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Allow Coordinators to Schedule, But Not Volunteers

One of the tasks your Coordinators can perform in the VicNet portal is managing the schedule for the volunteers who serve in the assignments the Coordinator oversees. Some of the scheduling tasks Coordinators can perform are:

  • Place volunteers in un-filled opening slots
  • Remove volunteers from opening slots
  • Replace a scheduled volunteer with a substitute volunteer
  • Change the times a volunteer is scheduled
  • Schedule volunteers in a repeating pattern such as every Saturday

Coordinators cannot add new assignments or create the schedule openings showing when volunteers are needed. These are tasks only System Operators can perform.

Many organizations allow volunteers to self-schedule in the VicNet portal, and use Coordinators to manage the schedule. If you need more information about this, see Self-Scheduling Settings for VicNet and VicTouch.

Some organizations may not want volunteers to self-schedule, but they do need Coordinators to manage the schedule. This help topic shows how to accomplish this.

Before you start, please keep these things in mind:

  • This is a global change. You cannot allow volunteers to self-schedule in some assignments while allowing only Coordinators to schedule in others.
  • Volunteers can self-schedule in the VicNet portal, and at the VicTouch time stations at your facility. If you use both of these modules, there is not a way to turn off self-scheduling for the VicNet portal, but not at the VicTouch stations.

Turn Off Volunteer Self-Scheduling

The first thing you should do is make sure volunteers are not able to self-schedule. To do this:

  1. Choose Setup from the menu.
  2. Expand VicNet.
  3. Click the Self-Scheduling link.

  4. At the top of the page, make sure the boxes by Allow volunteers to self-schedule in are unchecked to prevent volunteers from adding themselves to the schedule.

    Image of volunteer self-scheduling option

  5. If you want to prevent volunteers from removing themselves from the schedule as well, scroll down and make sure the box by Allow volunteers to remove themselves from schedules is unchecked.

    Image of volunteer remove from schedule option

  6. Click the Save button if you made changes in steps 4 or 5.

Turn On Scheduling for Coordinators

You should also make sure the Schedule page is set so Coordinators can make changes to the schedule. You can do this with the following steps:

  1. Choose Setup from the menu.
  2. Expand VicNet.
  3. Select Schedule Page.

  4. Under the Coordinators can heading, make sure the box next to Use this page at VicNet is checked. Then also make sure that the View and change schedules option is selected.

    Image of Coordinator scheduling options

  5. Scroll to the bottom and click the Save button if you made a change in step 4.

Tip!

You can use the Rules tab of each assignment to control which volunteers the Coordinator can schedule for an assignment. The Coordinator's dropdown list for placing volunteers on the schedule will only show the qualified volunteers according to the assignment's Rules tab settings.

If Coordinators oversee more than one assignment, this can cause confusion. For example, a Coordinator might report they see a volunteer on the Volunteers page in VicNet, but they cannot schedule the volunteer for a certain assignment. If you hear this, it is because the volunteer does not meet the requirements set on the assignment's Rules tab.

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