Modify Role in Volunteer Management

There may be times that you need to add a "team", "role", update the "Leader" or simply adjust the quantity needed for a role in Volunteers . Here is how you do this: 

Modify Role from Assign Mode

  1. Click on the drop-down arrow to the right of "Send Schedules to Volunteers"
  2. Select "Modify Roles"
  3. Make Necessary Changes hit "Save"mceclip4.png

Modify Role from Invite Mode

  1. Click on the drop-down arrow beside "Manage Sign Up Sheets" 
  2. Select "Modify Roles"
  3. Make Necessary Changes hit "Save"

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Additional Information

Need to adjust the quantity of volunteers needed for a specific event in a recurring series? 

Navigate to that event day, find the role you need to adjust and click the number to the right of the role name. This will allow you to change the quantity of volunteers needed for a specific day.  

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Want to reorder your "Teams" or "Roles" so that they show in a different order on your volunteer management, sign up sheets and on your .PDF schedules? You can do this too under Modify Roles by dragging and dropping them where you would like them to be!

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Need to adjust the leaders the volunteers are assigned to? Make sure that they have "Manage Volunteers" in their permission role, and they should now show up in your leader selections.

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Comments

18 comments
  • The last comment in this article is that I can reorder how teams and roles show up; supposedly under "modify roles", but the article doesn't explain how, and I don't see how to do that. Can you offer more explanation please? I want to now add teams to an existing volunteer schedule, and re-organize the roles under teams. 

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  • @dianaz

    You can easily drag and move your roles around from within the "Modify Roles" window. Hope this helps!

     

     

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  • How do I add a leaders name to the leader role to receive the email if they are not on the list?

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  • @office This is a great question! A leader is assigned on the role level and indicates who volunteer notifications will be sent from (via email or text) as well as to whom responses are routed to (email only). 

    In order to show as an option for "leader" the individual must have a user in Breeze, and the role permissions for the Role they are assigned (in users and roles) must have Volunteer Management selected under events. If the leader does not yet have a user for Breeze, you would need to create a new user for them. 
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  • Is there a way to create the same volunteer team schedules across multiple events within the same day? I know you can make one event schedule repeat on different dates, but what about making the same schedule repeat across different events? 

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  • Hey @lauren!

    I think having the option to add other events outside of the recurring cycle in the Grid View is a fantastic idea! It would make for some great feedback for our team to hear as we continue to build upon Volunteer Management. For more information on our Feature Request form, check out our feature request article here: Submitting Feature Requests.

    Thank you again for this great idea!

     

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  • what I had searched for was how to create a text outlining the DUTIES of the role. Role names are easy, but telling the volunteer what their duties will be isn't easy to find. help articles--aren't

     

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  • @dfbanks thanks for asking about this. Many churches will approach this differently based on their unique needs. At my church we communicate the volunteer expectations and role duties using the Volunteer Management Reminders. These can be customized and saved to include messages that are specific for each role. If you have any additional questions about this, please do not hesitate to reach out to our Breeze support team at support@breezechms.com

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  • We have two recurring events on Sundays, one for each service, with each of the roles, and their reminder emails/texts populated. However, if we want to create an event for a special midweek service (e.g. Ash Wednesday), each role and all the accompanying reminder emails/texts need to be repopulated. Is there any way around this? Perhaps a way to "copy" an existing event and its volunteer roles? Perhaps a bank of volunteer roles that any new event could select from?

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  • @aaron

    I can see how being able to copy an existing event or volunteer roles would be very helpful.  At this time, that is not a function present in Breeze.  If that is something that you would like our team to consider in the future, please share that with them by filling out the following form: Submitting Feature Requests.

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  • I am needing to change the times of the schedule for volunteers only for the summer. If I change those times will it change them for all dates or only the individual dates I go in and change it on?

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  • Hi @eatonfamily4ks! 

    Great question. Unfortunately in this case, modifying the Role by changing the name (or time in place of the name) will affect all events and not just the individual dates you edit for the summer. 

    I apologize if this wasn't what you were hoping for. If you'd like to brainstorm some workarounds, feel free to email us at support@breezechms.com.

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  • Is there a way to set up a role that only occurs once/month? For instance, Communion Set-up and Children's Church are 2 roles that we only need on the 1st Sunday of the month. Is there a way to set those roles up to recur on the 1st Sunday of the month rather than having them on each Sunday and having to manually adjust them to be listed as 0 volunteers needed for each of the other 3-4 Sundays per month? Thanks for your help!

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  • Hi @office,

    This is such a great question! I can see why there would be need for something like this! At this time, there is not a way to only set up those roles to recur on some Sundays and not others. I am sorry about this! 

    For this, I would love to recommend filling out a feature request for this.

    I am sorry this is not a feature today, but hopefully with your feedback we can improve! 

    Blessings,

    Annie

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  • Hi!  

    Is there a way to make co-leaders for a team?  I want two people to get notice when someone fills in a volunteer opening.  Thanks!

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  • @uurockrev

    Great question!  As it turns out, you are only able to assign one Role Leader for a team in Volunteer Management.

    Let us know if we can help you further.

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  • Is there a way to set a specific role to not trigger a conflict? Specifically, we have someone responsible for determining the Order of Worship for the service, but will also be one of the musicians. I'd like to be able to assign someone to the OOW role without it showing up as a conflict for the musician roles.

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  • Hey @beejaymorgan,

    That is a fantastic question. Unfortunately, if the roles take place at the same time, or are in the same event, the conflict will show. I apologize for the inconvenience. 

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