Scheduling Volunteers

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38 comments

  • Avatar
    cory

    Is there a way to allow people to choose from among different roles for an event when you "Request Volunteers"?

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    Sheley

    Hey Cory, as the volunteer page is right now, you can only request one role at a time. We have been looking for a long time about what kinds of updates we need to make in our volunteers page and we should have a pretty big update, which I'm hoping will include the ability to request multiple roles, or anything close to that, sometime in Q4 of this year! 

    Thanks for your patience as we continually try to make Breeze the best and easiest to use church management software out there! 

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    ryan

    Is there any way to format the Excel download?  For each Sunday worship I have three roles, and would like to simply reverse the rows and columns of the current output so that I have a column for each of the three roles, and dates in the rows.

    Might that be something that is easily implemented if it doesn't exist?

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    Sheley

    Hey Ryan,

    Check out this article which shows how to transpose (switch rows and columns) in excel: https://www.techrepublic.com/blog/microsoft-office/transpose-excel-data-from-rows-to-columns-or-vice-versa/

    This may help assist with what you're trying to accomplish in the output! 

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    ryan

    I've done that, and it does get me close, but the order of people in the columns seems to be alphabetical by last name, rather than one column per position.

    It's workable, but it would be nice to be able to produce a nice looking printable schedule (I'm not even wedded to Excel for it).

    There is something of a "Why can't you make the schedules look the way they used to?" element at play as well. :)

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    rmalone

    When a volunteer signs up for an event, is there an easy way for them to automatically add it to their personal calendar?

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    Micah M.

    Hey @rmalone!
    Great question! There's not a way to do this automatically at this time. I encourage my volunteers at my church to set-up a recurring schedule in their personal calendars (since most of my volunteers are on a set rotation) but I could definitely see an automatic integration being a helpful tool! :)

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    wilfredpichardo017

    When a volunteer signs up for an event do they get a confirmation email, and do they get a reminder a couple of days before the day they are scheduled to volunteer?

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    Emily W.

    Hey @wilfredpichardo017

    Check out this article on volunteer notifications on how to set them up and edit them: Volunteer Notifications

    :) 

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    carolynn

    Is there a way for volunteers to view the schedule online to check and see if there are gaps that need filling and then sign up for those? Or do you have to specifically request certain dates etc. I'm looking for an online page where they can see if there are any openings they might be able to help out with.

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    Emily W.

    Hi Carolynn!

    At this time, that is not a current feature. Right now, the best way is to request volunteers.

    1. Select the "Events" tab from the top right.
    2. Click on the event and then click "View Details."
    3. On the left, click "Volunteers."
    4. Click the dropdown arrow to the right of the "Add Volunteers" button and select "Request Volunteers."
    5. Select the settings you'd like and send the request.

    I know this isn't ideal and I do apologize for any frustrations this may cause. :) 

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    revjenniferhamlinnavias

    It would bet really really great if the recruiting volunteer section could be set up so that potential volunteers could see all the different roles that they could sign up for.  Some people like to do more than one thing at an event.  And sometimes it helps folks to see what they are choosing from.  Also it would help if they could see where the gaps are at.

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    messiahroseau

    What is the status of the Q4 2018 update mentioned in one of the first comments to this post?  It would be very helpful for us to be able to send out volunteer requests for all open volunteer roles in one e-mail.   

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    cory

    We're still eagerly awaiting this too!  :)

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    Sheley

    Hey there!  We are so sorry for the delay on volunteer management.  With the huge update to the check in and some additional plans to our volunteer management which wasn't in the original scope, our volunteer management update has been slightly delayed.  

    I can tell you with confidence that it is being worked on - it's just not ready for deployment yet.  I've seen some of the changes, though, and I think it's going to solve many, many of the issues and features that you guys have been asking for.  

    I do apologize for the delay, and while I don't have a definitive time for the roll out, I can tell you that our development team is actively working on it! 

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    awhardin

    There is already a cross check in the volunteer scheduling that will alert the scheduler if there is a potential conflict for that person with another event in the system. It would be great if there were a blackout calendar for each volunteer, so they could mark themselves unavailable for times they will be on vacation or otherwise committed to activities outside the church. That would ALSO cause a "potential conflict" status when scheduling them and alert the scheduler they need to find someone else.

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    Emily W.

    Hey @awhardin!

    Thanks for your feedback here about how we can improve breeze in our volunteer scheduling section--we’re always on the hunt for the next great idea to serve churches better.

    As Sheley mentioned, the volunteer roll out will include some of the changes and solve many of the issues and features that you guys have been asking for.

    Thank you again for sharing this with us-it sure does help us know how can help your ministry even more!

    Blessings! 

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    jrepace

    I saw where allowing volunteers to choose a role was due out 4th quarter of last year. Is there a new ETA for this feature? It would be very helpful for us.

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    carolynn

    Any update on the ETA for the roll out @sheley/@emily?

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    Sheley

    Hey @jrepace and @carolynn - We don't have an updated ETA yet. We have a standing halt on all large updates in the month of January because of the high traffic that we already receive for statements.  Our development team has been working on it - I've seen a lot of the changes and they look great.  I hope you all will be very happy with the update and that you'll find it worth the wait! 

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    Sheley

    Hey everyone!  We are actively working on our new volunteer management and want to hear from you!  Because of that, we're doing a focus group time next week.  For more information, click on this link to the users facebook group:

    https://www.facebook.com/groups/breezechms/

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    Jon VerLee

    I just wanted to echo what Sheley said (and give a link that goes directly to my calendar).

    We're currently working on improving our volunteer management system. As part of that effort, I'd love to meet with some of you one-on-one to hear about how you manage volunteers at your church. Better understanding what you do now will help us build an even better tool for you.

    This meeting is less about specific functionality you'd like to see in Breeze and more about better understanding your process and flow for organizing, scheduling and notifying volunteers so we can better build a tool that matches your needs.

    If interested, click here to schedule a time on my calendar:

    https://calendly.com/breezech…/volunteer-management-meeting/

    Thanks for allowing us to serve your church!

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    Jon VerLee

    Thanks for the interest! The sign up sheet is now closed and I look forward to meeting with those of you who signed up and seeing how we can together improve volunteer management to help your church even better care for the people connected to it!

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    justinrking

    Hi Jon/Sheley,

    At every church I've attended it's always been a royal pain to schedule nursery workers. Nobody wants to manually assign people to days because you need to take into account their schedule, preferences, and which nursery they can work in. Then having one person responsible for substitutes, changes, etc. just took up too much time.

    A product called Nursery Nanny (nurserynanny.com) did this in the past, where you enter all the volunteer info in, press one button and it auto-schedules, then sends an email to everyone to approve. If you reject it, or if you later log in and change your mind, the system automatically reaches out for substitutes. It was really powerful, but appears to be somewhat abandoned. You can still sign up for a free trial to see how it works, but you can't actually enter payment information and become a user. You might find some ideas here.

    We're still looking - and as a Breeze member church, we'd absolutely LOVE to see you add this feature that we think would help a LOT of churches!

    Thanks!

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    mmm1802

    When I send out a volunteer request to a small group, I *think* I can only do that as a BCC to the group members. I'd love to be able to make the names & addresses of the solicited members visible to all.

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    Sheley

    Hey mmm1802 - that is correct that our volunteer request page only works through a BCC. However, if your volunteers are in a tag, you can email them all and use the "to" function rather than BCC to include a "reply all" feature. 

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    mmm1802

    Thanks, Sheley. If I use email, how do I get the link to the sign-up pages into the email?

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    Sheley

    Hey mmm1802 - unfortunately that's where it doesn't work as easily.  The sign up has to go directly through the volunteer management page.  If you used the email function via tags and had people respond to where they wanted to volunteer you could manually add them in to the volunteer management page after that. 

    Also, as a note, when you send out a sign up sheet, it will tell you how many spots are still needed for that role so you won't have anyone over-booking the roles - in case that was a concern for you. 

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    kevin

    So, for any given event or program we may have volunteers doing work and/or we might have staff doing work. Is there any way to distinguish if it's a volunteer or a staff member serving in a given role?

    This matters because we want to track volunteer service hours in our church year, but we don't want to include staff in that. We'd also like to be able to track staff hours at events/programming.

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    Sheley

    Hey @Kevin - I think the best solution for this would be to create different roles for your paid staff vs volunteers.  

    With the update coming out this may make organizing those roles more simple, but I believe that will still be the best method.  Then you can have your volunteers scheduled in a specific role and your paid staff in a separate role. 

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