Admin guide

Permissions

Whoever signs the organization up becomes the primary administrator for that organization. You can set other people as administrators from the People page. In addition to all standard permissions and functionalities, administrators can also access the Management, which is visible from the main navigation.

On many pages, you will see the following icon This is only visible to administrators and means that the item can be edited.

Icons

Icons are used across the website to indicate status and provide further information. Simply hover your mouse over the bolded text or icon to learn more. You can find a list of the most commonly used icons below:

  • Further information available.
  • Accessible only to administrators.
  • Editable text blocks.
  • Pay extra attention!
  • Starred shift.
  • Cancelled shift.
  • A no-show or inactive volunteer.
  • No longer subscribed to ShiftPlanner.
  • Individual has completed or taken over a shift.
  • Expired and unworked shift.
  • Active transfer request.
  • Individual is exempt from shifts.
  • Information can be exported.
  • Information can be imported.
  • Sortable data; no sorting applied.
  • Sortable data; low-high, A-Z.
  • Sortable data; high-low, Z-A.

Contact details

The administrator’s contact details, which are shown at the bottom of the page, can be changed via the general settings page (Management > Settings > General Settings > Contact Details).

Multiple emails are sent from the ShiftPlanner server, but the reply address may differ:

Default reply address:
replies go to the general reply address.
Reminders
replies got to the general reply address.
Registration requests
replies go to the general Personal reply address.
replies got to the personal reply address.
Transfer request
replies go to the personal reply address.
 
To reduce the likelihood of messages ending up in the junk folder, emails are sent by default from the following address <accountname>@shiftplanner.org. If someone sends a reply to this address, it gets redirected to the general contact addresss general e-mailaddress.

Address book

By default the contact details are visible to each other via de people page. However, you can also hide this information via the general settings. The privacy level of custom fields can also be determined on a per-field basis.

You can also control what details are visible. Someone’s age and date of birth, for example, can be hidden so that others can only see whether the person over 18 or not.

Editing your profile

By default, users can edit their profiles as and when they choose. If volunteer information is managed via an external database, however, you may prefer that users do not update information in this way. You can limit this functionality via configuration settings where you will see three options available:

  1. Users can edit personal data
  2. Users can upload their photo
  3. Users can change their password *

You can disable any of the above functionalities by unchecking the respective box.

* If you disable this function, users will not be able to change or retrieve their password. The link to  I've forgotton my login details will also disappear from the login page.

Managing custom fields

Custom fields allow you to capture data that is relevant to your organization. You can determine whether the data is visible to everyone or just the administrator. You can control whether this information is editable by the user.

Note that custom fields are only available with a Plus account.

Modifying shifts

Generally speaking, volunteers manage their own time and commitments. However, the administrator can modify shifts and (de)register volunteers as required.

Notifications

Users can be notified when shifts are added or updated on ShiftPlanner. There are three types of notifications:

  • When someone is registered for a shift
  • When someone is deregistered or removed from a shift
  • When the shift is updated, modified or cancelled

If the canceled field is checked, it will also appear in the message when a notification is sent. So you can easily cancel a shift by sending a notification.

Locations

You can manage multiple locations via ShiftPlanner. Each location is displayed via Google Maps so that volunteers can see where they will be working. If desired, you can link the location whenever creating a new shift. This means that users will always get a link to the location via the 'All Shifts' and 'Open Shifts' overview.

Note that this functionality is only available with an Unlimited account.

Printing

Printing off information is easy! Just look out for the printer icon, which means you’ll be able to get a print-friendly version of the page (i.e., excluding menus, buttons, etc).

Commitment requests

As an administrator, you can send out commitment request to your volunteers. This is perhaps the most powerful tool on ShiftPlanner. You specify the number of people required and then invite people to register for the shift. You can also determine who receives the invites; it can either be a random selection or based on the number of shifts that a volunteer has done to date. Those who have done the fewest shifts will receive a commitment request via email.

In the e-mail, volunteers will get a direct link through which they can log in and “commit” to the shift without having to enter a password.

Exemptions

If any of your volunteers are sick or temporarily incapacitated, you can ensure that they do not receive new requests to work by checking the ‘Exempt’ box on the Settings tab of the ‘Edit Person’ page (People > [Volunteer’s name] > [Screwdriver icon] > Settings). You can also exempt volunteers who are elderly or have given enough time already. Note that exempting a volunteer will also remove the Registration Status from their profile (next item).

Registration status

If volunteers are required to do a set number of hours, you can activate the  registration status functionality via the Configuration Settings (Management > Settings > General Settings > Configuration). This shows how many hours that someone has done or still has to do in a given period. With this turned on, you help to motivate your volunteers to complete a minimum number of hours by displaying their hours in a progress bar.

Below are three examples of how this wil appear:

1) When an individual has not yet registered for a shift.

2) When an individual has registered/completed some of the required hours.

3) When an individual has completed the minimum number of hours.

Once activated, the registration status of all volunteers (except those who are exempt) will be visible to everyone in the organization.

Transferring shifts

Users can transfer shifts to another person by clicking the 'Transfer' button on my page. They can then ask one or more people from the team to take over their shift.

Transferring shifts (recipients)

Transfer requests are typically sent to 20 volunteers selected at random. However, you can change who receives these requests the configuration settings so that only those who have done the least number of hours in the default period receive such requests.

The first person to accept (i.e., by clicking the ‘Accept’ button in the email) takes over the shift. The sender will then receive an email to confirm that the shift has been taken. As an administrator, you also can view the details of a transfer request via the Requests sent page. Simply click on the request to see who received it and the current status.

Tranferring shifts (deadline)

How much notice does someone need to give in order to make a transfer request? You can determine this via the configuration settings to ensure that your volunteers do not send last-minute transfer requests that are unlikely to get a timely response. In the event of a late transfer, the general contact person will be notified by email.

Tranferring shifts (deadline -> Always unsign)

If it is desired that the shifts are not exchanged among themselves you can select the option 'Always unsign'. In case of a unsign the general contact person will receive an email and can take the necessary measures.

Transferring shifts (alert)

By default, you will receive an alert about pending transfer requests 4 days in advance. This alert goes to the general contact. You can configure whether you want to receive it earlier or not at all through the configuration settings.

You will also see this alert when you are logged in as administrator on the management page.

Statistics

Data of statistics are available in various chart. You can find information on the total number of current, future and expired shifts, as well as the number of absentees, transfer requests and much, much more!

Reminders

Make sure volunteers never forget a shift by turning on automatic reminders via the configuration settings Volunteers will then receive a reminder by email up to 16 days in advance of a shift, though you determine how much notice to give.  If a person prefers not to receive reminders, they can edit this individually via their profile. 

Note that reminders are sent out daily between 10:00 and 11:00 (CET).

Importing people

Administrators can add and update volunteer information via an Excel or CSV import. Note that by exporting this information first, you will get all rows and columns correctly formatted for an import.

Use your identity number (membership number) to ensure that import data maps correctly with your existing administration system. If the identity number is present then the persons will be updated instead of added. If an identification number is not given, it will be assigned automatically (with the highest number +1).

Exporting people

Administrators can download volunteer information with an Excel of CSV export. It is also possible to export information on a per-field basis. If you are looking to send out a newsletter, for example, you can choose to download just the names and email addresses of your volunteers.

Tip: You can also export ‘last login’ information to see who has or has not been active.

Importing shifts

Administrators can add, update or register people for shifts using an Excel or CSV import. Note that by exporting this information first, you will get all rows and columns correctly formatted for an import.

To learn more about the different fields and field types, please see: Import shifts. It is also possible to add recurring shifts by using this form.

You can modify existing shifts if the shift_id is present.and also register people with the person_id via an import.

To learn more about the different fields and field types, please see: importing or update shifts. It is also possible to add recurring shifts by using this form.

Exporting shifts

Administrators can download shifts information with an Excel of CSV export. You can also select which shifts to export using a group or date range. This is particularly useful if you need to make various changes and then re-upload the information to ShiftPlanner.

Time log

Get an overview of the hours and shifts that someone has worked via the Time log, which can be sorted by name, age and the number of hours/shifts completed. With our Premium accounts,  you can export this information as an Excel or CSV file, which allows you to sort, filter and analyse this information in any way you wish. If your organization works with expense reimbursement then the persons can also give their bank number and this will also be shown in the export.

Text blocks

When logged in as an administrator, you will see the following icon displayed within various text blocks. This means that you can alter the default text so that it is better aligned with your organization. To see the original, default text for each text block, please take a look on the Text blocks page.

Public roster

Shifts of select groups can be made public so that anyone can see them via the public link. This is helpful for visitors to gauge whether a swimming pool or playground, for example, is sufficiently staffed.

To make a roster public, select the group from the Manage groups. Click on the Public Settings tab and then choose one of the following options:

  • Group not public; only visible to registered users (default).
  • Group public; shift status shown with no personal information.
  • Group public; shift status shown along with the name of the rostered volunteer.
Note that it is possible to customize the text block at the top of a public roster (see above for more information).