How to Schedule Volunteers Onto a Single Service

Volunteer scheduling in Elvanto can be done for each service individually, and utilizes information inputted from within your departments to allocate people to positions.

Within each service, you have the option to use either the inbuilt auto-scheduling feature, manually add volunteers or even use both. You can also assign call times, which is handy for any pre-service meetings you might have.

Scheduling Volunteers

1. Navigate to Services > Upcoming Services. You can schedule a volunteer onto a service by editing the service and clicking on the ‘Volunteers’ tab.
2. Click the ‘Volunteer’ button at the top or click on the 'plus sign' next to a specific position you’d like to schedule.
   
3. This will open a window similar to this:
   
   
   1. Expand the list of Departments to display all or specific Sub-Departments and Positions. 
   2. View a list of available volunteers in the middle column.
   3. Choose from a variety of Filters to modify the list of volunteers. 
4. Once you have the list of volunteers filtered to your needs, you simply click on a volunteers name and drag them onto the position you want to schedule them on for.
   
   1. Elvanto will display a warning label next to a volunteers name if:
      1. There is a conflict. Note after scheduling our volunteers in the example above, Elvanto notifies the admin that the volunteer has been scheduled for a position that would conflict with any further roster assignments. Learn more about setting up non-conflicts here. 
      2. The volunteer is unavailable based on their Unavailability and Volunteer Preferences. 
5. You can repeat this to schedule for multiple volunteers at once. Select 'Options' to adjust:
   1. Reports To Person: Choose a person to be notified when a volunteer confirms or declines their service.
   2. Notifications: Enable email notifications to be sent to volunteers when they are added to or removed from a service.
      Important Note: When adding a volunteer to an existing service or removing a volunteer from a service, the email notification will be sent from the email address of the logged-in user. For all other notifications, the account's default sending email address will be used.
   3. Volunteer default Status: Set the default status for the volunteer (e.g., Confirmed, Pending).
   4. Service Times: Adjust the specific times the volunteer is scheduled for within the service.
6. Once you’re happy, press the “Save” button to close the window. Until you hit “Save,” the volunteers won’t actually be scheduled. They’ll be in a “Tentative” state until that time. Other admins can also be scheduling at the same time, and you’ll be able to see the changes they’re making, too.