Frequently asked questions

Frequently asked questions for volunteers.

General use

How do I install ShiftPlanner?

As ShiftPlanner is a web-based app, it cannot be downloaded via the App Store or via Google Play. You can, however, create a shortcut on your smartphone and this should function no differently to any other app.

 

Why can't I log in?

If you have problems logging in, you may be using an outdated version of your browser. Please try using a different browser, such as: Chrome, Firefox, Safari or Edge..

Why do you get the message 'Access token expired!'?

Access tokens expire 7 days after setup. If your access token has expired, you will need to log in with your username and password. Don’t worry if you have forgotten you password; you can always have it re-sent to you. Just go to your organization’s login portal and click the link to request login details.

I have forgotten/never received my password. How do I retrieve it?

Go to your organization's login page and click the link to request login details. Enter the e-mail address that you used to register and submit: you will then be sent a link to reset you password.

Search your organization to login

If you have already logged in and you want to change your password you can do so by navigating to My Page and then My Profile by selecting your profile picture. Click on the 'Password' tab and enter you new password.

How do I save my password? (iPhone/iPad & Android)

Auto-filling passwords is a functionality provided by the browser itself. For information on how to save your password, please refer to the instructions below.

For iPhone/iPad

To auto-fill a saved username and password, tap the login field. Select 'Passwords' and choose the appropriate credentials from the list.

If this option is not shown for you:

  1. Go to 'Settings' and select 'Safari'.
  2. Click 'Fill in automatically'.
  3. Turn on 'Names and passwords'.
For Chrome

If you forgot to save your password when prompted, the browser will not ask you again. However, you can delete these settings for specific webisites, which will return the password prompt. To do this.

  1. Open Chrome.
  2. Go to 'Settings'.
  3. Search for 'Save passwords'.
  4. Search for 'shiftplanner.org' amongst your saved passwords.
  5. Delete any settings for this page.

Can I swap a shifts instead of transferring it?

Transferring a shift is more or less the same as swapping. When swapping a shift, you should already know who wants to take it over. At the same time, you need to be willing and able to take over the other person's shift. This can be quite difficult to organize. When transferring a shift, however, there is a greater degree of flexibility.

At ShiftPlanner, we don't offer the option to swap shifts as we think it overcomplicates matters. We want to keep it as simple as possible and we think that a transfer is the easiest way to arrange last-minute cover.

 

Communications

Why do emails from ShiftPlanner end up in my junk folder?

Every email provider is different and will have its own rules for filtering spam. This is often based on your usage. If you see that an email has been falsely classified as spam, then you will need to mark the sender as a ‘safe sender’ and move the email to your inbox. Your email provider will acknowledge this change and adjust its spam filter to your preferences. Consequently, any future emails from that sender will arrive in your inbox.

For Gmail

Open the email and click 'Not spam’. After you have done this, the email will be automatically moved to your inbox.

Why can someone else log in using my name?

Access tokens make ShiftPlanner more user-friendly. If someone else has managed to log in to the platform under your name, then this could be because you have inadvertently forwarded an email with your personal access token included. Make sure to always remove such links if forwarding emails to a friend or colleague.

 

Account management and administration

Is ShiftPlanner free?

ShiftPlanner is free to use for the first year for up to 300 people and 1000 shifts. After that, you can opt to upgrade, which will provide you with a range of enhanced features.

Please note that your account will not be automatically upgraded after the first year. You will have to do this manually. There is, of course, no obligation to continue with ShiftPlanner if you prefer not to upgrade.

What is a Corporate account?

Keep your roster on-brand with a Corporate account. This will allow your roster to maintain the same ‘look and feel’ as your other branded content, which will make it recognizable and familiar to your users. We will update the background, logo and colour theme to align with your organization’s needs.

We will also edit the footer in consultation with your organization so that it features all the necessary links and information. In addition, you’ll be able to work across multiple locations and assign an unlimited number of shifts, groups and/or volunteers. You will also have access to email and telephone support, should you have any questions.

I want to close my account account. How do I do that?

You can close your account at any time by going to Management » Settings » General settings » Tab: Delete account. Make sure to delete the account before it lapses to avoid getting another invoice.

 Is it possible to print off information, such as shift data, from the site?

Yes. Our application has been designed in such a way that if you try to print off a page, you should automatically get a print-friendly version. If, for example, you ‘make a selection’ from the Shifts page, you can then download that information in a convenient, print-friendly format.

Do I need permission to put personal data into ShiftPlanner?

The General Data Protection Regulation (GDPR) ame into force in Europe on Friday, 25 May 2018. Organizations processing personal data must now demonstrate that they are GDPR-compliant, which requires the organisation to apply greater scrutiny of its data collection and management processes.

 

Importing names and contact details into ShiftPlanner, however, does not require permission. According to the General Data Protection Authority (GDPR), our system remains compliant with GDPR as the data is only accessible to a limited and select group of individuals via login.

Read more about our privacy statement

Can I use ShiftPlanner to send out newsletters?

Short answer: No, ShiftPlanner cannot be used to send out newsletters. However, you create an export of your contacts and use this data to send out communications via an external programme.

Long answer:

Building a newsletter requires a proper marketing platform, which offers both design and prospect management capabilities. Although ShiftPlanner is perfect for communicating specific information about a roster and the shifts available within your organization, it is not suitable for sending out newsletters. You can, however, export contact information from Dutryroster and import this into a specialized communication platform. Please ensure that your volunteers have given you their permission to do this.

Can I set up a shift to run over two days?

To prevent someone from registering for an overlapping shift, ShiftPlanner automatically checks the roster to ensure that said individual does not have another shift during that time. For this reason, you can only set up a shift that runs into the next day if the end time on the second day is earlier than the start time on the first day.

If you have a shift that runs into the next day, you will see this icon  appear beside the time.

How do I calculate the number of hours that someone has done in a spreadsheet?

If you have downloaded shift data from the Overviews section, then you will notice that all column fields are classified as 'text'. To calculate the number of hours that someone has done, you must first reclassify the data as ‘time’. This can be done by going to the main menu and selecting Formatting -> Cells. You can then choose the correct formatting code.

The explanation above is based on the free LibreOffice packages. Excel has a similar solution. Then you have to convert the columns from text to time, via the main menu Data -> Columns to text.