Contents
Introduction
The Volunteer Calendar is an easy way for you to visualize how your volunteer roles are filled during a recurring event, and to assign people fast, exactly where and when you need them. The Calendar is exclusively available for recurring events. This guide is an overview of the calendar tool - please see Volunteer Assignment & RSVP to learn more about the assignment process, which applies across the volunteer scheduling feature, including the Calendar.
You will find the volunteer calendar by selecting your Event, then going to Volunteers > Calendar tab.
The Calendar Layout
The Volunteer Calendar requires roles to be configured before it can display. It is organized by Roles as rows, and Dates as columns. At the top of the Calendar, there is an assignment filter with options to narrow down to assigned volunteers who have Accepted or Rejected their assignment, or to those who are still Pending.
The view is split by volunteer teams, which are collapsible and expandable to make it easy for you to organize large events. Teams only display if you have set them up for the event. Assigned volunteers display in alphabetical order.
Assign Volunteers
To assign a volunteer for a specific role and date, just find the corresponding cell and click Assign. You will see a list of people whom you can select to assign for that role and date. Each cell keeps a dashed Assign button until the number of volunteers the role needs is reached. As long as the Assign button is directly visible within a Calendar cell, it means that the role is not yet filled by any volunteer. Once a role is full, Assign is still available from the cell’s ⋮ menu.
Volunteer Actions
Just like in the main scheduler, the More Actions (⠇) menu, next to each assigned volunteer lets you access several options for that volunteer and spot. You can:
- Change the volunteer assigned for that spot,
- Change the role to which the volunteer is assigned,
- Change the RSVP status for the volunteer (Accepted or Rejected)
- Change the recurrence with which the volunteer is assigned.
- Remove the current assignment, or remove all assignments within the event.
Cell Actions
There are also additional options that are specific to the role-date spot on the calendar. You can find these by hovering over the cell, right outside of the area showing the assigned volunteer, which reveals the Cell Actions (⠇) menu. Here is where you can:
- Assign another volunteer for the role and date.
- Send Role Reminders to everyone assigned within that cell - meaning for that role and date.
- Set Role Recurrence to pick up the entire team of volunteers assigned to that role, on that date, and assign it together in the same role, on a recurring basis.
Calendar Options
There are a couple of options you can use to make it easier to work with your Calendar:
You can filter the Date range within which your calendar is displayed.
You can also Download your calendar, either with a Calendar Layout or a List Layout. This is useful when you need a printed volunteer sheet, for example.
The Calendar Layout shows Teams/Roles as rows and dates as columns. The List layout is the reverse: Dates are shown as rows and Teams/Roles as columns.
Additionally, you can filter the volunteers displayed on your Calendar based on the status of their assignment - whether Accepted, Pending, or Rejected.