How to view schedules with volunteers

Sharing schedules is useful for staff coordination, shift leaders, and volunteer communication.
However, schedule views that include volunteer names should not be public by default.
Use the options below to share the right level of detail with the right audience.

Options for viewing project schedules with volunteers

Start by choosing the audience.
Then choose the viewing method that provides the needed detail with the least access risk.

Admins (logged in)

These options require an admin login and are best for staff who manage schedules and reporting.

• HomeBase upcoming schedule box, including the print view.
• Project bar calendar drawer for quick availability viewing by date.
• Reports and exports, including the multi-week report for rosters.
• Roll Call (staff app-style view) for schedules and check-in/out workflows.
• Project-level reports such as timesheets and cumulative time.
• Scheduled email reports with custom columns and delivery timing.

Managers and staff (no admin login)

These options are configured by an admin but delivered by email, calendar subscription, kiosk view, or controlled access.
They work well for shift leaders, coordinators, and internal departments.

• Project multi-week report emails sent to staff recipients.
• Shift-level daily roster emails for shift leaders and key staff.
• Admin calendar subscriptions for project or multi-calendar views.
• Roll Call access for qualified volunteer leaders while scheduled.
• Roster emails triggered when a person is scheduled or sent daily to a fixed list.
• Access codes that limit which projects and shifts are visible.
• Kiosk manager view showing schedules and check-in status.
• Optional kiosk roster display using first name and last initial.
• Notifications for new signups and short-notice cancellations.

Volunteers (limited visibility)

Displaying volunteer names publicly can be a serious privacy concern.
If you need volunteers to see who they are scheduled with, use opt-in and limited-visibility options.

• Mutual friend visibility where volunteers can choose to share schedules with each other.
• Group member visibility where group members can see other scheduled members on shared shifts.
• Admin-configured access codes that may show a roster, shared only with approved recipients.

Options for viewing project schedules with volunteers

Sharing schedules is useful for staff coordination, shift leaders, and volunteer communication.
However, schedule views that include volunteer names should never be public by default.
Use the options below to share the right level of detail with the right audience.
[ extended version ]
If you need volunteers to see who else is on their shift, use opt-in features (friends/groups) or
limited roster views designed for that purpose.

Admins (logged in)

These are accessed only where you have an admin login.

• Use the HomeBase, Upcoming Schedule box. There is also an icon to view for print option.
• Also in the Upcoming Schedule box, click the icon 📅 on the project name bar, it will open the date select drawer. There you will see a color coded calendar showing the availability for that project (all shifts added together).
• Create the multi-week report (like listed above) on demand under Reports/Exports, Multi-week report.
• Roll Call – an app like feature designed to be used on your staff cell phone – shows today and all projects w/ shifts, click on the project, and a list of all scheduled is displayed with options to clock them in/out. You can also add people to shifts or move them to different shifts. View future dates by changing the date shown at the top.
• Projects, Edit, top right are options for project/event specific reports - timesheet (each name on a shift) or cumulative time (no names, time totals).
• Reports & Exports - create any custom reports with any desired data columns, with an option to have it emailed at a specific time any day(s) of the week or month.

Staff/Managers (no admin login)

These options are configured by an admin, but the schedule is delivered or accessed without an admin login.

They are ideal for shift leaders, managers, and internal staff who need visibility without full admin access.

• Each project can email a future 1-4 weeks report to your desired list of email addresses. (this is located on each project, edit screen lower left)
• Each shift can have it's details and a list of those scheduled emailed to someone each day. Example, if you have a unscheduled volunteer shift leader who needs this info. (enable on the project (lower left), then edit the shift(s) where you want this sent, and enter the email address(es))
• On the right side of the Project, Edit, is “Subscribe admin personal calendar”, this is where all of a projects shifts, and volunteers will appear in your outlook, google, etc. calendar automatically.
• Similarly, you can do this By-Calendar (so includes all projects on one calendar) by going to Multi-Calendar & template, get the URL to use there on the main calendar listing screen. (instead of subscribing to each project separately)
• Roll Call – you can configure Roll Call to be available to a volunteer scheduled on a shift with a particular qualification – so that they can access that only where they are scheduled. (turn this on projects, edit, right side.)
• Have a volunteer roster emailed to a person scheduled on a shift automatically (like a shift leader) when they are scheduled also – turn this on projects, edit, right side.
• Have a volunteer roster for a shift emailed to an email address each morning (like a shift leader). This is different than the above where that person has to also be scheduled. Turn this on lower left Projects, Edit, then edit the shift(s) where desired and add the email addresses of the recipients.
• Access Codes - once created on the admin side, these are used on the public side to display only specific projects & shifts. You can create an AC that when used will display the desired projects, shifts and an option to show those scheduled on them. This is a way for a non-admin to view this info and should NOT be made public as it is a possible privacy concern.
• At Kiosk, there is a black dot lower right by the 'setup' button. When clicked it will show the projects & shifts the Kiosk is configured for, along with the volunteers scheduled and if they have clocked in/out, etc. This is intended as an option for managers to see quickly how many are scheduled, who is scheduled, and if they are clocked in, etc.
• At Kiosk, there is an option to show openly the list of people by first name, last initial so that anyone viewing the kiosk can see this. This is intended for the volunteers to use to see who else is scheduled that day. Due to possible privacy concerns, this is not suggested to be used unless you have a specific reason for doing so.
• There are separate options to receive an email when anyone is scheduled, or if someone cancels within X days of their shift. (Projects, edit, lower left)

Volunteers (limited visibility / opt-in)

Displaying scheduled volunteer names to the public can be a serious privacy concern. Managing situations where volunteers have opted-in and where appropriate, you have some options.

• Volunteers have the option to 'friend' other volunteers, then those mutually friended will see each others schedule on the calendar and in reminder emails where scheduled together.
• Group members can see the other members of their volunteer group who are scheduled on the calendar and in reminder emails. Group leaders can also see if anyone is missing document approvals, quals, etc. Non-scheduled group members are not listed.
• If an admin has created an Access Code, it may be configured to also show everyone scheduled.