Schedule a Volunteer

Volunteers are scheduled onto an event: a service, a rehearsal, a workday. Everything happens on the event itself, so you can see the whole Sunday in one place.

Before you start

• The event is on the calendar. See Add an Event.
• The team and its positions exist. See Create a Team.

Steps

1. Choose Calendar in the sidebar, open the event, and find Volunteers.

   

2. Under Schedule Someone, choose the Team and the Position.

3. Say how many are needed for that position and choose Set needed count for this position. That is what turns an empty rota into a staffing gap you can see.

4. Search for the person, choose them from the list, and add a note if it helps.

   

5. Choose Schedule.

Church HQ emails them and asks them to accept or decline.

Watching the gaps

The event lists each position as accepted / needed, in red while it is short and green once it is covered. That is the list to run down on a Thursday.

If someone has no portal account

Church HQ says so: This person needs portal access before they can be scheduled, send an invite now? Choose Send Invite and Schedule and it does both: the invitation goes out, and they are scheduled once they are in.

This is deliberate. A volunteer needs somewhere to accept or decline, and that is the Member Portal.

How volunteers answer

• From the email, with one click, without signing in. See Accept or Decline from the Email.
• In the Member Portal, where they can see everything they are scheduled for. See Respond in the Member Portal.