Jobs and Shifts

Your team's Meets and Events can have Jobs and Shifts associated with them, which members can sign-up for on your website, and are managed in the Schedule tab in the Manage Team console.

You can set up Job Templates for your meets and events - especially for those events that will be repeated several times in a season, or from one season to another.

  ➞ See our article about Job Templates for more info

 

To set up jobs and shifts specific to an event:

 

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Click on any any event name listed in your schedule to add Jobs and Shifts.

 

Swim Meet Jobs & Shifts

Job and Volunteer Settings

The Job Settings control when and where parents can sign up for meet job shifts online.

 

Open:

✓ Allow job sign-up during registration AND

✓ Allow job sign-up, view and change jobs outside of registration (parent account login required)

Pending: 

✓ Allow job sign-up during registration
 
×  Disable sign-up, view and change jobs outside of registration 

Closed:

×  Disable job sign-up during registration

✓ Allow view job sign-ups outside of registration (parent account login required)

×  Disable sign-up and change jobs outside of registration   

 

» See the Registration: Volunteering Section tutorial for more information on allowing job sign-up during registration.

If you would like to display a reminder for parents to sign up for volunteer jobs when they are sign up swimmers for meet events, check the Prompt for job sign-ups box.

 

Setting up Jobs & Shifts

When you are finished with the settings, click on Job List to define your jobs.  You can either apply an existing Job Template, or you can create your jobs and shifts from scratch.

Applying Job Templates

If you'd like to apply an existing job template, click on "Apply Template." Select the job template you'd like to apply, and click "Save."

 See the Job Templates tutorial for more info.

 

Creating New Jobs

If you're not applying a template that already exists, you can add jobs to this event (and save those jobs as a template for future use). To add a new job, click Add Job to set up this event's jobs and shifts.

Enter your job details and select whether the shifts for this job are defined by time or by meet event number.

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Jobs that require prior approval or training can be restricted to those members who have been assigned by an admin to a particular role.

Check Require specific role to restrict online signup to members and select the role from the list below the checkbox. One example of this is a Stroke & Turn Judge. Most leagues require training for this job.

 See the Assigning Volunteers to Roles tutorial for more info.

 See the Defining Roles tutorial for more info.

 Your shifts will now be listed under the Job.

Assigning a member to a shift

Assignees whose names are bold are self-assigned, either through Registration or through online job signup. Parents and Athletes can be assigned to a shift, but only Parents can sign themselves up (and can only signup themselves or another parent in their family). Admins can assign an athlete to a job, however. To manually assign members to this shift, click on the blue pencil.

When the Edit Assignees window appears, start typing any part of a member's name or email to add them to the assignment list. 

 

Calendar Event Jobs, Shifts, & Donation Items

Create New Jobs

You may apply a Job Template to this event if a template already exists.  See our article about Job Templates for more details.

If you're not applying a template that already exists, you can add jobs to this event (and save those jobs as a template for future use). To add a new job, click Add Job to set up this event's jobs and shifts.

» Tip: A job describes the task to be done, and a shift tells you when it is performed.

Enter details for the job, and check the Enable online sign-up box to allow your members to sign up through the calendar page on your website.

Click Save to add the new job and to add shifts. * Members will not see this job available for sign-up until a shift is added to it.

Click Add Shift to create a shift associated with a job. Enter the name, start and end times, and the number of people to allow to sign up or be assigned to the shift. 

If your team uses points to track volunteer requirements, enter those as well. 

Click Save to add this shift to the job. 

 

Your shifts will now be listed under the Job. To manually assign members to this shift, click on the blue pencil.

When the Edit Assignees window appears, start typing any part of a member's name or email to add them to the assignment list. 

 

Donation Items

Sometimes you'd like people to be able to sign up to bring donated items, such as concession stand items, raffle prizes, etc.

Click on Add Job.  For the Job Type, select Item Requests.

When you set up your description for the "New Job" (Item), note that this "job" is a type of item (specific items will be set up later). 

In this example, Ice Cream Donations would be the "Job," then you would set up separate items to be donated by clicking on Add Item Request:

Then you can set up each item to bring and how many you need:

 

As with jobs, you can then manually assign volunteers to bring specific items by clicking on the blue pencil:

 

Volunteer communication

All volunteers signed up for shifts or assigned to roles can be emailed as a group.

Click the Email Assignees button to compose a new email in Communications to all volunteers working a particular Job.

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Or, to email all volunteers working the meet, click the Email All Assignees button. 

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➞ See the Sending Email to Groups for all the ways you can email groups from SwimTopia.

 

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