Rostering
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      1. Bloomerang Volunteer Knowledge Base
      2. Managing Your Schedule (Administrator)
      3. Rostering

      Schedule Staff and Volunteers

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      This article explains how to manually schedule staff and volunteers for shifts. You can also allow staff and volunteers to select their own shifts.

      In this article:

      Before You Begin

      If you collect availability information, Roster Mode can use that information to help you to manually schedule staff and volunteers.

      Each opportunity has a Consider Availability When Rostering option, which is on by default. If you keep this option on, availability conflicts and filters appear in Roster Mode. Also, an availability option appears in the Staff Scheduling Conflicts filter, which you can select from the Shift-Based and Schedule-Based filters.

      If you don’t collect availability information for an opportunity, we recommend that you turn this setting off. You can change this setting for an individual opportunity or in bulk for multiple opportunities.

      To change the Consider Availability When Rostering option for an individual opportunity:

      1. Open the opportunity.
      2. Select General Settings icon_general_settings.
      3. From the left navigation menu, select Shift & Schedule Settings.
      4. Turn off or on Consider Availability When Rostering. By default, this option is on.

        shift_schedule_consider_availability-1

      To change the Consider Availability When Rostering option for multiple opportunities:

      1. On the My Organizations page, select your organization.
      2. Select Opportunities.
      3. Select one or more opportunities.
      4. Click Take Action > Edit General Settings.
      5. Select Consider Availability When Rostering and turn it Off or On. By default, this setting is on for all opportunities.
        organization_general_settings
      6. Click Save.

      If you turn off this option, availability-related settings and indicators no longer appear:

      • Roster Mode filters: The checkboxes And Are Available, And Are Unavailable, and Have Not Filled in Their Availability do not appear.
      • Roster Mode list: Availability conflicts do not appear in the Conflicts column.
      • Shift-Based and Schedule-Based filters: In the Staff Scheduling Conflicts filter, Availability does not appear.

      Schedule Staff and Volunteers

      In an opportunity, you can schedule from either of these pages:

      • Schedule page: Select shifts first. View staff who match and add them to shifts.
      • Staff List page: Select staff first. View shifts that match and add staff to those shifts. When you schedule from the Staff List, you can add additional columns and filters that help you make better placement decisions.

      Schedule from the Schedule Page

      To manually schedule staff and volunteers from the Schedule page:

      1. Open the opportunity.
      2. Click Schedule icon_schedule.
      3. Select one or more shifts.
      4. Click Roster Mode. By default, the best matched staff appear. Staff are a Best Match only when their roles, qualifications, and availability all match this shift.
      5. To view staff who are not a best match, select one of these options:
        • Staff With Matching Roles
        • Staff With Matching Qualifications
        • Show All Staff
      6. If you select one of the options in Step 5, clear one or more availability-related checkboxes to ignore availability and conflicts.
        roster_availability_filters
      7. Select one or more staff. You can also enter a name in the Search by Name box. Indicators in the Conflicts column show you which staff are a best match and which have conflicts.
        opportunity_schedule_already
        roster_list_conflicts
      8. Click Add Staff to Selected Shifts.
        opportunity_roster_list
      9. Select one or more roles to add staff to.
      10. Click Add.
        The staff are added to the shifts and roles.

      Schedule from the Staff List Page

      When you schedule from the Staff List, you can add filters and dynamic columns for availability, form question responses, historical hours and shifts, and more. These filters give you more context so you can make better placement decisions.

      To manually schedule staff and volunteers from the Staff List page:

      1. Open the opportunity.
      2. Click Staff List icon_staff.
      3. Select one or more staff.
      4. Click Roster Mode. By default, Roster Mode shows you the best matched shifts for the selected staff.
      5. To view staff who are not a best match, select one of these options:
        • Shifts With Matching Roles
        • Shifts With Matching Qualifications
        • Show All Shifts
      6. Select one or more staff. You can also enter a shift name in the Search Schedule box.
      7. Click Add Staff to Selected Shifts.
      8. To confirm, click OK.
      9. If the shift is over-scheduled, but to add staff anyway, click Continue.
        The staff are added to the shift.

      View the Staff List for a Shift

      To view a list of staff who are scheduled for a shift:
      1. Open the opportunity.
      2. Click Schedule icon_schedule.
      3. Select a shift.
      4. From the Shift Details list, click a role.
        Scheduled staff appear in the list.
        opportunity_schedule_shift_role_list

      Related

      Collect Availability Information