thankQ Help

In the middle of the month before the month to allocate / roster,

•Option to auto allocate “regular” volunteers

•Staff check assignment; makes any manual changes

•Option to email to all volunteers (both “regular” and “non-regular”) their summarised personal allocation as well as empty available slots on personalised web page (URL in email)

•Selecting this URL will open a specific personalised web page calendar with available unassigned slots for them to select if they can attend. This calendar should also show their up-to-date confirmed allocations as per steps 1-2 (above) and steps 5 (below)

•Web site database and internal thankQ synchronised.

•Staff member reviews volunteer selections of slots that they said they can attend in step 4 and confirms/rejects each choice. (this screen will show 1-week-at-a-time, and display all the volunteers applicable in that week)

•Steps 3->5 are repeated with the updated allocations until all slots are allocated.

•An email will then be sent to every volunteer’s email address, with a relay copy sent to an office email address. The email will contain the URL to allow the volunteer to view their final allocations which were confirmed by the staff member in the final repeat of step 5. Selecting this URL will open a specific personalised web page calendar with their confirmed allocations. Note: as part of the workflow the very final confirmation email will contain a different subject line e.g. CONFIRMATION xxx.

•Note that steps 3->5 will be activated repeatedly, as all unassigned slots are not selected on a first cycle. As we are cycling through, old calendar URLS will be updated so that clicking on a calendar always shows the latest confirmed calendar with all changes up to date.

An option is required to exclude any of the volunteer types from this process.

When defining “regular” volunteers, some of their availability options will be, eg:

Every Monday 10am-11am

Every Monday 10am-1pm, 1 guiding slot

Every Monday 10am-1pm, 2 guiding slots

Every Monday 11am-2pm, 2 guiding slots

Every Monday 1pm-2pm