Publish an "Open" Schedule - Allow Helpers to Pick Up Unassigned Shifts Online
You can publish a schedule with some or all of your shifts open (unassigned) and have the Helpers sign into their account and choose shifts off the Tradeboard. This method is used by many volunteer organizations.
To have open shifts appear on the Helper Tradeboard after Publishing:
From any page:
- In the top menu, hover over SETTINGS and choose Global Helper Permissions
- Scroll down to the Tradeboard permissions section and for "Can see & pickup UNASSIGNED SHIFTS". Choose the setting you prefer
- Optional - set to allow helpers to not only view open shifts on the Tradeboard, but also see the open shifts on "Everyone's Schedule"
- Click the Save button
Tradeboard settings have three options:
- "Never" - Helpers cannot see or pickup Unassigned shifts.
- "With Coordinator Approval" - Helpers can see Unassigned shifts on the Tradeboard and request picking them up. When they click to request picking up a shift, it is sent to the coordinator for approval. (More than one helper can request picking up the same Unassigned shift and they will see the number of other requests that have already been submitted for that shift). Upon approval by the coordinator, that helper is notified and scheduled to help during the shift and it is then removed from the Tradeboard.
Helpers can cancel their own shift pickup request at any time before the coordinator has denied or approved it using the "Cancel This Request" link on their Trades page.
- "At Will" - Helpers can see Unassigned shifts on the Tradeboard and immediately pick them up if they are under the maximum hours per week that you have set for them. Note: If picking up an unassigned shift would put the helper over their maximum hours per week, it is sent to the coordinator for approval. In this case, the shift remains on the Tradeboard (showing that there is a request) and another helper (not over their maximum hours per week) can take the shift and it is immediately assigned to them and removed from the Tradeboard.