Understanding open shift requests

Can Volunteers select their shifts?

Yes. You can set up a schedule full of open shifts and allow your volunteers to select the shifts that suit them. This is especially beneficial for event-based volunteering, where you have a large group of volunteers to schedule.

When a volunteer selects a shift, it's considered "requested" until you approve it.

Setting up the open shifts

In the program schedule, set up the open shifts that volunteers can select from. This can be done before or after volunteers are added to a program. Learn how to add open shifts, including the available options.

Eligibility for an open shift

If your program has multiple roles, please keep in mind that volunteers can request only open shifts assigned to their specific role. For example, Role A volunteers cannot request shifts in Role B. This is beneficial if, for example, you have volunteers with specific skills, such as technical support.

Therefore, roles should be a general categorisation or grouping of volunteers. 📖 You can learn more about roles and secondary roles.

If any volunteer from any role can fill a shift, add it under 'Unassigned'. This could be useful if, for example, there is an information session you need all volunteers to attend.

In the above example, volunteer Ally will be able to request any of the 'General Volunteer' role open shifts as well as the open shift under the 'Unassigned' role.

What does the volunteer see?

When ready, the schedule can be emailed to volunteers. They will receive an email with a link to a unique page with available open shifts they can request.

In the above example, the volunteer can see any shifts they have requested (1) and the available open shifts they can request, organised by shift title (2). The volunteer can view shift information (3) before requesting the shift.

How to respond to requested shifts

When a volunteer requests a slot on an open shift, you will need to approve or deny the request.

When a request comes in, you will see a notification in the program schedule on the Requested shifts button.

1. Select the Requested shift button; this will trigger the requested shift pane to slide out

2. Select either to approve or deny each request

3. The outcome will show on both the program schedule and the volunteer's schedule

When you deny a request, the 'slot' allocated to the request will become available for other volunteers.

Does the volunteer know the outcome?

Yes. Volunteers received a notification message indicating the request outcome.