VIDEOS

Volunteers - Find a Swap

Volunteers - Finding a Replacement

What’s the Difference Between Finding a Swap and a Replacement in Schedules?

• The Finding a Swap action looks into the future for events that have accepted assignments to request a Swap.
• The Finding a Replacement action looks over the volunteer roster for other volunteers to request a Replacement.

How Does A Swap Request Work?

In the above scenario, Lori Smith is not able to serve during the 9AM Service (Present) serving time.

1. From her serve page, Lori Smith can request a Swap. 
2. The system looks for assignments in the future where another volunteer has accepted a serving request.
3. In this case, Rene Brown has accepted an assignment in the same position during the 9AM Service (Future) serving time.
4. Lori Smith sends a Swap Request to Rene Brown.
5. When Rene Brown accepts the request, the system swaps Lori Smith and Rene Brown’s assignments. The system also marks the assignments as accepted.

In the above scenario, Lucile Brown is not able to serve during the 9AM Service (Present) serving time.

• Because there are accepted assignments in the future for the same position, Lucile Brown will not have the serving times to request a Swap.
• If Malinda Carter accepts the pending assignment, then Lucile Brown would have a serving time to request a Swap.

Note: In the previous scenarios, the Category Setting limits the volunteer’s Swap and Replacement options to the position. If the settings are changed to expand the options to a Team or Category, then the volunteers could have a larger group of volunteers to request Swaps and Replacements. If the volunteer’s Swap and Replacement option is disabled, then the volunteers will not be able to find a Swap or a Replacement.

How Does A Replacement Request Work?

In the above scenario, Melinda Carter is not able to serve during the 9AM Service (Future) serving time.

1. From her serve page, Lori Smith can request a Replacement. 
2. Melinda Carter is able to send a Replacement Request to other volunteers in the same position.
3. In this case, many other individuals also serve on the same position roster as Melinda Carter’s position assignment.
4. Melinda Carter sends a Replacement Request to the other volunteers in the position.
5. Shelby Bailey accepts the Replacement Request.
6. When Shelby Bailey accepts the Replacement Request, the system removes Melinda Carter from the assignment and inserts Shelby Bailey into the assignment as accepted.

Note: In the previous scenario, the Category Setting limits the volunteer’s Swap and Replacement options to the position. If the settings are changed to expand the options to Team or Category, then the volunteers could have a larger group of volunteers to request Swaps and Replacements. If the volunteer’s Swap and Replacement option is disabled, then the volunteers will not be able to find a Swap or a Replacement.