Departments =========== :index:`Departments` are where you track where :doc:`/manager/volunteers` are needed during your event. Most events need volunteers working in multiple locations performing different functions and *Departments* allow that. Each :doc:`Event ` may have a different mix of Departments that require volunteers so after a Department is created it also needs to be attached to an Event. Even an individual Department may have needs for multiple locations where they need volunteers to work (for example, a line control department that has multiple entrances they need to cover), so each Department will have one or more *Rooms*. It is the *"Department Rooms"* where volunteer requests are tracked. From the main :manager:`Departments ` page you can view a list of your Departments. The *Add* button allows you to create a new Department, the *Edit* button to edit an existing department, its *Rooms* and schedules. Add a Department ---------------- From the :manager:`Department List ` page, use the *Add* button to add a Department. A pop-up will open asking for a *Department Name*. You will also be asked for an *Event* to connect to the new Department. Add Department to an Event -------------------------- If the Department was already used for a prior *Event*, you should add it to your new *Event* rather than creating a new *Department* record. This allows you to track history of the *Department* across multiple events. To connect an existing *Department* to a new event, with the *Event* selected (in the upper right corner), *Edit* the department. On the *Events* tab, click on the *Add to Event* button. You can also bulk-add departments to events from the *Edit Event* page. From the *Edit Department* page, on the *Events* tab you can manage some basic information about the *Department* that are specific to each event. Contact A place to note the name (or names) of your contact point for this department Extension A place to a note a phone number or other contact information Approval Required? If volunteers must first be pre-approved to work in this department, enable this option. The volunteer must then be marked approved for the department (on the *Volunteer Preferences* form) before they will show up as schedule suggestions. If *Approval Required?* is set, this Department will only be displayed in the :doc:`Volunteer Portal ` if the Volunteer has been pre-approved. Visible to Volunteers? If enabled, this Department will be listed in the *Preferred Departments* form on the :doc:`Volunteer Portal `, allowing Volunteers to indicate their preferences. (*Available Hours* must also be set to "Edit" on the :ref:`Site Settings`). Clicking on the *Approved Volunteers* button from this page will display a list of *Volunteers* who have been marked as approved for this *Department*. Add a Room ---------- Before you can start tracking volunteer requests for a department, you must first add a :index:`Room` to the *Department*. On the bottom of the *Events* tab (on the *Edit Department* page), you can specify the *Room Name* and click the *Add Room* button. .. note:: You may need to reload the *Edit Department* page after adding an room to see it listed on the *Schedule* tab. Schedule Requests ----------------- On the *Schedule* tab, you can enter the volunteer requests for a *Department*. If your departments sends volunteer requests by numbers (e.g., "I need 10 volunteers from 10am until 2pm in Lobby A"), that is easy to enter and track from this page. To enter a request for volunteers, make sure the *Room* is selected from the drop-down menu. Next, on the schedule grid highlight the time frame of the request. You can mark in 15-minute increments. With your highlighted select, adjust the request by selecting one of the *Set Request Count* numbers. You can adjust up or down in increments of 1, 5 and 10. You can adjust the *Display* of the schedule grid as follows: Need Shows the number of volunteers currently needed during a time frame. This is # requested minus the # scheduled. If all needs are met, the value for that time-frame will be 0. Requested Shows the requested total from the department. Scheduled Shows the number of volunteers actually scheduled. Schedule Volunteers ~~~~~~~~~~~~~~~~~~~ Scheduling volunteers from this screen is done by selecting an individual from a list of suggestions. Highlight a time-frame on the schedule grid and the *Suggestions* display will update (underneath the grid). If the *Suggest Available Only* checkbox is checked, only volunteers who have marked that time-frame as *Available* (either from their :doc:`Volunteer Portal ` or a manager on the :doc:`/manager/volunteers` page) will be displayed. If unchecked, volunteers with no stated availability preference will also be displayed. If a volunteer has indicated they are **not available** during that time-frame, the will not be displayed as a suggestion, regardless if the box is checked or not. This view will display a list of volunteers who are available to be scheduled during the selected time frame. Take note of the *Hours (Duration)* listed, as a volunteer may not be available for the full time selected. The *Rank* displays the weight of the suggestion, taking into account a number of factors including a volunteer's indicated preference for working in that department, their ability to work the full selected time frame, the total number of hours they have been scheduled for already. Click on the *Schedule* button next to the volunteer to schedule them. The schedule grid will update to display the new counts. If scheduling a volunteer will put them over their requested *Max Hours* limits, a warning will be displayed but you are not prevented from scheduling the volunteer. Scheduled Volunteers ~~~~~~~~~~~~~~~~~~~~ When highlighting a time-frame on the schedule grid, the *Scheduled* volunteers will be displayed next to the *Suggestions*. This shows the actual volunteers scheduled during the selected time-frame (Note, their shift may start or end outside the selected range). If you would like to un-schedule a volunteer, select the *Remove* button next to the shift. The schedule grid will update to reflect the new counts. Notes ~~~~~ There are two types of notes you can add on the *Edit Department* page. First, Department-level notes can be added from the *Notes* tab. This is a read-only record of notes used by other managers of the system. Useful for tracking interactions or important things you want the other managers to know about a department, these notes are not visible to volunteers. To add a department note, enter the note in the text box and click the *Add Note* button. Notes can not be edited once entered. The other kind of note is a *Schedule Note*. On the *Schedule* tab, With a time-frame on the schedule grid selected, click the *Add Note* button and enter your note. This note will be displayed any time your selection overlaps the time-frame of the note. These are useful if you have notes specific to an individual shift (e.g., "Need someone able to stand for long periods" or a description of the task). These notes are also visible on the *Timeclock* interface, but are not visible to volunteers. You can delete a *Schedule Note* by clicking the little trash can icon on the note.