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Scheduling Volunteers for Shifts: Notifications

This article is for Connect site managers. It shows site managers how to edit some of the automated notifications available on their site.

Note: For information on automated notifications, see the article Automated Notification Messages. For an index of all notification messages, see Index of Automated Notification Templates.

Your Connect site's automated notifications include two messages that can be triggered to volunteers from both the site manager's and the agency manager's Schedule area:

To access the Schedule areas:

  • Site Manager: Go to Volunteerism > Responses and click Schedule.
  • Agency Manager: Go to your agency management area and click Schedule.

Once the Schedule calendar is displayed, click Show Shifts (if necessary), and then click on a Shift and scroll to the Available Volunteers table. Both of the templates described below are sent from this table.

To learn more about scheduling from the site manager's perspective click here. To learn more about the agency manager's perspective, click here.

Schedule Recruitment

Above the Available Volunteers table is an Invite Volunteers button that can be used to inform available volunteers of an available shift. Clicking this button triggers the Schedule Recruitment notification to the selected volunteers.

The Shift Recruitment notification is sent to a volunteer when a site manager (or agency manager) has invited a volunteer to register for a shift. It contains the following template keys:

Template Key Description (Text that replaces the key in the message)
shift_start Start time of the shift
shift_end End time of the shift
need_title Title of the need the volunteer responded to
need_link A link that the volunteer can click to view the need posting
need_address Street address of the need
need_city City where the need is located
need_state State where the need is located
need_postal ZIP/Postal code of the need
agency_name Name of the agency
agency_phone Phone number of the agency (as entered on the agency's profile)
to_firstname Volunteer's first name
to_lastname Volunteers last name
response_link A link that the volunteer can click in order to respond to the need
to_email Volunteer's email address
site_title Name of the site
site_link Link to the site's landing page
signature Default system signature

Note: The need_address, need_city, and need_state template keys can only pull data that is available. If address, city, or state data are not part of the need posting, the message will have blank spaces where that information would typically appear. You may want to edit the default message if your agency managers do not typically provide a full address for needs.

Schedule Assignment

The Schedule Assignment template is sent to a volunteer when a site manager (or agency manager) assigns a volunteer to one or more shifts within a need. It includes the following template keys:

Template Key Description (Text that replaces the key in the message)
message The date(s) and times(s) of the assigned shifts; if multiple shifts, each shift's date and time appear on a separate line.
need_title Title of the need the volunteer responded to
need_link A link that the volunteer can click to view the need posting
need_address Street address of the need
need_city City where the need is located
need_state State where the need is located
need_postal ZIP/Postal code of the need
agency_name Name of the agency
agency_phone Phone number of the agency (as entered on the agency's profile)
to_firstname Volunteer's first name
to_lastname Volunteers last name
response_link A link that the volunteer can click in order to respond to the need
to_email Volunteer's email address
site_title Name of the site
site_link Link to the site's landing page
signature Default system signature

Note: The need_address, need_city, and need_state template keys can only pull data that is available. If address, city, or state data are not part of the need posting, the message will have blank spaces where that information would typically appear. You may want to edit the default message if your agency managers do not typically provide a full address for needs.

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