This feature is available on the Pro Plan.
Why use applications with schedules?
Most organizations have a general onboarding process for all volunteers, but some positions require additional screening before someone can sign up for shifts. Alternatively, you might skip the onboarding step and let volunteers apply directly for specific positions.
With schedules, you have two options: a simple signup process where volunteers can choose shifts right away or a two-step process that involves an application to qualify volunteers before they can sign up. If you choose the application route, volunteers need to apply, get approved (qualified), and then they can sign up for shifts. (You can also manually qualify volunteers if you don't require a form signup.) If they’re not qualified, you can hide those shifts or show them a popup to let them know they can't sign up.
Another great feature of schedules is the ability to link different applications to one or more positions, keeping everything organized in one place. This ensures that only qualified volunteers can sign up, helping you maintain control and save administrative time.
What volunteers experience.
If a schedule is visible to volunteers and they try to sign up for a shift they’re not qualified for, a popup message will appear.
If you select Show to Qualified Only in the schedule's visibility settings, the shift will only be visible to qualified volunteers. Unqualified volunteers won’t see it, nor will they see a popup prompting them to apply (see below). Be sure to promote the application process separately on your hub.
If the application is set to Open, the popup will guide the volunteer in applying for the position.
If the application is set to Closed, the popup will inform the volunteer that they do not have permission to sign up.
Linking an application to a position in the schedule.
If you have an active application, you can link it to a position in the schedule. Only qualified volunteers from that application can sign up for those shifts.
Open the schedule and click on the Manage Positions button.
If you're starting to build your positions, click Add New. If you already have positions, click the edit pencil to modify one.
When editing or creating a position, scroll to the bottom to find the dropdown menu to associate an application. The default is No Application, meaning volunteers can sign up based on visibility permissions.
Select the Application you wish to associate with this position from the dropdown menu, then click Save. The changes will take effect immediately, but any volunteers already scheduled before the restriction will not be removed if they're unqualified. However, the restriction will apply to any future shifts they sign up for.
While Timecounts communicates to volunteers why they cannot sign up if they attempt to select the shift, this may still be frustrating for some, especially if they’re unaware of additional screening requirements beyond the normal onboarding process. To avoid confusion, it’s a good idea to include this information in your volunteer orientation or training or add it to the FAQ section on your hub.