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How Do I Manage Volunteers on an Opportunity that has Dates and Times?

Matt Bailey
  • Updated

Volunteers can be managed by accessing an Opportunity's Dashboard whether it has past, present, or future serving times. If you need to remove or edit a volunteer's serving times or assign new volunteers or a reserve a Group, an Opportunity's Dashboard is the place to accomplish these tasks. Let's dive in and look at these features.

Table of Contents

  1. Locate an Opportunity's Dashboard

  2. Finding a Specific Serving Date

  3. Manage Future Serving Dates

  4. Manage Past Serving Dates

  5. Guest and Group Options

Locate an Opportunity's Dashboard

  1. Log in to your Administrative Dashboard.
  2. Select Opportunities and then Active from the blue menu on the right side of the page.
  3. Find the Opportunity that you want to work with and click on the title.
  4. On the second row of information, you will see the words Manage, Assign and Reserve and Email

Screenshot 2025-07-17 at 11.52.09 AM.png

Open a Serving Date

  1. Choose the dates you want to see. The default date filter shows the past 30 days and the next 30 days from today's date. You can change that to different date ranges in the drop down menu on the right. 
    Screenshot 2025-07-17 at 11.53.07 AM.png
  2. Locate the Volunteers section. Find the Serving Date in the list that has the Volunteers and Items that you want to manage.

    Screenshot 2025-07-17 at 11.53.56 AM.png
  3. Needs listed to the right of Dates can be a "role" or an "item" that volunteers will sign up for. A Role is a serving position associated with a date and time. An Item is a donation like canned goods or bottled water that a volunteers sign up to bring.

    Screenshot 2025-07-17 at 11.54.43 AM.png
  4. To see who has signed up for serving dates and items, press the date in the left column. This will display a sliding window with a list of your volunteers who have signed up to fill your needs.

    Screenshot 2025-07-17 at 11.55.38 AM.png

Managing a Future Serving Date

On this window there are a few actions you can take to manage your volunteers for a FUTURE serving date you chose:

  • If you have chosen a future serving date, you will see an Add Volunteer button to assign volunteers to this serving date.
  • This list will also show you the volunteers' names, their Need (Role and/or Item) and the time they signed up for, their Approval Status, and the response to a question asked (see Opportunity advanced options regarding Forms). To change the Approval Status of the volunteer, click their status to reveal the Approve and Deny buttons. Learn more about approval statuses here (see items 4, 5, and 6). Screenshot 2025-07-17 at 11.56.58 AM.png
  • Along with managing Background Checks, you can manage additional Certification requirements this Opportunity might also require of a volunteer in order to serve.
  • The ability to remove a volunteer from this time slot. Press the trashcan icon to the right of their status.

Managing a Past Serving Date

If you have chosen a PAST serving date there are different actions and options to manage your volunteers:

    1. A different action button at the top will say Verify All to verify the hours your volunteers served (and the items they brought) on this past date.

      Screenshot 2025-07-17 at 11.59.20 AM.png
    2. This window will also show you the volunteers' Name, their Needs (roles or items), the Time they served, Check In and Check Out times, the Total Hours earned, and the verification Status of these hours earned or items donated.
    3. If volunteer hours are pending verification for past dates in this Opportunity, you can verify them in the Status column for individual volunteers or Verify All for the entire list of volunteers.

Guest and Group Options

Your Opportunities have the ability to handle Volunteers bringing guests and group reservations as well. Here's a brief summary of those abilities with links to other articles to learn more about those features:

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