Volunteer Scheduling

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Volunteer Scheduling

Effective scheduling ensures the right people are in the right places at the right times. SoapBox makes it easy to create schedules, manage availability, and handle changes.

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Scheduling Overview

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The Scheduling Process

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Collecting Availability

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Availability Requests

Send availability requests to your team:

1. Go to Ministry > Scheduling > Request Availability
2. Select date range
3. Choose which volunteers to ask
4. Send request

Volunteers receive notification and submit their availability through the app.

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Availability Types

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Recurring Availability

Volunteers can set recurring patterns:

• “Available every Sunday morning”
• “Unavailable first weekend of month”
• “Preferred to serve 2x per month”

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Blockout Dates

Volunteers can block dates in advance:

• Vacation
• Work conflicts
• Family events
• Other commitments

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Creating Schedules

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Manual Scheduling

Build schedules by hand:

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Auto-Scheduling

Let SoapBox create a balanced schedule:

1. Go to Create Schedule > Auto-Schedule
2. Set parameters:
   • Date range
   • Roles needed
   • Volunteers to include
3. Review generated schedule
4. Make adjustments if needed
5. Approve and send

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Auto-Schedule Factors

The system considers:

• Volunteer availability
• Serving frequency preferences
• Recent serving history
• Role qualifications
• Blackout dates
• Team balance

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Managing Schedules

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Viewing Schedules

Access your schedules:

• Calendar View - See schedule on calendar
• List View - See all assignments
• By Person - See individual schedules
• By Position - See who fills each role

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Schedule Status

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Editing Schedules

Make changes to published schedules:

1. Open the schedule
2. Click Edit
3. Make changes
4. Save and notify affected volunteers

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Volunteer Confirmations

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Confirmation Flow

When scheduled, volunteers can:

• Accept - Confirmed to serve
• Decline - Cannot serve (finds substitute)
• Swap - Request to trade with someone

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Confirmation Status

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Automatic Reminders

Set up reminder notifications:

• 1 week before serving
• 3 days before serving
• Day before serving
• Day of serving

Customize reminder timing in scheduling settings.

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Handling Changes

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Swaps

When a volunteer needs to swap:

1. Volunteer requests swap in app
2. System shows available swaps
3. Another volunteer accepts
4. Leader approves swap
5. Schedule updates automatically

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Finding Substitutes

When someone declines:

1. System identifies available volunteers
2. Send substitute request
3. Available volunteer accepts
4. Schedule updates

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Last-Minute Changes

For urgent needs:

• Send emergency request to available volunteers
• Mark position as urgent
• Call or text volunteers directly
• Update schedule when filled

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Position Management

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Creating Positions

Define roles in your ministry:

1. Go to Ministry > Settings > Positions
2. Click Add Position
3. Enter:
   • Position name
   • Description
   • Requirements
   • Number needed

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Position Types

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Position Requirements

Specify what’s needed:

• Minimum training completion
• Background check required
• Minimum serving experience
• Specific skills or certifications

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Team Structures

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Serving Teams

Organize volunteers into teams:

• Team A / Team B - Rotating teams
• Early / Late - Service-specific teams
• Adult / Student - Age-based teams

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Team Scheduling

Schedule entire teams at once:

1. Create team in settings
2. Assign volunteers to teams
3. Schedule team rotation
4. Teams serve together

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Team Leaders

Assign team leads who can:

• Communicate with their team
• Make minor schedule adjustments
• Report attendance
• Handle day-of issues

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Reports

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Scheduling Reports

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Using Reports

• Identify volunteers who serve frequently (appreciate them!)
• Find those who haven’t served recently (re-engage)
• Spot scheduling patterns and trends
• Plan for future needs

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Scheduling Best Practices

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Next Steps