Your First Schedule -
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Enter a Previous Schedule Week - Add Shifts
Once you have entered your Positions and
set each Helper's Positions you are ready to
enter your first weekly schedule which will be the basis for future weeks.
The easiest way to get your first schedule into
our system is to duplicate one of your previously scheduled weeks. Whether your current
schedule is in a spreadsheet on your computer or handwritten on a calendar - you can
enter the
shift assignments into WhenToHelp and use that as the basis for future weeks. Even
if your schedules vary from week to week WhenToHelp can automate your scheduling
and save you hours each week.
Your first schedule takes the longest to set up - once you have defined your shifts for the first week you can
Import
it into later weeks and make any necessary changes and then AutoFill
to get the best
assignments for the new week. Optional: if many of your shifts have the same
begin & end times (or lunch breaks or color etc.) you can
Create Categories first so that you can choose these
when adding shifts to quickly populate those fields as you add your initial shifts.
To add your First Shifts use the "By Helper" Schedule View.
The "By Helper" view is always recommended for
creating and editing your schedule because it allows you to use the Quick
Shift Add/Edit functions and, if you are using Internet Explorer, to Drag/Drop to move and Ctrl
Drag/Drop to copy shifts.
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From any Page:
Click SCHEDULES in the top menu to go to the scheduling section
In the Schedule View dropdown menu in the upper left choose "By Helper" to go to that
schedule view
Click Week> to navigate to the week you want to schedule.
Click the cell that corresponds to the Helper and day you want to add a
shift (the cursor turns to a plus sign) to open the Quick Shift ADD
window.
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(If you added Categories - choose a category first to automatically
enter any of the default information listed below) 1. Add a
Begin and End Time for the shift - Enter the time with the letter a
or p after it to indicate AM or PM. (Ex. 815a), or military time (Ex. 2215). You can enter any times you like
down to the minute. (The times can later be changed to reflect
actual time helped etc.)
2. Helped Hours -
(Duration of shift) - if you will be tracking volunteer hours and the shift includes
Lunch period or break time you can uncheck the AutoCalc box and enter
the correct hours for this shift. (Ex. 8am to 5pm with an hour
lunch break enter 8 Helped Hours)
3. In the Quick Shift ADD window Select a Position
for this shift
4. Check off any
other days of the week to add this shift - to quickly add the same shift for this
Helper on those days
5. Click Add
Shift button
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Make a mistake? If you need to change any
shift you can drag/drop it to another
day or Helper or click the shift to delete it or change the
times, position, or Helper assigned. Or you can use the
Multi-Shift Edit view to make changes to
more than one shift at a time. To copy/clone a shift use Ctrl drag/drop.
Note: After adding the shift(s) the window will
close and your schedule is immediately updated without the page reloading.
Optional information that can be entered for any shift
Optional Text - which can be displayed with the shift on the schedules (Ex. if there are special instructions to the Helper, break
/ lunch times, location notes or meeting times)
Optional
Categories - If you have shifts with similar begin and end times over multiple Positions,
or if you have
other reasons to use categories, you can click the Category drop down box and choose
a Category for the shift.
To add an "Unassigned shift
"
- Click the Add Shifts
button (or click on a day in the highlighted unassigned shifts area at the top
of the schedule) and do not assign a Helper.
Note: Unassigned shifts
automatically post to the tradeboard when you Publish so that Helpers can
sign in and see them and pick them up. Paid Full Version users can turn off this
feature on their Settings>Employee Permissions page.
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