How do I calculate the total number of hours scheduled for upcoming shifts?

How do I calculate the total number of hours scheduled for upcoming shifts?

As of now, this information can easily be exported from Vome and then imported into an Excel spreadsheet (attached on this article) which generates the information you need! We know this can be super helpful when running events on Vome : )

To accomplish this, you will need to generate your Attendees & Hours Report, and Vome Database.

This is how it works:

1. Login to Vome and visit the Reports page from the left-hand side of your page
2. Click on the Attendees & Hours report
3. Configure the file as you need to by changing the date range
Please note that if you use any filters (other than the date range) on the view, you must select the rows before exporting it. To do this, simply click the checkbox on the top left of your screen to select all of your rows from your filtered results. Then, when you can click the Export button, it will show an additional option labeled Export selected rows.
4. Click Export > Export all rows OR Export selected rows (this will download the report for you).

Now it's time to download your Vome Database..

5. Visit the Database page using the left-hand side navigation
6. Click Export Export all rows (this will download the database for you).

Now it's time to plug these reports into the attached excel file!

7. Download the excel file attached on this support article
8. On the first tab of the spreadsheet, you will see a tab labeled Attendees & hours report, you are able to Paste the entire exported Attendees & Hours report there. As of now, we put sample data there, which you should delete and replace with your real data.
To do this, simply open the Vome report that you exported in step 4. Click on the headers and drag your mouse to copy the entire sheet. Then once it is copied, you can return to the impact value workbook to paste it inside of the "Attendees & hours report" sheet (sheet #1). 
9. On the second tab of the spreadsheet, you will see a tab labeled Database export, you are able to Paste the entire exported Vome Database there. As of now, we put sample data there, which you should delete and replace with your real data

Voila! You will see the a tab labeled Total hours scheduled report, which contains aggregated data from both of your Vome reports. 

Here is a summary of each column:


- Column A: A list of all people with at least 1 shift in your attendees & hours report
- Column B: You will see the number of shifts scheduled for each volunteer
- Column C The sum of all hours scheduled across their shifts
- Column D The affiliated opportunities for the shifts scheduled per volunteer. For example, if Volunteer A has shifts scheduled for Opportunity A and  Opportunity B, it would show both listed in that field (i.e. Opportunity A, Opportunity B).
- Column E: Their email address from the database
- Column F: The profile tags from the database
- Column G: Their phone number from the database
- Column H: Their profile status from the database 

Using Conditional Formatting

Oftentimes, you may want to quickly see if people have scheduled a specific number of hours across shifts. For example, perhaps your event requires that volunteers schedule at least 10 hours to shifts!

To accomplish this, you can use Conditional Formatting to highlight cells based on these conditions. This is how it works!

1. Hover over the column letter on excel, for example column C (based on our example) and then click on it.
This will select the entire column and you will see it highlighted



2. On the top of your page, click Conditional Formatting












3. Click the first option, Highlight Cells Rules. Then, choose either "Greater than..." or "Less than..." depending on how you want to highlight your cells.
In our example, you would select less than. And then when the popup opens, we would input 10. This would highlight all the people who have less than 10 hours scheduled.

4. Input the number of hours per your process and you're done! 

Pro tip: Now that you colored all the cells per your specifications, you can filter the column as needed by clicking the filter arrow on the header of the column > clicking Filter by color > and choosing if you want to only show rows that have this condition or rows that do not meet this condition!

If you have any questions or need help setting this up, do not hesitate to submit a ticket from the support portal to let us know!

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