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Scheduling Volunteers & Clients

Scheduling Volunteers & Clients

Once you have created schedule slots for various opportunities, scheduling volunteers and clients for them is easy. The steps for volunteers and clients are the same, though we will use volunteers in our example steps here.

 

Simply select the name of the volunteer from the list on the left, select the checkbox next to "Refer" and/or "Place" (depending on your intent), and drag them on top of the slot title in whichever calendar view you have active.

Notes on Selecting Data:

 

1. If more than one volunteer is selected, ONLY THE ONE YOUR MOUSE TOUCHES will be dragged to the schedule slot. Each volunteer must be scheduled separately in order to avoid confusion.
2. You can activate the data searches, grids and folders to refine which volunteers are being viewed by clicking on "[+] Filters."
3. If you are on the eCoordinator main volunteer grid and select volunteers there before clicking on the "Scheduling" button, those volunteers' schedule slot (if any) will appear on the calendar once it opens.

 

 

Referring and/or Placing a Single Volunteer to a Schedule Slot:

 

Option #1: Drag-and-drop a single volunteer onto the calendar.

 

1. Select whether you want to refer a volunteer, place him or her, or both, you may do so by selecting the appropriate checkboxes at the top of the volunteers pane:

2. Select a single volunteer and their name to the slot and drop it. The slot background will temporarily turn green before you "drop." The volunteer will then be referred and/or placed with the slot, depending on what you selected in step #1.

Option #2: Drag-and-drop a single volunteer onto the slot summary pane.

 

1. Select whether you want to refer a volunteer, place him or her, or both, you may do so by selecting the appropriate checkboxes at the top of the volunteers pane.
2. Drag the volunteer to the slot summary pane at the bottom of the screen. The pane will turn blue until you drop the volunteer in the right place.

Refer OR Place multiple volunteers in a slot:

 

1. Select multiple volunteers. Remember that you can activate the data search and grid options to help you.
2. Select the schedule slot you want to refer or place them with on the calendar.
3. Click the "Refer" button or the "Place" button.

 

 

Notes on Schedule Conflicts:

 

If you try to schedule a client with two or more schedule slots that overlap, you will receive an error message warning that you are about to do so, and asking for confirmation:

You may mistakenly schedule a client for the same slot. In that case, you will see this error message:

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