Volunteer Management, Shift Scheduling & Clock Exceptions Manual

Target Role: Organization Admins, Partner Admins & Staff with Schedule Manager Profile

Access volunteer operations via App Sidebar > Volunteers (or /org-admin/volunteers / /partner-admin/volunteers).

Overview

The Volunteer Operations Suite enables partner organizations to maintain active volunteer rosters, plan weekly/monthly shift schedules, establish facility blackout dates, reconcile open clock-in punches, and analyze volunteer service hours.

graph TD
    VolHome["Volunteer Management Suite"] --> Roster["1. Volunteer Roster Tab"]
    VolHome --> Schedules["2. Schedules & Calendar Tab"]
    VolHome --> Exceptions["3. Clock Exceptions Queue Tab"]
    VolHome --> Reports["4. Hours Ledger & Reports Tab"]

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1. The 4 Operational Tabs

👥 1. Volunteer Roster

Roster Management & Fast Addition

• Volunteer Listing: View registered volunteers, 10-digit mobile numbers, role badges, and total completed shifts.
• Phone-First Addition: Click + Add Volunteer to register a new volunteer by First Name, Last Name, and Mobile Phone Number.

  No Email Invitation Required

  Volunteers do not require a web login or password. Registering their phone number enables instant check-in at any paired physical kiosk terminal.

• Edit Profiles: Update volunteer contact information and partner program affiliations.

📅 2. Shift Schedules & Calendar

Interactive Shift Planner & Blackouts

• Interactive Calendar View: Toggle between list view and weekly/monthly visual calendar views.
• Timezone Badges: Shift schedules display active local timezone offsets (e.g. EDT (UTC-04:00)).
• Scheduling a Shift:
  1. Click + Schedule Shift (or tap any calendar slot).
  2. Typeahead search matching volunteers within your partner location scope.
  3. Set Shift Start Time and End Time.
  4. Select Volunteer Role / Assignment.
  5. Click Confirm Shift Schedule.
• Facility Closures & Blackout Dates:
  • Toggle calendar days as Facility Closed (e.g. holidays or inclement weather).
  • Automatically defers scheduled reminder text sweeps and prevents conflicting shift bookings.

⚠️ 3. Clock Exceptions Queue

Reconciling Open & Errant Punches

• Automatic Flagging: Shifts remaining open for more than 12 hours or containing orphaned check-ins are automatically routed to the Clock Exceptions Queue.
• Reconciling an Exception:
  1. Click Reconcile Shift on any exception card.
  2. Inspect the original punch timestamp and kiosk terminal ID.
  3. Adjust the Clock-Out Timestamp to the volunteer’s actual departure time.
  4. The system recalculates total credited hours and marks the exception as Resolved.

📊 4. Hours Ledger & Reports

Service Hours Auditing

• Status Filtering: Filter shift records by All, Clocked In / Active, Completed, or Autoclosed.
• Search Ledger: Search historical shift logs by volunteer name, date, or partner facility.
• Exporting Data: Export CSV service hour ledgers for grant verification.

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2. Automated Shift Reminders & Quiet Hours

• Automated Sweep: The background service automatically sweeps scheduled shifts 12 to 48 hours prior to service dates.
• Email Reminders: Dispatched with shift start times, facility address, and supervisor contact details.
• SMS Text Reminders: Dispatched strictly during the configured Notification Safe Window (e.g. 8:00 AM – 8:00 PM local time). Reminders triggered outside safe hours are deferred until the morning window opens.