How do I assign volunteers to flexible schedules?

This article shows group managers how to assign volunteers to flexible schedules in an opportunity.

Assigning volunteers to an opportunity with a flexible schedule — e.g. 3 hours per week for the next two weeks — is easy thanks to Be Collective's scheduling features. Assigning a volunteer can be done directly from their application, or later from the Schedule tab in group management.

Assign from an application

If you'd like to assign your volunteer their schedule immediately after approving their application, click Manage schedule from the pop-up that appears after approval.

Otherwise, click Done to approve without assigning. You can then assign the volunteer from the Schedule tab as shown below.

Assign an approved volunteer from Schedule

1. Open your group management page

2. Open the Schedule tab

3. Select the opportunity from the drop-down at the top of the schedule

For volunteers without a schedule, use the Assign action in the schedule sidebar (or open the opportunity and use Manage schedule on their row once assigned).

Whether you assign from the application or the schedule, you'll then be shown a pop-up where you can nominate a time commitment in hours, the frequency of this commitment (weekly, monthly or in total) and start & end dates. Click Save to add these hours to your and the volunteer's schedules.

Timesheets will be generated automatically based on the schedule you provide, but these can be reviewed and updated if necessary before being approved.

Once you're done, the hours you've added will be shown in your schedule.

If you wish to make changes, click Manage schedule to update hours, frequency and dates, or open the row menu and choose Cancel volunteering to remove the schedule. For more details on how to manage and update existing schedules, please see the Help Centre article linked below:

How do I edit flexible schedules?

Assign a group member who hasn't applied

If you'd like to assign a member of your group to a flexible schedule and they haven't already been approved for the opportunity:

1. Open your group management page

2. Open the Schedule tab

3. Select the opportunity

4. Click Assign in the schedule sidebar

5. Select a group member who isn't already assigned to the opportunity from the drop-down menu

6. Click Next

7. Enter the member's volunteer schedule details (time commitment, frequency, start & end dates), then click Save

The member will receive an email notification at the end of this process, letting them know you've assigned them to the opportunity and their new schedule. We encourage volunteer managers to contact members separately before assigning them to any opportunity without a prior application from the member.