How do I edit shifts?

This article shows group managers how to edit shifts for an opportunity.

If you'd like to change the shifts or flexible schedules of an opportunity you've already created, this can be done easily using Be Collective's scheduling tool.

Open a shift to edit

1. Open your group management page

2. Open the Schedule tab

3. Select the opportunity from the drop-down menu in the top-left corner

If the selected opportunity is shift-based, you will be shown all shifts in a monthly calendar view. This can be changed to a weekly or list view from the drop-down menu in the top-left corner below the Timesheets button.

1. Click the shift entry in the calendar
2. Click Edit shift in the pop-up

If the shift you've selected is part of a recurring set of shifts (e.g. every Tuesday, 9am–12pm), you'll be asked if you wish to edit only the individual shift you selected, or the recurring set as a whole.

Editing individual shifts

If you select This shift only, or if the shift selected is not part of a recurring set of shifts, you can edit the date, times and positions of this shift. When you're done, click Save.

This option is particularly useful if you've created a set of recurring shifts but would like to change, for instance, the number of volunteers for one of the individual shifts. For instance, your recurring shift may created a shift on a public holiday and you'd like to delete the shift for this day only. You can also update the number of volunteers required if you run a skeleton crew that day.

Any volunteers assigned to an updated shift will receive in-app and email notifications to advise them of any changes, but we recommend you contact affected volunteers beforehand to confirm their availability.

Editing repeating shifts

If you select All future shifts, any changes you make will result in your existing recurring shifts being deleted from the shift you selected onwards. A new set of shifts will then created under the new criteria you've specified. Any recurring shifts prior to the shift you selected will be left unchanged.

As an example, let's look at a recurring shift repeating each week between 12pm and 4pm on Mondays and Wednesdays between Monday 1 March and Monday 31 May. We'll assume today's date is 7 March, meaning shifts on 1 and 3 March have already been completed.

If you select the shift on Wednesday 31 March in the schedule and de-select Monday from the recurrence in the edit screen, all applicable Monday and Wednesday shifts will be deleted from 31 March onwards. Your Wednesday shifts from this date will then reinstated. The end result will be a set of new shifts, with no volunteers assigned, every Wednesday between 12pm and 4pm from 31 March until 31 May.

All shifts prior to 31 March, on Mondays and Wednesdays, will remain unchanged and their volunteer assignments will remain intact.

Any shifts falling on a Monday or Wednesday that were not created under the original recurrence (e.g. a separate set of 8am–12pm shifts on the same days) will not be affected. Shifts falling on other days will also remain intact.

If in any doubt, we suggest you edit shifts individually.

We also advise you contact volunteers assigned to future shifts before making changes.

If you make changes and click Continue, you will be shown the old and new sets of shifts so you can check your changes before proceeding. If you're happy to submit your changes, click Confirm.