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, start time, end time, shift role, 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.  Once the role is created you do not need to create it again, you just need to schedule the role.  For more information on managing shift roles click here

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 Role for, click the "Needs" button ().
   
   
   
   
3. You can also click the on the "Dashboard" button () 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 () and select "Project Needs".  Both will take you to the same place. 
   
   
   
   
4. 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 shifts (), schedule new shifts (), and to manage shift roles ().
   
   
5. To schedule shifts click the "+ Add Shifts" button ().
   
   
   
   
6. This will open the "Project Shift Scheduling" page. 
   
   
7. 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.)
      
      
      
      
8. 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.
     
     
     
     When you are satisfied with you configuration, click the "Save" button. 
     
     
9. This will take you to a confirmation page where you can review the scheduled shift dates as well as the sign-up times.
   
   
   
   When you are satisfied with the project shifts to be created, click the "Save" button. 
    
10. This will return you to the "Project Needs" page with your newly scheduled shift(s).

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 Single Shift

1. Locate the shift you wish to edit and click on the "Edit" button ().
   
   
   
   
2. 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.
     
     
     
     When you are satisfied with you changes, click the "Save" button. 
     
     
3. This will return you to the "Project Needs" page.  

Delete a Scheduled Shift

**You can only delete a project shift if there are no assignments on it.  You must first delete the assignments.  Click here for information on deleting shift assignments.**

1. Locate the shift you wish to delete and click on the "Delete" button ().
   
   
   
   
2. 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.
   
   
   
   After completion you will be returned to the "Project Needs" page with a confirmation message that the shift was deleted.