Creating and managing positions

Positions define the roles or types of work volunteers can do in Timecounts, such as Greeter, Registration, Driver, Food Service, or Event Volunteer.
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You’ll most commonly use Positions when creating an Event with Shifts or a Schedule. Every Shift requires a Position so volunteers know what they’ll be doing. Each Position within an Event or Schedule also has a location. You can use the same Position name in multiple locations, such as Registration at the Main Entrance and Registration in the Conference Hall.

Each Event or Schedule has its own list of relevant Positions. Once you’ve added them, you can create Shifts for volunteers to sign up for or be assigned to.

Positions are also used for walk-ins and when manually tracking volunteer time. Using consistent Position names makes it easier to understand the work volunteers are doing and report on their contributions.
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From an Event with Shifts or Schedule, select Positions in the top-right corner to view or edit its Positions. Select Add Position to add a new one. When creating an Event with Shifts, you can also add Positions during the initial setup.
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Start typing in the Position Name field. If you’ve used that Position before, it will appear as an option. Select it to bring in its saved description and Skills.

To add a new Position, enter its name and select Create new “[Position Name]”, or press Enter. Timecounts will automatically save it as a Position Template so you can use it again.
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Select the circle beside the Position to choose a colour. Colours are only visible to organizers and can help distinguish between roles, locations, or departments.
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Each Position in an Event or Schedule requires a location. Start typing an address and select an option from Google Maps.

If the location doesn’t appear or you need to be more specific, select Create New Location and enter your own location name and details. This is helpful when several Positions take place at the same venue but in different rooms, areas, or entrances.

If you don’t have an exact address, you can use the city instead. Keep in mind that volunteers will see this location when signing up and in their confirmation emails.

For a virtual Position, select Switch to Online and add the link volunteers will use to join.

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You can add or customize the description and Skills for this particular Event or Schedule. Volunteers can expand the description when viewing the Position. Skills are available to organizers when validating a volunteer’s experience while crediting time in Track.
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Organizations on the Pro plan can also connect an Application to a Position so that only qualified volunteers can sign up.

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Open Positions to edit any Position associated with that Event or Schedule. You can also use the drag icon to arrange the Positions in the order that works best for your team.

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Positions can also be used when volunteers check in through the kiosk without being scheduled in advance.

When setting up walk-ins, select the Positions relevant to that activity from your existing Position Templates. You can also create a new Position, which will automatically be saved as a template for future use.
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Volunteers will only see the Positions you’ve selected for that walk-in activity, not your organization’s entire list of Position Templates.
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When manually adding volunteer time, you can select a Position Template to record the type of work completed. If the Position you need doesn’t exist, you can create it while adding the time and reuse it in the future.
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This allows the same Position name to follow the work throughout Timecounts, whether someone signed up for a Shift, checked in as a walk-in, or had their time added manually.

Go to Settings > Position Templates to view the reusable Position names, descriptions, and Skills your organization has created.

You don’t need to create Position Templates in advance. We recommend creating Positions as you need them. Whenever you create a new Position in Timecounts, it is automatically added to your templates for future use.

You can also add, edit, or delete templates directly from Settings > Position Templates.

When editing a template:

To remove a Position from a particular Event with Shifts, Schedule, or Walk-in Kiosk, open it and select Positions. Select the pencil icon beside the Position, followed by Delete.
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You cannot delete a Position from an Event or Schedule while it has future Shifts. Delete those Shifts first, then return to Positions to remove it.

To remove a Position Template from your organization entirely, go to Settings > Position Templates, open the template, and select Delete. This is generally only necessary when you no longer plan to use the Position or want to clean up old or duplicate templates.
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