Activity - Edit

[alert heading=”Activity Filters” alert type=”alert-success” block=”false” close=”false”]

  • If you have a large number of Activities displayed, you can filter for specific Activities based on their attributes or click the [+] / [-] buttons to show / hide all Activities in a Category. If you have applied any filters, you’ll see a notification just above the listing of activities.
  • You can also see information on the Attributes of your activities by selecting one of the following choices from the drop list above your Activities:
    • Type (Scheduled, Seasonal, Unscheduled)
    • Self-Scheduling (Enabled or blank)
    • Auto Lock (On assignments, On signups, Do not autolock)
    • Visible to (Visible to assigned volunteers only, Visible to volunteers, Public)
    • Active (Active or blank)
    • Group Signup (Allowed, Not Allowed)
    • Allow Hours Logging (Allowed, Not Allowed)[/alert]

General Edits

  1. Go to: Activities >> Manage Activities
  2. Hover over the options icon beside the Activity
  3. Click on “Edit”
  4. Click on the relevant tab and make the desired changes
  5. Click the [Save] button in that section
  6. Click the [Close] button

[alert heading=”TIP:” type=”alert-info” block=”false” close=”false”]You can add new Qualifications and new Feedback Fields while editing an existing Activity.[/alert]

Add Shifts

You can add one or more shifts to any of your scheduled Activities.

  1. Go to: Activities >> Manage Activities
  2. Hover over the options icon beside the Activity and click on “Edit”
  3. Click on the Schedule tab
  4. OPTIONAL: Apply filters in the top panel to isolate the shifts you would like to edit and click the green [Filter Shifts] button
  5. Click the desired button to add the shift(s) needed:
    • Add Single Shift – to add one shift at a time
      • Enter (or select) the date for the shift and the start/end times. After that, you can click the [Add Shift] button or the [Save and Add Another] button if you want to add another shift.
    • Add Multiple Shifts – to add multiple shifts on a pattern
      • You can select an existing template and date range to add more shifts to your Activity, then click the [Save] button
      • You can also enter the pattern of shifts you wish to add (along with the start/end dates), then click the [Save] button. This pattern can also be saved as a new Shift Template.
  6. Click the [Close] button to close your Activity

IMPORTANT NOTE: If changing a shift date/time or the type of schedule associated with an activity

[alert heading=”If volunteers had already signed up for this activity:” alert type=”alert-success” block=”false” close=”false”]

You can choose:

  • Do not change existing sign ups (volunteers that had signed up for the shift will still be listed as “signed up”)
  • Delete existing sign ups (volunteers that had signed up for the shift will have that sign up removed and they’ll need to sign up again)

[/alert]

[alert heading=”If volunteers had already been assigned to this activity:” alert type=”alert-success” block=”false” close=”false”]

You can choose:

  • Do not change existing activity assignments (volunteers that are assigned to the shift will still be assigned to that shift)
  • Set existing activity assignments to be unconfirmed (volunteers that are assigned to the shift and have confirmed will still be assigned to that shift and should re-confirm the revised date/time)
  • Delete existing activity assignments (volunteers that are assigned to the shift will be removed from that shift)

[/alert]

Edit a Shift

  1. Go to: Activities >> Manage Activities
  2. Hover over the options icon beside the Activity and click on “Edit”
  3. Click on the Schedule tab
  4. OPTIONAL: Apply filters in the top panel to isolate the shifts you would like to edit and click the green [Filter Shifts] button
  5. Move your mouse over the [Options] button to the left of a shift and select “Edit”
    • The “Edit Shift” window will display a notification indicating if Auto Lock is enabled or disabled
  6. Make the desired change(s) to the shift by editing the date, start time and/or end time, minimum volunteers needed or maximum volunteers needed
  7. If volunteers are assigned to the shift you are changing, select the desired action to apply from the drop list:
    • Do not change existing activity assignments
    • Set existing activity assignments to be unconfirmed
    • Delete existing activity assignments
  8. If volunteers are signed up for the shift you are changing, select the desired action to apply from the drop list:
    • Do not change existing sign ups
    • Delete existing sign ups
  9. Click the [Save] button

Update Start and End Times of Multiple Shifts

  1. Go to: Activities >> Manage Activities
  2. Hover over the options icon beside the Activity and click on “Edit”
  3. Click on the Schedule tab
  4. OPTIONAL: Apply filters in the top panel to isolate the shifts you would like to edit and click the green [Filter Shifts] button
  5. Select the desired shifts you wish to change
  6. From the “Change Selected” droplist, select “Update Start and End Times”
  7. Enter the new Start Time and/or End Time
  8. If volunteers are signed up for the shift you are changing, select the desired action to apply from the drop list:
    • Do not change existing sign ups
    • Delete existing sign ups
  9. If volunteers are assigned to the shift you are changing, select the desired action to apply from the drop list:
    • Do not change existing activity assignments
    • Set existing activity assignments to be unconfirmed
    • Delete existing activity assignments
  10. Confirm that you wish to make this change by checking the box
  11. Click the [Update Start and End Times] button

Delete / Clean Up Shifts

  1. Go to: Activities >> Manage Activities
  2. Hover over the options icon beside the Activity and click on “Edit”
  3. Click on the Schedule tab
  4. OPTIONAL: Apply filters in the top panel to isolate the shifts you would like to edit and click the green [Filter Shifts] button
  5. Check the box in the black panel to select all of the shifts displayed or check the boxes next to the shifts you would like to change
  6. In the “Change Selected” drop-down list near the bottom of the screen, select Delete Shifts
  7. Confirm this deletion by clicking the [Delete Shifts] button.

[alert heading=”NOTE:” type=”alert-info” block=”false” close=”false”]To help prevent accidental deletions of assignment data, a warning message will let you know how many volunteers are signed up for or have been assigned to those shifts.  If you are deleting multiple shifts, you will be warned that you would also be removing those signed up or assigned.  In both cases, the warning must also be acknowledged by checking a box.[/alert]

You can also delete all shifts occurring on or before a specific date:

  1. Go to: Activities >> Manage Activities
  2. Hover over the options icon beside the Activity and click on “Edit”
  3. Click on the Schedule tab
  4. Scroll down and click the [Clean Up Shifts] button
  5. Enter or select a date value to clean up all shifts (and assignments) on or before that date. The default date value is yesterday’s date.
  6. Check the box to confirm you want to do this.
  7. Confirm this deletion by clicking the [Clean Up Shifts] button.

Update Activity (Schedule) Type

[alert heading=”IMPORTANT:” type=”alert-danger” block=”false” close=”false”]In order to update the Activity type of a Scheduled Activity, it must have only ONE shift. If it has more than one shift, you will need to remove the extra shifts prior to updating the Activity type.[/alert]

  1. Go to: Activities >> Manage Activities
  2. Hover over the options icon beside the Activity
  3. Click on “Update Activity Type”. The current name and schedule type for the activity will display.
  4. Select the desired New Type from the drop list. The options displayed will depend on the current schedule type for the activity:
    • Unscheduled: change to “unscheduled”
    • Seasonal: specify the start / end dates and change to “seasonal”
    • Scheduled: specify the shift date, start / end dates and change to “scheduled” (you can add more shifts later by editing the Activity)
  5. Click the [Save] button

Changes to the Minimum or Maximum Number of Volunteers

  1. Go to: Activities >> Manage Activities
  2. Hover over the options icon beside the Activity and click on “Edit”
  3. Click on the Schedule tab
  4. OPTIONAL: Apply filters in the top panel to isolate the shifts you would like to edit and click the green [Filter Shifts] button
  5. Check the box in the black panel to select all of the shifts displayed or check the boxes next to the shifts you would like to change
  6. In the “Change Selected” drop-down list near the bottom of the screen, choose the type of change you would like to make.
    • To change the minimum number of volunteers required for these shifts
      1. Select “Override Minimum Volunteers”
      2. In the dialog box that appears, enter the new minimum number and then click the [Override Minimum Volunteers] button
      3. Click the [Close] button
    • To reset the minimum number of volunteers for these shifts back to the number common for most shifts in this Activity
      1. Select “Remove Minimum Volunteers Override”
      2. Click the [Remove Minimum Volunteers Override] button
      3. Click the [Close] button
    •  To change the maximum number of volunteers allowed in the shift
      1. Select “Override Maximum Volunteers”
      2. In the dialog box that appears, enter the new maximum number and then click the [Override Maximum Volunteers] button
      3. Click the [Close] button
    • To reset the maximum number of volunteers allowed in the shift back to the number common for most shifts in this Activity.
      1. Select “Remove Maximum Volunteers Override”
      2. Click the [Remove Maximum Volunteers Override] button
      3. Click the [Close] button

Change Category

  1. Go to: Activities >> Manage Activities
  2. If your list of Activities is long, choose any of the filters in the top panel and click the green [Filter Activities] button.
  3. Hover over the options icon beside the Activity
  4. Click on “Change Category”
  5. Select the new category from the drop down list
  6. Click the [Save] button

Change Active Status

  1. Go to: Activities >> Manage Activities
  2. If your list of Activities is long, choose any of the filters in the top panel and click the green [Filter Activities] button.
  3. Hover over the options icon beside the Activity
  4. Click on “Edit”
  5. In “Basic Info”, select the desired “Active” status
  6. Click the [Save] button in that section
  7. Click the [Close] button

Enable / Disable Hours Logging

  1. Go to: Activities >> Manage Activities
  2. If your list of Activities is long, choose any of the filters in the top panel and click the green [Filter Activities] button.
  3. Hover over the options icon beside the Activity
  4. Click on “Edit”
  5. In “Basic Info”, check the “Allow Hours Logging” box to enable volunteers to log hours for this Activity. (Removing the check from this box will prevent volunteers from logging hours for this Activity.)
  6. Click the [Save] button in that section
  7. Click the [Close] button

[alert heading=”NOTE:” type=”alert-info” block=”false” close=”false”]An administrator will always be able to log hours on behalf of a volunteer, provided that they are not a Limited Access Administrator that is restricted from doing so.[/alert]

Enable / Disable Group Signup

  1. Go to: Activities >> Manage Activities
  2. If your list of Activities is long, choose any of the filters in the top panel and click the green [Filter Activities] button.
  3. Hover over the options icon beside the Activity
  4. Click on “Edit”
  5. In “Basic Info”, check the “Allow Group Signup” box to enable groups to sign up for this Activity. (Removing the check from this box will prevent groups from signing up for this Activity.)
  6. Click the [Save] button in that section
  7. Click the [Close] button

Bulk Changes

  1. Go to: Activities >> Bulk Activity Updates
  2. Set the filters to retrieve a list of activities
  3. Click the [Filter Activities] button
  4. Select the Activities you wish to change
  5. Scroll down and select the desired option from the “Change Selected” drop-down list:
    • Add a Qualification
    • Remove a Qualification
    • Add a Feedback Field
    • Remove a Feedback Field
    • Update Visibility Settings
    • Change Active Status
    • Change Hours Logging Setting
    • Update Pre-Assigned Description
    • Update Post-Assigned Description
    • Update Category (move activities to a different category or to “Uncategorized”)
    • Update Application Form
    • Add Schedule Classification
    • Remove Schedule Classification
    • Change Group Signup Setting (if Group Scheduling has been enabled)
  6. Repeat the steps above if you want to change multiple attributes of the activities

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