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Manage Project Needs - Shifts

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Project Needs

There are four types of needs you can add to a project.  Needs can be shifts, tasks, items, or positions.

In this solution we will discuss shifts.

A shift has a date, role, sign-ups (start/end times and the min/max assignees).

The role must be created first. A role is a specific job an individual may perform as part of their volunteer shift. This should communicate the duties and procedures required to be successful in this role. For each role, you may specify a minimum age (in years) to work this shift. Volunteers under the specified age will not be allow to sign up for this role. Additionally, you may specify one or more credentials that may be required to sign-up for this role. For example, one role may require a special background check, a drivers license, or a medical certification. If the volunteer does not yet have one or more of the credentials, the system will give the volunteer the opportunity to apply for it/them.

 Once the role is created you do not need to create it again, you just need to schedule the role.

 

Create a Shift Role

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

  2. On the Project you wish to create a shift role for, click the "Manage" button ().

    project-manage_1.png

  3. This 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.  On the "Project Dashboard" click the "Manage" drop-down button and select "Setup".

    project-manage_2.png

  4. This will open the "Project Setup" page. Along the lefthand side of the page you will see the Project Needs: Shifts, Tasks, Items, and Positions.  On the top will be the "Project Shifts" panel. If no previous shift roles have been defined it will display the following:

    project-manage_shift_1.png

    If shift roles have been created on the project it will display the current shifts as well as a buttons to schedule shifts (project-manage_shift_3a.png) and to manage shift roles (project-manage_shift_3b.png).

    project-manage_shift_2.png

  5. You will then click either the "Manage Roles" or "Shift Roles" button. 

  6. This will open the "Volunteer Shift Roles" page.  Here you can see the existing roles and their configuration (if created).  To add a new role click the "Add Role" button (project-manage_shift_4a.png).

    project-manage_shift_4.png

  7. This will open the "Project Volunteer Role" creation page. Here you can configure the following shift role fields: 

    • Name - role label
    • Description - This should communicate the duties and procedures required to be successful in this role.
    • Minimum Age - For each shift, you may specify a minimum age (in years) to signup and work this position.
    • Required Credentials - For each shift, you may specify one or more credentials that may be required to sign-up for this position. For example, one shift may require a special background check, a drivers license, or a medical certification. If the volunteer does not yet have one or more of the credentials, the system will give the volunteer the opportunity to apply for it/them. You do not need to specify those globally required credentials as they are included by default as all volunteers must have them.

      project-manage_shift_5b.png

      When you are satisfied with you configuration, click the "Save" button. 

  8. This will return you to the "Volunteer Shift Roles" page with the new shift role added to the list of Volunteer Shift Roles. 

  9. You can then click on the "Back to Project" button which will bring you back to the project setup page.

 

It is now ready for an administrator or organizer to schedule shift with. 

 

Edit a Shift Role

  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 a shift role for, click the "Manage" button ().

    project-manage_1.png

  3. This 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.  On the "Project Dashboard" click the "Manage" drop-down button and select "Setup".

    project-manage_2.png

  4. This will open the "Project Setup" page. Along the lefthand side of the page you will see the Project Needs: Shifts, Tasks, Items, and Positions.  On the top will be the "Project Shifts" panel. To edit an existing shift role click on the shift roles button (project-manage_shift_3b.png).

    project-manage_shift_6.png

  5. This will open the "Volunteer Shift Roles" page.  Here you will see the existing roles and their configuration.  Locate the shift role you wish to edit and click on the edit icon/link (project-manage_shift_7.png).

    project-manage_shift_9.png

  6. This will open the "Project Volunteer Role" detail page. Here you can edit the existing configuration for the shift role for the following fields: 

    • Name - role label
    • Description - This should communicate the duties and procedures required to be successful in this role.
    • Minimum Age - For each shift, you may specify a minimum age (in years) to signup and work this position.
    • Required Credentials - For each shift, you may specify one or more credentials that may be required to sign-up for this position. For example, one shift may require a special background check, a drivers license, or a medical certification. If the volunteer does not yet have one or more of the credentials, the system will give the volunteer the opportunity to apply for it/them. You do not need to specify those globally required credentials as they are included by default as all volunteers must have them.

      project-manage_shift_5b.png

      When you are satisfied with you configuration, click the "Save" button. 

  7. This will return you to the "Volunteer Shift Roles" page with the updated shift role values. 

  8. You can then click on the "Back to Project" button which will bring you back to the project setup page.

NOTE: This will not update shifts previously scheduled with this role with the changes you make.  This will only be for future scheduled shifts.

Delete a Shift Role

  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 a shift role for, click the "Manage" button ().

    project-manage_1.png

  3. This 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.  On the "Project Dashboard" click the "Manage" drop-down button and select "Setup".

    project-manage_2.png

  4. This will open the "Project Setup" page. Along the lefthand side of the page you will see the Project Needs: Shifts, Tasks, Items, and Positions.  On the top will be the "Project Shifts" panel. To edit an existing shift role click on the shift roles button (project-manage_shift_3b.png).

    project-manage_shift_6.png

  5. This will open the "Volunteer Shift Roles" page.  Here you will see the existing roles and their configuration.  Locate the shift role you wish to delete** and click on the delete icon/link (project-manage_shift_8.png).

    project-manage_shift_10.png

  6. The system will confirm whether you wish to delete the shift role in question with the "Are you sure?" modal window.  If you are sure, click "Yes, Delete" to delete the shift role.

    project-manage_shift_11.png

    After completion you will be returned to the "Volunteer Shift Roles" page with a confirmation message that the shift role was deleted.

    project-manage_shift_12.png

  7. You can then click on the "Back to Project" button which will bring you back to the project setup page.

NOTE: Deleting a role will NOT effect previously scheduled shifts. 

 

Scheduling a 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 schedule a shift for, click the "Manage" button ().

    project-manage_1.png

  3. This 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.  On the "Project Dashboard" click the "Manage" drop-down button and select "Setup".

    project-manage_2.png

  4. This will open the "Project Setup" page. Along the lefthand side of the page you will see the Project Needs: Shifts, Tasks, Items, and Positions.  On the top will be the "Project Shifts" panel. If no previous shift roles have been defined it will display the following:

    project-manage_shift_1.png

    At that point you will need to add a Shift Role following the instructions above.

    If shift roles have been created on the project it will display the current shifts as well the  button to schedule shifts (project-manage_shift_3a.png).

    project-manage_shift_13.png

  5. This will open the "Project Shift Scheduling" page. 

  6. With your roles defined, you can now specify a rule for the date(s) of the shift(s) or rules for a recurring shift.

    You may specify:

    1. Single Day
    2. Weekly - The shift might recur weekly (e.g., every Tuesday and Thursday)
    3. Monthly (e.g., the 1st of every month or the 2nd Monday of every other month, etc.)

      project-manage_shift_14.png
  7. With your roles and dates defined, you then will specify the time slots (start/end times, and the min and max for each role). The same role(s) may be selected multiple times if that role is required for multiple time slots for each day chosen:

    • Role - The shift role you are scheduling for that sign-up on the date(s) selected.  There will be a list of the existing roles and their definition/configuration on the right hand side of the page for your reference.
    • Start Time
    • End Time
    • Minimum Required - The minimum number of available slots on the shift sign-up.  This is only informational for staffing. 
    • Maximum Required - The maximum number of available slots on the shift sign-up.  Once this number is hit, the shift will no longer be available for signup from a volunteer's perspective.

      project-manage_shift_15.png

      When you are satisfied with you configuration, click the "Save" button. 

  8. This will take you to a confirmation page where you can review the scheduled shift dates as well as the sign-up times.

    project-manage_shift_16.png

    When you are satisfied with the project shifts to be created, click the "Save" button. 
     
  9. This will return you to the "Project Setup" page with your newly scheduled shift.

It is now ready for volunteers to view and sign up for (if the project is visible in the catalog) and/or for administrators to manually manage assignments

 

Edit a Scheduled Shift

  1. On the Project you wish to edit a shift for, click the "Manage" button ().

    project-manage_1.png

  2. This 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.  On the "Project Dashboard" click the "Manage" drop-down button and select "Setup".

    project-manage_2.png

  3. This will open the "Project Setup" page. Along the left-hand side of the page you will see the Project Needs: Shifts, Tasks, Items, and Positions.  On the top will be the "Project Shifts" panel.  Locate the shift you wish to edit and click on the edit icon/link (project-manage_shift_7.png).

    project-manage_shift_18.png


  4. This will open the "Project Shift Need" configuration page.  Here you can edit the following shift fields:
     
    • Name
    • Description
    • Minimum Required - The minimum number of available slots on the shift sign-up.  This is only informational for staffing. 
    • Maximum Required - The maximum number of available slots on the shift sign-up.  Once this number is hit, the shift will no longer be available for sign-up from a volunteer's perspective.
    • Shift Date
    • Shift Start Time
    • Shift End Time
    • Minimum Age - For each position, you may specify a minimum age (in years) to signup and work this position.
    • Required Credentials - For each shift sign-up, you may specify one or more credentials that may be required to sign-up for this shift. For example, one shift may require a special background check, a drivers license, or a medical certification. If the volunteer does not yet have one or more of the credentials, the system will give the volunteer the opportunity to apply for it/them.  You do not need to specify those globally required credentials as they are included by default as all volunteers must have them.

      project-manage_shift_19.png

      When you are satisfied with you changes, click the "Save" button. 

  5. This will return you to the "Project Setup" page.  

 

Delete a Scheduled Shift*

*The system will currently allow you to delete shifts that have already been assigned to a contact. This will be changed with future development.  Please at this juncture please make sure your shift does not have a volunteer assignment prior to deleting. 

  1. On the Project you wish to delete a shift for, click the "Manage" button ().

    project-manage_1.png

  2. This 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.  On the "Project Dashboard" click the "Manage" drop-down button and select "Setup".

    project-manage_2.png

  3. This will open the "Project Setup" page. Along the left-hand side of the page you will see the Project Needs: Shifts, Tasks, Items, and Positions.  On the top will be the "Project Shifts" panel.  Locate the shift you wish to delete and click on the delete icon/link (project-manage_shift_8.png).

    project-manage_shift_20.png

  4. The system will confirm whether you wish to delete the shift in question with the "Are you sure?" modal window.  If you are sure, click "Yes, Delete" to delete the shift.

    project-manage_shift_21.png

    After completion you will be returned to the "Project Setup" page with a confirmation message that the shift was deleted.

    project-manage_shift_22.png

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