Assign volunteers to dates

Once your teams and roles are set up, the schedule shows a grid of upcoming dates with an open slot for each role you need to fill. This article walks through picking a person for a slot.

Before you begin

You need the Schedule tab, either through your role or a tab invite.
Each team needs at least one role set up. See Set up volunteer positions.

Step-by-step

Go to the Schedule page. Open Schedule from your dashboard. Each event is a block, with roles down the left and upcoming dates across the top.
Find the open slot. Every slot that still needs someone shows a dashed Assign button in that date's column.
Click Assign. A pop-up window opens titled Assign followed by the role name (for example, Assign Greeter), with the date as the subtitle and a Search anyone... box at the top.
Pick from the suggested groups, or search. With the box empty, people are split into three groups:
- A group named after the role (for example, Greeters) lists team members who already have that role.
- Other team members lists the rest of that team.
- Outside the team lists everyone else in your church.
The two team groups are ordered so whoever has gone the longest without serving shows up first, which helps you spread the load. Anyone who has never served is shown in green. To find a specific person instead, type at least two letters in Search anyone....
Click a person to assign them. They drop into the slot right away. At this point they are assigned but not yet notified, so nobody hears about it until you send notifications. See Notify volunteers about assignments.

Reading the warnings

Each person's row gives you a quick read before you pick them:

A red Blocked badge means that person marked the date as unavailable.
A yellow Serving badge means they are already on another event that same day, shown as Already on the event name.
On the right, you see when they last served: Today, Yesterday, something like 3d ago, an older date, or Never served in green. A Next: date appears when they are already scheduled for an upcoming day.

These badges are a heads-up, not a wall. You can still assign someone who is blocked or already serving if that is what you want. It is worth a second look first, since a blocked person told you they cannot make it.

Adding and removing slots

Sometimes you need more people on a date than the usual weekly count, or one fewer.

Add an extra slot with the small + at the bottom of a date's cell. A new open Assign slot appears for that date only.
Remove an added slot with the trash icon on that empty slot. This only removes extras you added; it does not change the role's normal count.

Moving through the dates

For a repeating event, a few controls above the grid change which dates you see:

The weeks selector shows one to four weeks of dates at a time.
Today jumps the view back to the current week.
The left and right arrows step the visible range earlier or later.

One-time events show a single date, so these controls do not appear for them.

Good to know

Assignments save on their own as you make them, so there is no separate Save button.
The last-served and next-serving notes are based on everyone's schedule across all your events, not just this one.