (Projects_Needs_All_Buttons.png), schedule new shifts (project-manage_shift_3a.png), and to manage shift roles (project-manage_shift_3b.png).

    Projects_Shifts_01.png
  4. On the shift you wish to add an assignment to, click the "Assign" button (2018-09-12_9-54-22.jpg

    Projects_Shifts_08.png


  5. This will open the assignment detail for the shift in question.

    Project_Assign_Shift_01.png

  6. Then click on "Choose Volunteers" to open the contact chooser.

    Project_Assign_Shift_02.png

  7. You can use the contact chooser to select any number of volunteers**.

    Project_Assign_Shift_03.png

    When you click "Choose" It will add all selected contacts to the 'Add New Assignments' area of the assignment detail.

  8. Click "Assign Volunteers" to add the new assignments.

    Project_Assign_Shift_04.png

  9. Once confirmed they will appear in the shift assignments list.

    Project_Assign_Shift_05.png


** It’s important to note that if you "check all" or "clear all" while in the chooser, it will only act on the records view-able in the list, not on all of the records that may have resulted from a search. For example, if your "Items" were set to 25, it would act on the 25 records displayed. If "Items" were set to 500, it would act on the 500 records displayed. The "Items" setting is at the top-middle of the chooser.

 

 

Edit Assignment(s)

 

  1. Log into your VolunteerMatters system with the proper security access roles and then click on Projects.

  2. On the Project you wish to edit an assignment, click the "Needs" button (Projects_Page_Needs_Button.png).

    Projects_Positions_01.png

    You can also click the on the "Dashboard" button (dashboard.jpg) which will open the "Project Dashboard" page.  The Project Dashboard provides a high level view of project analytics and data for administrators and organizers. An organizer must be assigned to a project to be able to manage it.  Then on the "Project Dashboard" click the "Manage" drop-down button (Manage.jpg) and select "Project Needs".  Both will take you to the same place. 

    Project_Dashboard_Needs_01.png

  3. This will open the "Project Needs" page.  You will see the various Project Needs: Shifts, Tasks, Items, and Positions.  On the top will be the "Project Shifts" panel. It will display the current shifts as well as a buttons to manage those existing shifts (Projects_Needs_All_Buttons.png), schedule new shifts (project-manage_shift_3a.png), and to manage shift roles (project-manage_shift_3b.png).

    Projects_Shifts_01.png

  4. On the shift you wish to edit an assignment, click the "Assign" button (2018-09-12_9-54-22.jpg

    Projects_Shifts_08.png


  5. This will open the assignment detail for the shift in question.  Here you will see those contacts already assigned to the shift.   An administrator can edit the number of "Pledges" volunteer spots, the "Attendance" toggle, "Credits" (hours) for the shift, as well as the the "Volunteer Comments".

    Project_Assign_Shift_06a.png

  6. To edit the number of Volunteer spots "Pledged", click on the edit link () next to the current "Pledged" number.  This will open up the "Update Pledged Value" window and you can then edit that number and click "OK".  This will update the number accordingly.  This will update the number of pledged volunteer spots accordingly for the contact assignment in question.

    Project_Assign_Shift_07.png

  7. Depending on your attendance settings for the project, a volunteer may be marked present by default or marked as absent until they either self-check-in or an administrator marks them as present.  On the administrative screen, a user with a "dash" is set as absent (or not yet present) while those with a check mark are designated as being or having been present.  Clicking the icon toggles the state between absent and present.   Click here more information on this process.

    Project_Assign_Shift_08.png

  8. To edit the number of "Credits" hours, click on the edit link () next to the current "Credits" number.  This will open up the "Update Credited Hours" window and you can then edit that number and click "OK".  This will update the number of hours credited accordingly for the contact assignment in question.

    Project_Assign_Shift_09.png

  9. Depending on your settings for the project, a volunteer may be able to submit and edit comments on a volunteer assignment.  On the administrative screen, depending on your screen width, the volunteer comments may be hidden and you may need to the "+" sign to view the comments.  In rare cases, an administrator may be required to edit or remove a volunteer's comment.  To edit the volunteer's comment, click on the edit link () next to the current comment.  This will open up the "Update Volunteer Comment" window and you can then edit that comment and click "OK".  This will update the comment accordingly.  If the comment needs to be removed, just highlight the text and remove before clicking "OK".   Click here more information on this process.

    Project_Assign_Shift_10.png

 

 

Delete/Remove Assignment

 

  1. Log into your VolunteerMatters system with the proper security access roles and then click on Projects.

  2. On the Project you wish to delete an assignment, click the "Needs" button (Projects_Page_Needs_Button.png).

    Projects_Positions_01.png

    You can also click the on the "Dashboard" button (dashboard.jpg) which will open the "Project Dashboard" page.  The Project Dashboard provides a high level view of project analytics and data for administrators and organizers. An organizer must be assigned to a project to be able to manage it.  Then on the "Project Dashboard" click the "Manage" drop-down button (Manage.jpg) and select "Project Needs".  Both will take you to the same place. 

    Project_Dashboard_Needs_01.png

  3. This will open the "Project Needs" page.  You will see the various Project Needs: Shifts, Tasks, Items, and Positions.  On the top will be the "Project Shifts" panel. It will display the current shifts as well as a buttons to manage those existing shifts (Projects_Needs_All_Buttons.png), schedule new shifts (project-manage_shift_3a.png), and to manage shift roles (project-manage_shift_3b.png).

    Projects_Shifts_01.png

  4. On the shift you wish to delete an assignment, click the "Assign" button (2018-09-12_9-54-22.jpg

    Projects_Shifts_08.png


  5. This will open the assignment detail for the shift in question. Here you will see those contacts already assigned to the shift. 

    Project_Assign_Shift_06a.png

  6. To delete an assignment, click on the delete link () on the far right of the assignment. 

    Project_Assign_Shift_11.png

  7. This will open up the "Are you sure?" window and you can then click "Yes, delete" to remove the assignment.

    Project_Assign_Shift_12.png


  8. Once this is done you will be returned to the assignment detail for the shift in question.
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