VOLONTARIX - Web based volunteer scheduling

Overview

If you don't have a web site, we will create and host one for you. If you already have one, we will work with your own web master to include the necessary links.

You will designate a Schedule Coordinator and provide us with an Excel spreadsheet that contains as a minimum, the name and email address of all your staff. We will work with your Schedule Coordinator to describe and define your work process and basic schedule.

The schedule layout is extremely flexible with any number of distinct work periods, grouped into any number of categories, with up to 10 different work assignments in a day.

Each work period may have any number of possible job assignments and each member of your staff will have a customized list of the jobs that they can be assigned to.

Each day of each work period will have the option of:

Nothing is scheduled.
Any number of staff may sign up.
A maximum number of your staff may sign up. The signup selection is disabled when that number is reached.
A work period that may only be filled by an Administrator.

As an additional option, it is possible to restrict selection of a work period to a limited number of times per season.

In the example of a Ski Patrol, a typical annual schedule might be:

Categories	Pre-Season	Season	Alpine Training
Work Periods	OEC Classes On The Hill Training	Day Shift Swing Shift Night Shift	Alpine Trainer Alpine Trainee
each with	one	two	two
	work assignment(s) per day

	No restriction on numbers of staff	A maximum number of staff per period. No more than 4 Swing Shift per season per person	Restricted to Alpine Trainers and Trainees

Schedule Administration

The Schedule Coordinator will describe and define the basic schedule using a simple user interface.

The following is an example of the web page that is available to the Schedule Coordinator. It shows the first three months of a sample schedule.

Legend For Each Day

0	Nothing is scheduled.
*	There is no limit to the number of people who can volunteer.
##	The maximum number of volunteers. An Administrator may add any number of additional people to the schedule.
X	May only be assigned by an Administrator.

	May 2024
	Mo	Tu	We	Th	Fr	Sa	Su
			1	2	3	4	5
Day Shift								Day Shift
Swing Shift								Swing Shift
Night Shift								Night Shift
	6	7	8	9	10	11	12
Day Shift								Day Shift
Swing Shift								Swing Shift
Night Shift								Night Shift
	13	14	15	16	17	18	19
Day Shift								Day Shift
Swing Shift								Swing Shift
Night Shift								Night Shift
	20	21	22	23	24	25	26
Day Shift								Day Shift
Swing Shift								Swing Shift
Night Shift								Night Shift
	27	28	29	30	31
Day Shift								Day Shift
Swing Shift								Swing Shift
Night Shift								Night Shift
	Mo	Tu	We	Th	Fr	Sa	Su
	May 2024

	June 2024
	Mo	Tu	We	Th	Fr	Sa	Su
						1	2
Day Shift								Day Shift
Swing Shift								Swing Shift
Night Shift								Night Shift
	3	4	5	6	7	8	9
Day Shift								Day Shift
Swing Shift								Swing Shift
Night Shift								Night Shift
	10	11	12	13	14	15	16
Day Shift								Day Shift
Swing Shift								Swing Shift
Night Shift								Night Shift
	17	18	19	20	21	22	23
Day Shift								Day Shift
Swing Shift								Swing Shift
Night Shift								Night Shift
	24	25	26	27	28	29	30
Day Shift								Day Shift
Swing Shift								Swing Shift
Night Shift								Night Shift
	Mo	Tu	We	Th	Fr	Sa	Su
	June 2024

	July 2024
	Mo	Tu	We	Th	Fr	Sa	Su
	1	2	3	4	5	6	7
Day Shift								Day Shift
Swing Shift								Swing Shift
Night Shift								Night Shift
	8	9	10	11	12	13	14
Day Shift								Day Shift
Swing Shift								Swing Shift
Night Shift								Night Shift
	15	16	17	18	19	20	21
Day Shift								Day Shift
Swing Shift								Swing Shift
Night Shift								Night Shift
	22	23	24	25	26	27	28
Day Shift								Day Shift
Swing Shift								Swing Shift
Night Shift								Night Shift
	29	30	31
Day Shift								Day Shift
Swing Shift								Swing Shift
Night Shift								Night Shift
	Mo	Tu	We	Th	Fr	Sa	Su
	July 2024

All possible jobs assignments are defined during the initial setup and the Schedule Administrator will select which job assignment will be available in each specific work period.

Administrators will define which person may work a particular job based on their own criteria.

Volunteer Signup

Your staff will log in to your web site and select the work periods/shifts that they wish to work. As dates "fill up" with volunteers, the applicable click boxes will disable. Any selection earlier than today's date will be disabled.

The following is a example of the web page that is available to your staff. In this example, the date is arbitratily set to June 7th. It shows the first three months of a sample schedule.

Your current schedule

	Scheduled		Actual		Volunteer
	Shifts	Hours	Shifts	Hours	Shifts	Hours
Day Shift	3	28.5	3	28.5	3	28.5
Swing Shift	1	10	0		0
Night Shift	0		0		0
OTH Training	0		0		0
OEC Training	0		0		0

n	Time periods where there is no restriction on the number of volunteers who may work. The number "n" is the number of people who have registered.

n/m	Time periods where there is a maximum number of volunteers who may sign up on a first come, first served basis. The number "n" is the number of people who have registered of the number "m" allowed.
Select the work periods when you want to work. If the check box is disabled, the work period is either filled to the maximum needed, or it is in the past. You will have to contact an Administrator to be added to the schedule for that date/work period.

Day Shift - Boots on at 7:15 AM during Partner skiing, 8:15 AM at all other times

Swing Shift - Shift startes at 9 AM and ends at 7 PM

Night Shift - Boots on at 4:15 PM until closing

Daily Volunteer Coordinator

A schedule coordinator will "check in" the staff for each day that has some activity. This is an example that includes the optional Daily Written Log.

Personnel Schedule		Daily Log

Display Daily Log		Display Raw Daily Log

Contact Information

After selecting the "Personnel Schedule" dropdown, you will see:

Other Features And Options

Available Features:

A calendar, with both a month-at-a-glance page and near-term summary on your home page
A user interface that allows any of your administrators to add and edit home page content without any knowledge of coding
Public and private sections to your web site, with
- Public - The contact information of any number of officers or similar members of your staff
- Private - After logging in, your staff will be able to
  Sign up for work shifts
  Check their schedule and who they will be working with
  Find contact information for staff

Optional Features:

A daily written log
Tracking of Complementary Tickets
Tracking of Rental Vouchers
An Incident Log summary

Friday 6-7-2024
Day Shift
		Checked In	Volunteer Credit	1st Half	2nd Half
Rob Adams	Volunteer
Jerry Addis	Volunteer
Mike Administrator	Volunteer
Ken Alden	Paid




Night Shift
		Checked In	Volunteer Credit	1st Half	2nd Half
Chris Barber	Volunteer
Bob Blocker	Volunteer
Shawn Blum	Volunteer

Mo	Tu	We	Th	Fr	Sa	Su
May 2024
		1	2	3	4	5
							Day Shift
							Night Shift
6	7	8	9	10	11	12
							Day Shift
							Swing Shift
							Night Shift
13	14	15	16	17	18	19
							Day Shift
							Swing Shift
							Night Shift
20	21	22	23	24	25	26
							Day Shift
							Swing Shift
							Night Shift
27	28	29	30	31
							Day Shift
							Night Shift

Mo	Tu	We	Th	Fr	Sa	Su
June 2024
					1	2
					X		Day Shift
							Swing Shift
							Night Shift
3	4	5	6	7	8	9
				X	0/12	7/12	Day Shift
					1/2		Swing Shift
					0/7		Night Shift
10	11	12	13	14	15	16
					0/12	0/12	Day Shift
					0/2		Swing Shift
					0/7		Night Shift
17	18	19	20	21	22	23
					0/12	0/12	Day Shift
					0/2		Swing Shift
					0/7		Night Shift
24	25	26	27	28	29	30
					0/12	0/12	Day Shift
					0/2		Swing Shift
					0/7		Night Shift

Mo	Tu	We	Th	Fr	Sa	Su
July 2024
1	2	3	4	5	6	7
					0/12	0/12	Day Shift
					0/2		Swing Shift
					0/7		Night Shift
8	9	10	11	12	13	14
					0/12	0/12	Day Shift
					0/2		Swing Shift
					0/7		Night Shift
15	16	17	18	19	20	21
					0/12	0/12	Day Shift
					0/2		Swing Shift
					0/7		Night Shift
22	23	24	25	26	27	28
					0/12	0/12	Day Shift
					0/2		Swing Shift
					0/7		Night Shift
29	30	31
							Day Shift