VolunteerMatters for YMCA

All the training and support you need to take full advantage of your YMCA volunteer management system.

Serving the unique needs of YMCAs

Manually manage assignments on a project shift.

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An administrator or organizer may manually add, edit, or delete/withdraw a project shift assignment on behalf of a contact. 

In this list view of project shift assignments you will notice the following columns:

  • Required - The minimum and maximum number of contacts that are allowed to sign up for the same volunteer shift.  
  • Assigned - The number of contacts that have been assigned to this particular volunteer shift.  This includes those manually assigned as well as those who signed themselves up (if the project is configured to allow).
  • Pledged - The number of total shift slots that the assigned contacts have stated they will bring.   If "Group Sign-Up for Shifts" is enabled on the project, contacts can adjust the number of volunteers they will bring for specific shifts.

Add assignment(s) to a single project shift

To manually add an assignment to an existing project shift:

 

  1. Log into your VolunteerMatters system with the proper security access roles and then click on Projects.

  2. On the Project you wish to copy, click the "Manage" button ().



  3. This will open the "Project Dashboard" page.  The Project Dashboard provides a high level view of project analytics and data for administrators and organizers. An organizer must be assigned to a project to be able to manage it.  On the "Project Dashboard" click the "Manage" drop-down button and select "Assign".



  4. This will open up the "Manage Assignments" page.  From there locate the shift you wish to edit and click on the "Manage" button ().



  5. This will open the assignment detail for the shift in question.

  6. Then click on "Choose Volunteers" to open the contact chooser.



  7. You can use the contact chooser to select any number of volunteers**.



    When you click "Choose" It will add all selected contacts to the 'Add New Assignments' area of the assignment detail.

  8. Click "Confirm Assignments" to add the new assignments.



  9. Once confirmed they will appear in the shift assignments list.




** It’s important to note that if you "check all" or "clear all" while in the chooser, it will only act on the records view-able in the list, not on all of the records that may have resulted from a search. For example, if your "Items" were set to 25, it would act on the 25 records displayed. If "Items" were set to 500, it would act on the 500 records displayed. The "Items" setting is at the top-middle of the chooser.

 

Edit Assignment(s)

 

  1. Log into your VolunteerMatters system with the proper security access roles and then click on Projects.

  2. On the Project you wish to edit an assignment for, click the "Assign" button ().

  3. From there locate the shift you wish to edit and click on the "Manage" button ().



  4. This will open the assignment detail for the shift in question.  Here you will see those contacts already assigned to the shift.   An administrator can edit the number of "Pledges" volunteer spots, the "Attendance" toggle, as well as the "Credits" for the shift.



  5. To edit the number of Volunteer spots "Pledged", click on the edit link () next to the current "Pledged" number.  This will open up the "Update Pledged Value" window and you can then edit that number and click "OK".  This will update the number accordingly.  This will update the number of pledged volunteer spots accordingly for the contact assignment in question.



  6. Depending on your attendance settings for the project, a volunteer may be marked present by default or marked as absent until they either self-check-in or an administrator marks them as present.  On the administrative screen, a user with a "dash" is set as absent (or not yet present) while those with a check mark are designated as being or having been present.  Clicking the icon toggles the state between absent and present.   Click here more information on this process.



  7. To edit the number of "Credits" hours, click on the edit link () next to the current "Credits" number.  This will open up the "Update Credited Hours" window and you can then edit that number and click "OK".  This will update the number of hours credited accordingly for the contact assignment in question.


 

Delete/Remove Assignment

 

  1. Log into your VolunteerMatters system with the proper security access roles and then click on Projects.

  2. On the Project you wish to delete an assignment for, click the "Assign" button ().

  3. From there locate the shift you wish to edit and click on the "Manage" button ().



  4. This will open the assignment detail for the shift in question.  Here you will see those contacts already assigned to the shift. 



  5. To delete an assignment, click on the delete link () on the far right of the assignment. 



  6. This will open up the "Are you sure?" window and you can then click "Yes, delete" to remove the assignment.




  7. Once this is done you will be returned to the assignment detail for the shift in question.
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