Overview

Welcome to the Group Scheduler Tool - The page you will be for most of your time while using Group Scheduling! This page allows you to schedule your volunteers both automatically and manually, send confirmation emails, and view confirmation statuses!
In this section, we will cover the main components of this page and what their functions are.

1. Help Button

This help button exists on this main page of the group scheduler tool as well as the analytics page. It allows you to view a legend that describes various aspects of the tool and how to use/read them!   If you are ever stuck on an aspect or feature of either of these pages, be sure to reference this button as it may contain the answers you are looking for. 

2. The Auto Scheduling Tool

Easily the most useful in all of Volunteer Scheduling - the Auto Schedule tool will grab Volunteers from within the selected Check-In Group (group with check-mark) who are available to serve that service and place them automatically without you having to manually drag in each member!
This feature also takes into account the volunteer’s serving preferences! It’s important to note - the auto schedule tool will not work unless a capacity has been set for that group. You will know if a capacity has not been set if the group name has a triangle with an exclamation point next to it.

3. Add Group Members Button

Clicking on this plus button allows you to add volunteers who are a part of the selected group. Once clicked on, a pop-up will show you all of the volunteers who are a part of their selected group, what their preferences are, and if they have any scheduling conflicts (indicated in red).

With this newer version of Volunteer scheduling, you are able to schedule volunteers for the same service time in different roles. Giving you the flexibility that is sometimes needed!

Always remember - you are able to use the auto-scheduler tool to automatically place these volunteers in schedules!

4. Scheduler Service Time & Group

This section showcases how the groups and times are set up. Each column is organized by your Campuses service time. And the rows underneath is are the Groups that are enabled for that service time.

5. Volunteer Confirmation

Volunteers confirmation statuses are indicated by the green, grey, or red ring around their profile pictures.

Green - Accepted Invite

Grey - Pending Invite

Red - Declined Invite

The bars underneath your volunteer’s names are an indicator of how well you are meeting your capacities.

Red Bar - Minimum Capacity has not been met.

Yellow Bar - Minimum Capacity has been met but not desired Capacity

Green Bar - Desired Capacity has been met

6. Send Now Button

Clicking this button will send out the confirmation emails you have curated for your volunteers that have been placed in these scheduler groups and have not received a confirmation email yet!
Once they receive these emails - they will be able to accept or decline the schedules directly from that same email! (If the volunteer is signed up for multiple, they will be taken to a page that allows them to accept or decline the multiple schedules)
This is the button you will click once you have filled the necessary schedules with volunteers and you want confirmation emails to be sent!