How to Create and Manage Shifts in Vome’s Schedule Module

Overview

The Schedule Module in Vome allows administrators to efficiently create, manage, and assign shifts to volunteers. This guide will walk you through the process of scheduling shifts, editing existing schedules, and notifying volunteers.

1. Accessing the Schedule Module

1. Log in to your Vome Admin account.
2. From the left-hand menu, click on Schedule to access the shift management interface.
3. You'll see a calendar view displaying all scheduled shifts.

2. Creating a New Shift

1. Click on the “+ Create Shifts” button on the top le in the Schedule module.
   
2. Select an opportunity
3. Enter the Shift Details, including:
   • Dates & Times: Set start and end times.
     
   • Number of Volunteers Needed: Define how many volunteers are required in the max. number of spots field
   • Shift Name: (e.g., "Food Bank Assistance")
   • Location: Specify where the shift will take place.
4. Generate & Publish: Once all details are added, click Generate to draft and then Publish to make the shift available to volunteers.

3. Assigning Volunteers to a Shift

• Volunteers can self-sign-up for shifts if they are published and open.
• Admins can manually assign volunteers by:
  1. Clicking on the shift in the Schedule module.
  2. Selecting “Assign upcoming shifts” and choosing from the available list.
  3. Admins can choose to notify newly assigned volunteers.

4. Editing or Deleting a Shift

1. Click on the shift you need to update.
2. Select Edit details & settings to modify details (date, time, location, etc.), Edit time slot or Edit number of spots.
3. If you need to remove a shift, click Cancel Shift (Note: This action may notify assigned volunteers).

5. Tracking and Managing Shift Attendance

• Volunteers can check in and out using the mobile app or web portal by scanning a QR code or via the kiosk.
• Admins can manually mark attendance in the Schedule module and via the mobile app.
• View volunteer hours and generate attendance reports from the Reports section.

6. Sending Shift Reminders to Volunteers

• Vome enables automated reminders so volunteers receive notifications before their shifts (48 hours prior to the shift and 1 hour before).
• Use bulk messaging (emails or shift chatroom) in Vome to communicate any schedule changes.

Best Practices for Shift Scheduling

✅ Plan shifts in advance to ensure enough volunteers are available.
✅ Encourage self-sign-up to reduce manual assignments.
✅ Regularly update schedules to reflect any changes.
✅ Use shift reports to analyze volunteer engagement and optimize scheduling.