How to Submit a Swap or Replace Request

As a volunteer, you’re not always able to fulfill all your roster requests. Elvanto allows you to request other volunteers to replace you or to swap with you.

Creating a Swap or Replace Request

Please note, in the web-app Swap and Replace requests can only be created on the Roster page itself, they can not be created from the Roster Requests page, or from the “Decline” button in emails. These requests can be made from the mobile app though. We are working on enabling this from the Roster Requests page in the future though. 

To create a swap or replace request, first, you must find a position you are scheduled on your Roster. Once you’ve found the position if your church has enabled you to submit these requests click on the red cross next to your name. Note, the green tick showed below will not appear if you’ve already confirmed.

After this, choose if you’d like to request someone to swap your schedule with theirs, or request someone to replace you. The options that appear depend on the settings enabled by your church.

Requesting Someone to Replace you

When you select the ‘Replace’ option, a list of available volunteers who can serve in the chosen position and at the same service will appear.

Simply use the checkboxes to select the volunteers you want to send the request to, and click the “Send Requests” button. The chosen volunteers will be notified of the request and they’ll be able to either accept or decline. Once a volunteer accepts you will then be notified, and other volunteers who haven’t responded yet will be told that the request has been fulfilled.

Request Someone to Swap with you

When you select the ‘Swap’ option, a list of similar services you are available for will appear, as well as the volunteers that are scheduled on the same position as you. By default, all services and all volunteers are selected.

You can, however, choose to only swap with a particular service if desired, and the list of volunteers will change. Below the scheduled volunteer only wants to swap onto a particular service, and only the volunteer scheduled on that service appears in the list of people.

Unsuccessful Requests

A request to swap or replace may be unsuccessful at times if all volunteers decline. An email will be sent to you when that happens. This could be due to one of a few reasons.

  • The request was automatically canceled automatically as it’s occurring soon and you’ve run out of time to organize a swap request.

  • All volunteers declined the request.

In these cases, you will need to organize your own swap or replace or talk to your leaders for help.

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