Scheduling

Fields | Add a Schedule | Double Shifts | Duplicating Schedules Daily | Duplicating Schedules Weekly | Schedule Reports |

Schedules

Help Topics | Reference | Schedules

This section of the program enables you to maintain the dates and times that your volunteers are scheduled to serve at various jobs.

Fields

Volunteer - The volunteer being scheduled.
Job - The job at which the volunteer is being scheduled.
Date - Date the volunteer is scheduled to work at this job.
Start - The starting time of the schedule.
Stop - The stopping time of the schedule.
Hours - The total number of hours scheduled on this date.

Additional

Whether there are any additional hours on this date outside of the starting and stopping times. In other words, if the volunteer is working two shifts at this job on this one date, there will be additional hours. [Appears as a checkmark in the ADD column]

By Volunteer, By Job, & Details

These three tabs offer three different views of the same scheduling data. You can choose to view schedules in order by volunteer, or by job, or as a details list similar to Placements and Hours. You'll usually find the "By Volunteer" or "By Job" views to be most useful because you can see at a glance which dates have schedules and then the details about any date.

Calendar

The monthly calendar immediately shows which days in a month already have schedules for any particular volunteer or job. Days with schedules are highlighted. To see details about any single day, click on that day.

Adding or Editing

When either adding or editing schedules, another screen opens which enables you to add or change a single day's schedule. A single schedule is for one volunteer at one job on a single day. Scheduled times can be in fifteen minute increments only.

There are two ways to enter times. The typical way to enter times is to fill in the start and stop times, but you can also set times in fifteen minute blocks. If you want to schedule an individual fifteen minute block, double-click on the time block in the available list which will move it to the scheduled list. Repeat this for all time blocks to be scheduled.

To set up a schedule:

Double Shifts

If a volunteer is going to serve more than once during a single day:

  1. Enter the first shift with the start and stop times.
  2. Use the list of available time blocks to schedule the second shift, selecting individual blocks of time.

For example, if a volunteer is to be scheduled from 9-10am and 3-5pm, enter the start time as 9:00 am and the stop time as 10:00 am. Then double click on the fifteen minute blocks of time between 3pm and 5pm in order to schedule the second shift. The Reporter automatically fills in the start and stop times on the left. It also automatically checks the Additional Times checkbox.

In the scrollable schedule list a double shift will show a checkmark in the ADD. column. [Additional]

If the person is working a split shift but actually at two different jobs, set up two separate schedules for that person.

Delete a Schedule

Since schedules are fairly temporary by nature, you can delete several of them at one time using a variety of methods. For example, you can delete all schedules before a particular date or all schedules for a single volunteer. If you need to, remember to duplicate a schedule for the future before deleting an old one. These are the deletion choices:

Duplicating Schedules

Volunteers' schedules often repeat week after week. Once you have a schedule entered you never have to re-enter it. Use the duplicate option (Dupe) to copy a schedule forward into the future over and over again. Follow the prompts on the screen to copy a schedule.

Duping can be done for 52 consecutive weeks or 52 times the selected interval. For longer than a year for a weekly schedule, dupe the same schedule again. The multiples are numbers of times.

Schedules can be duped for a day, week, every other week, every third week, etc. thru every ninth week, but this does not accommodate schedules like every second and fourth week because of the way months vary.

Duplicating Schedules Daily

First set up a schedule:

Duplicate a day's schedule for a volunteer:

Duplicating Schedules Weekly

Set up a daily schedule and duplicate it to each other day appropriate in that week, as above.

Duplicate a weekly schedule for a volunteer:

To duplicate for every [other week, third week, fourth week, fifth week, sixth week, seventh week, eighth week, ninth week], set the first Sunday as usual but set the second Sunday two weeks ahead for every other week, three weeks ahead for every third week, etc. for the number of times desired.

Schedule and Timesheet Reports

Reference list of the available settings for schedule and timesheet reports.

Volunteer Daily Schedule & Timesheet
For every day of a month, this lists all scheduled jobs for a volunteer with each volunteer on a separate page.

    * For the month of
    * Subheading to print on every page
    * Filter
    * Sort Order Alphabetical
    * Layout |Preview | Print/Export | Close
    * Date | Day | Time | Job | Scheduled Hours | Actual Hours

Volunteer Condensed Schedule & Timesheet
This lists all scheduled jobs for a volunteer with each volunteer on a separate page.

    * For the month of
    * Subheading to print on every page
    * Filter
    * Sort Order Alphabetical
    * Layout |Preview | Print/Export | Close
    * Date | Day | Time | Job | Scheduled Hours | Actual Hours

Job Daily Schedule & Timesheet
For every day of a month, this lists all scheduled volunteers for a job with each job on a separate page.

    * For the month of
    * Subheading to print on every page
    * Filter
    * Sort Order Alphabetical
    * Layout |Preview | Print/Export | Close
    * Date | Day | Time | Job | Scheduled Hours | Actual Hours

Job Condensed Schedule & Timesheet
This lists all scheduled volunteers for a job with each job on a separate page.

    * For the month of
    * Subheading to print on every page: Month of [...]
    * Filter
    * Sort Order Alphabetical
    * Layout |Preview | Print/Export | Close
    * Date | Day | Time | Job | Scheduled Hours | Actual Hours

Scheduling Conflicts
This lists any conflicts where someone is scheduled to be two places at the same time.

    * Filter
    * Sort Order Alphabetical
    * Layout |Preview | Print/Export | Close
    * Volunteer | Date | Time | Job

Revised 04/Aug/2011

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