How to Set Up Volunteer Shifts (including bulk)

Find Your Volunteer Applications Page

1. Make sure you are logged into Eventeny.
   
   
2. At the top of the home page, hover over the "Organize" tab and select the event you wish to work with.
   
   
   
   
3. This is your event dashboard. On the left sidebar, click the "Volunteers" tab and select "Applications."
   
   
   
   

Setting Up Application Shifts

1. To set up shifts in an application, you have to first create an application. Learn how to do that here. Once you have at least one application set up, click the blue "edit application" at the bottom.
   
   
   
   
2. This is your application editing page. Scroll down until you see the "Shifts" section and select the blue "new shift" button.
   
   
   
   
3. To create a shift, you must fill out the following:
   
   
   1. Shift Title
   2. Shift Start Time
   3. Shift End Time
   4. Shift Location (where will the volunteer be stationed on the map?)
   5. Number of Slots (for the shift)
   6. Shift Description
      
      
      
      
      
4. Congratulations! You have created your first application shift. At the top, you will see some column labels to help you distinguish certain shift criteria such as the time, hours, slots, and completion.
   
   The completion bar indicates how many slots out of the number you put have been claimed by a volunteer. Once it's at 100%, that means there are no more slots to be filled with that particular shift.
   
   To the right of the shift, you may notice three options: copy shift, edit shift, delete shift.
   
   
   
   

Setting Up Department Shifts

1. To set up shifts in a department, you must create a department first. You can get started by clicking the "Add new department" button. For an in-depth breakdown of how to create departments, click here.
   
   
   
   
2. Once you have at least one department set up, you’ll see department cards for each department you’ve created. 

   
   Each department card displays:
   
   

   • Department Name and Image: The title and optional image you assigned when creating the department.
     
     

   • Volunteers: Shows how many volunteers are approved for that department compared to the total number needed. Only approved volunteers are counted toward your total progress. Pending or unapproved applicants will not appear in the tracker.
     
     

   • Shifts: Shows how many shifts currently have volunteers assigned out of the total number of available shifts. The progress bar measures how many shifts have at least one volunteer assigned. Shifts without any assigned volunteers won’t contribute to progress.
     
     

   • Edit & Manage / Remove: Quick-action buttons to manage details or remove a department.

     
     

     
     
     
3. Click the "edit and manage" button written in blue text of the department you want to create shifts for. 
   
   
   
   
   
4. Scroll down until you see the "Shifts" section. To the right there are three options: export shift details, new shift, and bulk shifts. We will first discuss how to create a singular shift and cover the other two later in the article.
   
   Go ahead and click the blue (middle option) "New Shift" button to the right of the shifts section.
   
   
   
   
   
5. Like application shifts, you will be asked to provide the following:
   
   
   • Shift Title
   • Shift Start Time
   • Shift End Time
   • Shift Location (where will the volunteer be stationed on the map?)
   • Number of Slots (for the shift)
   • Shift Description
     
     

   When you are finished filling out the shift criteria, don't forget to click the blue "Save" button at the top right corner.

   
   
   
   
6. Congratulations! You have created your first department shift.
   
   
7. After the shift is created, you will see some column labels to help you distinguish certain shift criteria such as the time, hours, slots, and completion. The completion bar indicates how many slots out of the number you put have been claimed by a volunteer. Once it's at 100%, that means there are no more slots to be filled with that particular shift.
   
   
   
   
8. To the right of the shift, you may notice three options: edit shift, delete shift and assign volunteers. Assigning volunteers comes in handy if you don't wish to allow volunteers to choose their own shifts. Further, as volunteers pick or get assigned to shifts, you can export their information into an Excel file by clicking the white "Export Shift Details" (first option at the top right) button.
   
   
   
   

Setting Up Bulk Shifts

1. The third option in the Department "Shifts" section in "Bulk shifts." This option is a great time saver for event organizers that want to create multiples of shifts at once. Go ahead and click the blue "+ Bulk shifts" button.
   
   
   
   
2. A window will appear asking you to download an Excel template. You must fill out this template exactly as it appears, or the import will not be successful.
   
   
   
   
   
   
3. Once you've completed filling out the Excel template, download it to your computer and reupload it where it says, "Select file." When you are finished, click the blue "Submit" button.
   
   
   
   
4. Congratulations! You have successfully imported volunteer shifts in bulk. If you filled out the Excel template correctly, the shifts you imported will appear just as if you were to create them individually.

How to Sync Department Shifts to Applications

1. To ensure your volunteers are able to view the various shifts and departments when they are applying, you have to sync your department shifts to the application you've created. First, select the blue "edit application" button at the bottom of the application.
   
   
   
   
2. This is your application editing page. Scroll down to the "Questions" section and toggle question #9 (Department selection) so that it turns blue.
   
   
   
   
   
3. Question #9 will have two follow up questions for you to answer:

• • How many departments can each volunteer select at once?
  • How many departments out of the ones you have created would you like to include (and be made visible) in the application?
    If you want all departments visible, simply keep the option to "All." If you'd like only a select few included, select the "Custom" option. From there it will ask you to check/uncheck which departments you'd like included in the application or not.