A schedule is the occasion a set of shifts belongs to: Adoption Day, Saturday kennel cover. It has a name, a start, and a status. The shifts themselves, with their roles and places, are opened on Shifts, and a shift does not need a schedule at all.
Schedules has no row of its own in the sidebar. Find it by typing Schedules into search (see Finding your way). Anyone whose role can See Shifts can open it; adding, changing and deleting schedules needs Change on Shifts and See on People.
A schedule does not repeat, and it does not make shifts for you. It is not the same thing as an event in the Events workspace, which is an occasion your rescue hosts and can show on its website; an event can be linked to a schedule (see Linking a schedule to an event).
The schedules list
The list reads forwards: soonest first. Press a column heading to sort by it instead; Shifts cannot be sorted.
Columns chooses which you see. A new reader sees Schedule, Starts, Kind, Status and Shifts.
The counts above the list:
Filters
The rail beside the list filters by Status and Kind, with a count beside each choice. Not set appears under Kind when some schedules have no kind.
More filters opens the rest: Name, Description, All day, Ends, Created and Last updated, and any custom fields your rescue has added for schedules. The button shows how many of these are in use.
Click a row to open the schedule. The pencil at the end of a row opens it too.
Adding a schedule
Press New schedule. The form opens above the list; the same button, now reading Cancel, closes it.
Custom fields your rescue has added for schedules show below these. They are set up under Settings → Data & customization → Custom fields, where schedules are listed as Volunteer Event.
Press Create schedule. A new schedule starts as Scheduled. The form has no Kind; set it from the list (see Changing many schedules at once).
A spreadsheet of schedules can also be brought in under Import, and taken out under Export. Both pages call them Events.
One schedule
Open a schedule to reach its own page. The top of the page shows the schedule’s name, its status and when it starts. Edit opens the same form as above, with Save changes; press Cancel to close it without saving.
The page has four tabs.
Status
On Details, Status is a list you can change directly if you have Change on Shifts and See on People; the change is saved as soon as you choose. The statuses are Draft, Scheduled, Active, Completed and Cancelled.
A schedule’s status says what state the occasion is in. It does not change its shifts: setting a schedule to Cancelled leaves its shifts open and their sign-ups in place. Cancel each shift on Shifts as well.
The Shifts tab
Each shift shows its day and hours, its status, the names of its roles, and how many places are filled across all its roles, such as 3 / 4 filled. Manage coverage shifts goes to Shifts, where shifts are opened and cancelled. A schedule with none says No coverage yet, with an Open a shift button that also goes to Shifts.
The Open a shift form on Shifts has no place to choose a schedule, so a shift you open there is not added to any schedule and does not appear on this tab.
Linking a schedule to an event
An event in the Events workspace can have a schedule of its own. On the event’s page, the Volunteers card has Add volunteer coverage. Pressing it makes a schedule here from the event’s name, date and place, with the status Scheduled, and links the two. The card then says the event’s shifts live in Shifts, with a link to the schedule.
An event can have one schedule. Pressing the button again is refused: This event already has a schedule. Open its shifts from Shifts. The button needs Change on Events.
The link runs one way: the event’s page links to the schedule, and the schedule’s page does not link back.
Changing many schedules at once
With Change on Shifts and See on People, each row has a box to tick. Ticking one replaces the Columns and More filters buttons with a bar that says how many are selected. When every row on the page is ticked and more match, the bar offers to select all of them (Select all 40 matching, for example).
Edit fields… opens Bulk edit selected. Under Select fields to update, tick Status or Kind (or both), choose the values under Set values, and press Update. The bar then says how many changed, and how many already had that value.
The start of a schedule cannot be changed in bulk. One change can touch at most 200 schedules.
Deleting a schedule
Press the bin at the end of a row. The page asks first: deleting takes the schedule off this list and off the Calendar, and its shifts and sign-ups stay exactly where they are. Press Delete to go ahead or Cancel to keep it.
To delete many, select them and use Delete in Bulk edit selected, which asks the same question.
Deleting is refused when any shift under the schedule has signed-off volunteer hours, because those hours are somebody’s record of turning up and the schedule says what they turned up for. Set its status to Cancelled instead. When several are selected and one of them has signed-off hours, none of them is deleted.