Colour Coding the Schedule

Q. What are the different colours that appear on the schedule?

A.  There are 4 colours that will show when you are scheduling volunteers on the calendar depending on the positions that have been filled for each shift.

  • Events without positions = grey
  • All positions have been filled = green
  • Some positions have been partially filled = orange
  • There are no positions that are filled = red

Dates and Times

TIP: Entering Dates and Times

There are multiple ways to optimally use the date and time fields. You can type in a specific date (dd/mm/yyyy), select the calendar icon Calendar icon, or use arrows to scroll between days, months, and years.

For example, click on the year (it will be highlighted gray) and type in the desired year or scroll up and down using your arrow keys to move from one year to another.

calendarrrr

Scheduling

Q: How do I schedule a shift?

A: Visit the Scheduling section Scheduling section

  1. Create a new shift by selecting thePlus symbolbutton (top right)
  2. Enter a Shift name (e.g. Front Desk Volunteers (Morning))
  3. Select the main Contact for this shift                                                                           NOTE: These contacts represent Administrators and Supervisors that were previously added.
  4. Enter the Start Date (DD/MM/YYYY) and Time of the shift
  5. Enter the End Date (DD/MM/YYYY) and Time of the shift
  6. Select Department / Program that the shift is affiliated with
  7. Select the Site for the shift                                                                                          NOTE: This information was added via the main Organization section
  8. Select Positions to be filled for the shift (e.g. enter 5 beside the Front Desk Volunteer position to indicate that 5 volunteers are required for the shift) and click Done when complete.                                                                                                NOTE: By selecting “Done”, this does not save the information entered. The Save button button must be selected to save the entire shift.                                                   NOTE: You can select more than one Position for a shift.
    NOTE: When all positions have been filled (e.g. 5 Front Desk volunteers), volunteers can no longer sign up for the shift.
  9. Select the Volunteers field to schedule specific volunteers and click Done when complete.                                                                                                                                   NOTE: You can filter and search for volunteers by Department and Site Filter Schedule by Department and Site                                                                  NOTE: You are not required to invite specific volunteers to a shift. By selecting a position and leaving the Volunteers field blank, any volunteer (assigned to the selected Department, Site or Position) can sign up for a shift. For example, if you indicated that you need 5 Front Desk volunteers for a particular day, then simply add 5 positions and do not invite specific volunteers for the shift.
  10. Enter a Description for the shift (e.g. specific duties required for the shift)
  11. Select the Save button button

Q: How do I schedule a recurring shift?

A: Enter shift details (above) then select the Recurring tab (left-side)

  1. Check off the “This event repeats:” box This event repeats
  2. Enter the number of days, weeks, months or years you would like the shift to repeat and indicate which days of the week you would like the shift to repeat Recurring shifts
  3. Enter the End Date (DD/MM/YYYY) for the recurring shift
  4. Check the box off if you would like the position requirements to apply to all recurring shifts (e.g. if you need 5 volunteers for a particular position and that requirements applies to current and future recurring shifts)  Include position requirements, Charity Republic
  5. Select the Save button button
TIPS:
  • Remember to edit the original shift if you want your scheduling changes to apply to all recurring shifts – select the Edit Original button Edit Original button, Charity Republic
  • When you update a recurring shift, it changes all future shifts (e.g. changing the details in the original recurring shift changes all recurring shifts details)
  • To remove recurring shifts,  click the Delete button in the top-right corner, and choose to either remove an individual shift or all future shifts
    delete
  • When you uncheck “This event repeats:” box in the Recurring tab, it does not impact recurring shifts and keeps the shifts that were originally scheduled.

Q: Once a shift has been saved, how do I know when volunteers have accepted the shift?

A: After Saving a shift, two new tabs will appear when you select the saved shift: Available PositionsPositionsand Scheduled Volunteers Scheduled Volunteers

Scheduled Volunteers Scheduled Volunteers
By selecting this tab, you can view which volunteers have accepted or declined a shift. You can Accept or Decline a shift on a volunteer’s behalf and Resend reminders prior to a shift.
Volunteers accepted shifts

Available PositionsPositions
By selecting this tab, you can view how many volunteers are needed, how many volunteers have been scheduled, and how many volunteers are confirmed for the shift, organized by position.
Position and volunteers needed in scheduling

 

Q: Can I edit or modify an existing shift once it’s been saved?

A. Yes, simply select the shift and edit the desired fields. Select Save button when done.

Q: Can volunteers sign up for a shift if they haven’t been invited to a specific shift?

Yes, you are not required to invite specific volunteers to a shift. By selecting a position and leaving the Volunteers field blank, any volunteer (assigned to the selected Department, Site or Position) can sign up for a shift. For example, if you indicated that you need 5 Front Desk volunteers for a particular day, then simply add 5 positions and do not invite specific volunteers for the shift.

NOTE: When all positions have been filled (e.g. 5 Front Desk volunteers), volunteers can no longer sign up for the shift.

Q: How do I filter the events on my schedule?

A: To find a specific shift or event, use the search bar or drop down menus at the top of the scheduling page. Choose to filter by Department or Site.

search options

Q: What’s the difference between scheduling in Charity Republic versus Excel?

A: Overall, the scheduling features in Charity Republic are much more powerful compared to Excel. For instance:

  • Excel is a spreadsheet that is not intended for scheduling;
  • A coordinator can’t send email invitations via Excel, but you can via Charity Republic;
  • Volunteers can access the schedule any time in real time in Charity Republic whereas they can’t in Excel;
  • Volunteers can sign up or decline shifts in real time via Charity Republic
  • Coordinators can set up recurring shifts in Charity Republic which is not possible in Excel;
  • Coordinators can link positions to the schedule, with all of the position requirements captured in Charity Republic (that’s not possible in Excel);
  • Availability for each volunteer is automatically integrated into scheduling (that’s not possible in Excel);
  • Coordinators and volunteers are able to view multiple schedules in one place (e.g. by site, by department, by day, by week) in real time (again, not possible in Excel).