Using the Volunteer Schedule Calendar

PawPlacer's volunteer schedule calendar provides a comprehensive view of all volunteer shifts and commitments. This guide will help you navigate and use this powerful scheduling tool effectively.

Accessing the Schedule Calendar

To view the volunteer schedule calendar:

1. From the Volunteers page, click the "Schedule" button in the top right corner
2. This will open the volunteer schedule calendar view
3. By default, you'll see the current week's schedule

Understanding the Calendar Interface

The schedule calendar has several key components:

Top Navigation Bar

• Date navigation arrows: Move backward or forward in time
• "Today" button: Jump back to the current date
• Date range display: Shows the currently visible date range
• View selector: Choose between Day, 5-Day, Week, or Month views
• Volunteer filter: Filter to show specific volunteers only

Calendar Grid

• Time scale: Shows hours of the day on the left side
• Day columns: Shows each day with volunteer shifts
• Volunteer blocks: Colored blocks representing scheduled shifts

Changing Calendar Views

PawPlacer offers multiple ways to view the schedule:

Day View

Shows a detailed view of a single day:

1. Select "Day" from the view selector dropdown
2. The calendar will show a full-day view with all scheduled volunteers
3. This view is ideal for seeing detailed hour-by-hour scheduling

5 Days View

Shows a five-day span starting from the current day:

1. Select "5 Days" from the view selector
2. The calendar will show five consecutive days from today
3. This view balances detail with a broader perspective

Week View

Shows a complete 7-day week:

1. Select "Week" from the view selector
2. The calendar will show an entire week from Sunday through Saturday
3. This view is useful for weekend planning

Month View

Shows an entire month at once:

1. Select "Month" from the view selector
2. The calendar will display the entire month in a traditional calendar grid
3. This view is best for long-term planning and overview

Navigating Through Time

To move through different time periods:

1. Use the left arrow to move backward in time (previous day, week, or month)
2. Use the right arrow to move forward in time (next day, week, or month)
3. Click the "Today" button to immediately return to the current date
4. The date range display updates to show what time period you're viewing

Understanding Shift Display

On the calendar, volunteer shifts appear as colored blocks:

1. All shifts:

• Display as colored blocks on the calendar
• Show the volunteer's name
• Display the time range
• Each volunteer has a unique color for easy identification

2. Completed shifts:

• Marked with a checkmark icon
• Show both the volunteer's name and completed status

Clicking on any shift block will take you to that volunteer's profile.

Filtering the Calendar

To focus on specific volunteers:

Desktop:

1. Use the "Filter by volunteer" dropdown in the top navigation
2. Select a specific volunteer to show only their schedule
3. The calendar will update to show only shifts for that volunteer
4. Select "All Volunteers" to return to the complete view

Mobile:

1. Click the "Filter" button to open filter options
2. Select your preferred view and volunteer
3. The filter button shows a badge when filters are active

The volunteer filter is especially useful in larger organizations with many volunteers.

Viewing Shift Details

To see more information about a scheduled shift:

1. Click on any volunteer shift block in the calendar
2. This will take you to that volunteer's profile page
3. From there, you can see all their details and scheduling information

Finding Open Time Slots

The calendar helps you identify times when you need more volunteer coverage:

1. Look for gaps in the schedule during your operating hours
2. These represent times when no volunteers are scheduled
3. Use this information to recruit volunteers for specific time slots or adjust existing schedules

Mobile View Considerations

When using the schedule calendar on mobile devices:

1. The calendar automatically adjusts to a more mobile-friendly format
2. Day view becomes the default for better readability
3. Use the filter button to access volunteer filtering options
4. Swipe left or right to navigate between days (in Day view)

Best Practices for Schedule Management

For effective use of the volunteer schedule calendar:

1. Regular review: Check the calendar weekly to identify coverage gaps
2. Consistent updating: Keep the calendar current by promptly adding new shifts
3. Color coding: Pay attention to the color and transparency to distinguish between shift types
4. Filtering wisely: Use filters to focus on specific volunteers when needed
5. Zoom appropriately: Choose the right view (Day, Week, Month) for your planning needs

Following these practices will help you maintain an organized and effective volunteer schedule.