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Self-Scheduling Rules

Self-Scheduling Rules

Openings or Any Times

Self-Scheduling Alerts

Receiving Self-Scheduling Alerts by Email

Every Assignment you track in Volgistics may optionally include a volunteer schedule.

You can tailor the way each Assignment's schedule works, depending on the needs of the Assignment. For example, you can have some Assignments for which volunteers must serve only on specific dates at specific times (these are called openings), while other Assignments may permit scheduling on any dates or times. Or you can have some Assignments where any volunteer can self-schedule to serve and other Assignments where only volunteers you've given a Role in the Assignment can self-schedule.

The Rules tab in the Assignment record is where you specify how you want the schedule to work for a specific Assignment. If you're not already on the Rules tab you can get there like this:

  1. Choose Assignments from the menu.
  2. Select the Assignment where you wish to review or update the Rules tab.
  3. Click on the Rules tab.

Rules Tab is Missing

If you do not see the Rules tab, you may have selected a Site or Place record instead of an Assignment record. You can learn more about how each record appears in Assignments, Sites, and Places Overview.

If you are on an Assignment record and you still do not see the Rules tab, your Volgistics System Operator rights do not provide access to this area. If you have questions about your operator rights, contact your organization's Volgistics Administrator.

Who Can Sign-up for This Schedule?

If you use the self-scheduling features to allow volunteers to schedule themselves in the VicNet portal or at the VicTouch time stations, you can use the controls in this section to specify which volunteers are allowed to schedule themselves or be scheduled by a Coordinator for this Assignment. For example, you may have some Assignments that only Adult volunteers may perform; or you may want volunteers to schedule themselves or be scheduled by coordinators only for the Assignments to which they are specifically assigned (on their Service tab).

Volunteers Cannot Schedule Themselves or Be Scheduled by Coordinators

If you choose this option, no volunteers can be scheduled for this Assignment with the volunteer information center self-scheduling features. That is, volunteers are unable to schedule themselves for this Assignment, and Coordinators are also unable to schedule any volunteers in this Assignment. With this option selected, the only way volunteers will be scheduled in this Assignment is if a Volgistics System Operator, specifically schedules them from within Volgistics.

This option works great for Assignments where you want to hand pick which volunteers serve. It can also be used to put a schedule in place now, but open it up to volunteers later. You will just need to update the setting when you want to open self-scheduling to the volunteers.

Volunteers Can Schedule Themselves or Be Scheduled by a Coordinator if Their Record Has

Choose this option if you want certain (but not all) volunteers to be able to schedule themselves for this Assignment and you want Coordinators to be able to schedule some (but not all) of their volunteers for this Assignment. When you choose this option, you must use the following controls to specify which volunteers can be scheduled with the volunteer information center self-scheduling features:

One of These Volunteer Statuses

Select the volunteer Status(es) that volunteers must have in order to be able to schedule themselves or be scheduled by Coordinators for this Assignment. For instance, check only Active if you only want volunteers whose status is Active to be able to schedule themselves. Each volunteer's Status is shown on their Core tab.

You may check any combination of Statuses, but you must select at least one Status in order for self scheduling to work.

If you want volunteers to be able to schedule themselves for this Assignment and Coordinators to be able to schedule their volunteers for this Assignment no matter what their Status is, check all of the Statuses.

One of These Roles in This Assignment

Use the checkboxes in this section if you only want volunteers to be able to schedule themselves or be scheduled by Coordinators if they have this Assignment (if this Assignment appears on the Service tab in their record). In this case, check the Role(s) that the volunteers must have in this Assignment in order for them to be able to schedule themselves or be scheduled by a Coordinator.

For example, if you only want to allow volunteers to schedule themselves or be scheduled by a Coordinator for this Assignment if their Role in the Assignment is Assigned, then check the Assigned checkbox.

You may check any combination of Roles.

If you want volunteers to be able to schedule themselves or be scheduled by Coordinators for this Assignment even if they do not have this Assignment on their Assignment tab, do not check any of the Roles in this section.

A Match

If you use volunteer and Assignment matching, check They match this assignment to allow volunteers to schedule themselves or be scheduled by Coordinators when they are matched to an Assignment. If you have disabled the matching features, this checkbox will not appear.

In order for matched opportunities to show for volunteers, you must also select at least one Role. We recommend the Assigned Role because volunteers are given this Role automatically when they self-schedule if automatic Assignment tracking is enabled. This will allow matched volunteers to continue to self-schedule for the Assignment after the first time they schedule.

This Flag

If you want volunteers to be able to schedule themselves or be scheduled by a Coordinator for this Assignment only if they have a particular Flag on their Core tab, select that Flag here.

For example, if you have a Flag for Red Team, and only Red Team volunteers should be allowed to schedule themselves or be scheduled by a Coordinator for this Assignment, select the Red Team Flag here.

This Type

If you want volunteers to be able to schedule themselves or be scheduled by Coordinators for this Assignment only if they have a particular Type on their Core tab, select that Type here.

For example, if you have a Type called Adult and only Adult volunteers should be allowed to schedule themselves or be scheduled by Coordinators for this Assignment, select the Adult Type here.

Any Volunteer Can Schedule Themselves or Be Scheduled by a Coordinator

Choose this option if you want any volunteers to be able to schedule themselves or be scheduled by a Coordinator for this Assignment.

Troubleshooting: Volunteers Are Not Able to Self-Schedule

If you set up self-scheduling but volunteers are not able to see opportunities, the most likely reason is the volunteers do not have the correct Status or a Role that is required for self-scheduling. For example, if the Rules tab of an Assignment called Tutor is set up as shown below, only volunteers with the Active Status who also have a Role of Assigned, Trainee, or Subsititute in the Tutor Assignment will be able to self-schedule.

Image of schedule rules settings

If a volunteer cannot self-schedule for the Tutor Assignment, first check on the Core tab of the volunteer's record to make sure they have the correct Status. Then select the volunteer's Service tab to make sure they have an Assigned, Trainee, or Substitute Role in the Tutor Assignment.

Image of a volunteer record that is eligible to self-schedule

If the volunteer has the correct Status and Role in the Assignment, here's some other reasons they would not see opportunities to self-schedule:

  • The Allow scheduling for settings on the Rules tab of the Assignment prevent self-scheduling. If Openings only is selected, there must be unfilled opening slots on the assignment's schedule. If Any times on these days, there must be days of the week checked.
  • The volunteer does not meet all of the requirements set on the Rules tab of the assignment. For example, if the Rules tab is set to require the volunteer to have an Active Status, a Role of Assigned or Substitute, and a CPR Certified Flag, volunteers who have the correct Status and a correct Role, but not the correct Flag, will not be able to self-schedule.
  • The opportunities to serve are outside of the date range settings on the self-scheduling Setup page. For example, let's say you allow volunteers to schedule themselves one month in advance. If a volunteer views the schedule on June 3rd, openings on July 18th will not show because they are more than one month away.
  • If your organization uses Site Level Access, volunteers must have the Site the assignment appears under listed on the Core Tab of their record in order to see the self-scheduling opportunities for the assignment. You can learn how to add Sites to the Core tab of a volunteer record in Assign Volunteers to Site.

Allow Scheduling For

Use this option to control the way volunteers may be scheduled for this assignment.

This option affects the way Volgistics System Operators may schedule volunteers for this Assignment on the Schedule tab of the volunteer record. If you use self-scheduling, this option also affects the way volunteers may schedule themselves as well as how Coordinators may schedule their volunteers for this Assignment.

Openings Only

Select this option if you want to schedule volunteers in this Assignment only for specific days and times. This is the best option for Assignments where structured schedules are important; and when you need to have a specific number of volunteers scheduled.

When you select this option you must add one or more openings to the schedule.

When you select this option, and scheduling is done from the Schedule tab of the volunteer's record, System Operators can only add volunteers to this Assignment's schedule for the days and times for which there are openings. Once all of the openings are filled on a given date, no additional volunteers may be scheduled (unless you add more openings).

If you select this option and you use self-scheduling, volunteers will only be able to schedule themselves in this Assignment for the days and times of your openings. Once all of the openings on a given date are filled, volunteers can no longer schedule themselves for that date (unless you add more openings).

Any Times on These Days

Select this option if it is okay to schedule volunteers in this Assignment with any start and stop time, on any day or on specific days of the week. This is the best option for Assignments where structured schedules are not needed, such as self-paced or self-directed service; and when the number of volunteers scheduled for any day or time is not important.

When you select this option volunteers can be added to this schedule for any times on any of the days you mark here.

If you select this option and you use self-scheduling, volunteers will be able to sign themselves up for this Assignment on any day(s) you have indicated here, for any times they choose. Note that Coordinators are not able to schedule volunteers for any times, so even when this option is selected Coordinators are only able to schedule their volunteers in existing schedule openings.

When you choose Any times, the times volunteers may be scheduled are bound by the Hours of operation you set on the Scheduling Ground Rules page in Setup. For example, if you set your hours of operation to 7:00 a.m. through 10:00 p.m., volunteers may be scheduled for any times, but only between 7:00 a.m. and 10:00 p.m.

Navigating Between Assignments

If you are working with your Assignments and need to move to another Assignment under the same Site and Place, you do not need to select Assignments from the menu. Instead, you can use the Next and Previous buttons to navigate through your Assignments. These buttons appear at the top and bottom of your Assignment records.

Location of Next and Previous Buttons

If you have more than one Site or Place record, the Site and Place names at the top can help you keep track of where the Assignment is located in your Site, Place, and Assignment hierarchy.

Example of Site, Place, and Assignment Hierarchy

Self-Scheduling Alerts

If you use the VicNet portal or VicTouch time stations, and you allow volunteers to add or remove themselves from schedules, you can send alerts to a specific Volgistics System Operator - and/or the Assignment's Coordinators - each time volunteers add or remove themselves from the schedule for the selected Assignment.

This capability aids in keeping staff and supervisors aware of any schedule changes, and it allows them the most time possible to reassess their service needs.

If a Volunteer Schedules Themselves for This Assignment

Use this section if you want to send alerts when volunteers choose to add themselves to the schedule for this Assignment.

Send an Alert to the Volgistics Mailbox for This Volgistics Operator

Marking this checkbox will cause an automatic alert to be sent to the In Box tab of the Volgistics Mailbox whenever volunteers add themselves to this Assignment's schedule. The alert will be visible to all operators who share the mailbox, but will show as being To the System Operator you choose from the dropdown list.

Hint

If there are multiple Volgistics System Operators who want to receive the alerts, or if the System Operators want to receive the alerts by email or text message, you can make each of these System Operators Coordinators for this Assignment. Then select the option below to send alerts to the Assignment's Coordinators.

Send an Alert to This Assignment's Coordinators

Marking this checkbox will cause an automatic alert to be sent to the Coordinators for this Assignment each time volunteers add themselves to the schedule for this Assignment. If your account has enabled text messaging, and the Coordinator has opted-in to text messaging, then the alert will be sent as a text message. Otherwise, the Coordinator will receive the alert by email.

If the Assignment has more than one Coordinator, the alerts will go to each of them. If a Coordinator does not have an email address in their Coordinator record, the alerts cannot be sent to them.

Send These Alerts For

If you want to send these automatic alerts for all volunteers who add themselves to this schedule, select Any volunteer who schedules themselves.

Alternatively, you may want to send these automatic alerts only when certain types of volunteers add themselves to this schedule. For example, you may only want to send these alerts for Junior volunteers and not Adults. In this case, choose Only volunteers who have, and then select a Flag, Type, or Kind value that identifies the type of volunteers for whom these alerts are to be sent. When you choose the Only for volunteers who have option, automatic alerts will not be sent when volunteers who do not have the selected Flag, Type or Kind add themselves to this Assignment's schedule.

If a Volunteer Removes Themselves From This Assignment's Schedule

Use this section if you want to send alerts when volunteers choose to remove themselves from the schedule for this Assignment.

Send an Alert to the Volgistics Mailbox for This Volgistics Operator

Marking this checkbox will cause an automatic alert to be sent to the In Box tab of the Volgistics Mailbox whenever volunteers remove themselves from this Assignment's schedule. The alert will be visible to all operators who share the mailbox, but will show as being To the System Operator you choose from the dropdown list.

Send an Alert to This Assignment's Coordinators

Marking this checkbox will cause an automatic alert to be sent to the Coordinators for this Assignment each time volunteers remove themselves from the schedule for this Assignment. If your account has enabled text messaging, and the Coordinator has opted-in to text messaging, then the alert will be sent as a text message. Otherwise, the Coordinator will receive the alert by email.

If the Assignment has more than one Coordinator, the alerts will go to each of them. If a Coordinator does not have an email address in their Coordinator record, the alerts cannot be sent to them.

Send These Alerts For

If you want to send these automatic alerts for all volunteers who remove themselves from this schedule, select Any volunteer who removes themselves from the schedule.

Alternatively, you may want to send these automatic alerts only when certain types of volunteers remove themselves from the schedule. For example, you may only want to send these alerts for Junior volunteers and not Adults. In this case, choose Only volunteers who have, and then select a Flag, Type, or Kind value that identifies the type of volunteers for whom these alerts are to be sent. When you choose the Only for volunteers who have option, automatic alerts will not be sent when volunteers who do not have the selected Flag, Type or Kind remove themselves from the Assignment's schedule.

Other Options

This section controls other options related to schedules for a specific Assignment.

Allow Volunteers to Add Schedule Entry Notes in VicNet

If your account's service level includes the VicNet portal, your volunteers can add or update schedule entry notes. Check this option if you want to allow them to do this. In addition to this setting, your account's self-scheduling settings must be set up to enable the ability to add notes. The self-scheduling settings include the option to check or uncheck this box for all of your Assignments at once so you do not need to go to the Rules tab of every assignment.

Please keep in mind that this will allow volunteers to modify or remove a schedule entry note a System Operator or Coordinator has entered. If you do not want volunteers to be able to do this, do not check this box.

Never Include This Schedule on Online Volunteer Application Forms

If you use online volunteer application forms, you can optionally let new applicants indicate their schedule preference(s) when they apply. Check this box if you do not want schedule openings for this Assignment to appear on the application form.

Display Volunteer Schedule Preferences for This Assignment

If you collect online application forms that allow applicants to choose the schedule openings they want to serve in, you can optionally display their selections on the schedule for this Assignment as shown in Working With Schedule Preferences.

Check this option if you're still scheduling for this Assignment, and you want to see which volunteers have a preference for a schedule opening in this Assignment. You can then easily schedule volunteers based on their preference simply by clicking the Add to schedule link that appears on each schedule preference entry.

Leave this option un-checked if you do not want to see volunteer schedule preferences for this Assignment.

Make This the Default Setup

Click this button if you want all of the new Assignment records you add in the future to have the same Schedule Setup settings as the Assignment record you're working on. The current record's Schedule Setup will become the default for any Assignment records you add in the future.

Clicking this button will not change the Schedule Setup settings for any Assignment records you have already created.

This button will not appear if your organization uses Site Level Access and you are a Site-Level or Multi-Site Level Operator. If your organization uses Site Level Access and you are Headquarters Operator (an operator who can see all Sites at the same time), clicking this button changes the default Schedule Setup settings for new Assignments created at all Sites.

Self-Scheduling Rules

Openings or Any Times

Self-Scheduling Alerts

Receiving Self-Scheduling Alerts by Email