How to Swap, Replace, or Decline a Volunteer Request

Whether you're volunteering for a special event or a regular service, sometimes unforeseen circumstances arise, and you can't fulfill your commitment. No worries – Elvanto offers an intuitive solution to such dilemmas. With its easy-to-navigate interface, you can swiftly swap or replace your volunteer position, ensuring that your responsibilities are covered. This guide will walk you through the process of declining, swapping, or replacing your volunteer request in Elvanto, as well as provide helpful tips and definitions to clarify the procedure.

 

How to Swap, Replace, or Decline a Volunteer Request

  1. Log into the Elvanto as a Member. 
  2. Select Roster and select the service date from the menu.
  3. Select the Red X to decline your volunteer request.
    Note: Select the Green Check to confirm you volunteer request.
  4. Select if you would like to: 
    • Swap: Find a volunteer to swap with. A list of future services (within the same service type) you are available for will appear, as well as available volunteers that are scheduled on the same position as you. By default, all services and all volunteers are selected.
    • Replace: Find a volunteer to replace you. A list of available volunteers who can serve in the same position and within the same service type will appear.
    • Decline: Decline position and notify your leader.

      Elvanto Tip

      When swapping or replacing a position the person you request to swap or replace with will be notified and will need to accept the swap or replace. In the case there is no other volunteer to Swap or Replace with a pop up will appear with the notification "There are currently no replacements available".

  5. 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.

Term Definitions 

Swaps

Swapping with someone is exactly as it sounds: you’re asking another rostered volunteer to do your turn, and in exchange, you’ll do theirs. This will only go through if they accept your request.

Replacement

Replacing is similar: you’re asking someone else to take your turn, but you’re not promising to take theirs in return.  ‘Replace’ looks at replacing you with another volunteer who is not rostered but eligible to be rostered in that position.  For both swapping and replacing, you can send requests to as many people as possible at once.

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 as you’ve run out of time to organize a swap/replace request. Please check in with your service coordinator directly to inquire about this particular restriction and exact time frame for submitting a swap/replace 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.

 

Life's unpredictability means that sometimes we have to adjust our plans, even when it comes to volunteering. The option to swap or replace yourself ensures that your commitments are met, even when you're unavailable. Remember to communicate openly with your ministry leader if you encounter any challenges or if all your requests are declined.