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Schedules

Assign and Manage Volunteers on a Schedule

Add volunteers and substitutes to a schedule, and remove volunteers who can no longer serve.

  • Only available to administrators and users who have the Manage Schedules permission.

You can assign volunteers while creating a schedule by clicking Save & Start Assigning after setup, or by editing an existing schedule later.

To focus on specific roles, click the roles at the top of the Assignments page to hide or show them.

Before you add someone, you can view their volunteer information—their preferences, when they last served, and any conflicts on that date. Recommended volunteers (up to five) are suggested based on their preferences and the date they last served. If no volunteers are available, substitutes appear in the Recommended section instead.

  1. In the top-left corner, click your site name then Realm. Then click Volunteers/Serving > Volunteer Teams/Serving Teams
  2. Click the name of the team, then click the Schedules tab.
  3. Click the name of the schedule. This takes you to the Assignments tab.
  4. To add a volunteer, click + Add on the calendar date for the role you want to fill, then choose who to assign:
    1. To schedule a recommended volunteer, click the volunteer's name from the recommended list.
    2. To find a volunteer assigned to that role, click the search drop-down menu and select the volunteer's name.
    3. To find a team member not assigned to that role, select a different role from the role drop-down menu, then search and select the volunteer's name. You can permanently assign them to that role if needed.
    4. To find someone who is not a team member, select All of Realm from the drop-down menu, then search and select them. This also adds them to the team's roster.
    5. To find a potential volunteer (not a team member, but with skills and interests that match the role), select Potential Volunteers from the drop-down menu, then search and select them. This also adds them to the team's roster.
    6. To assign a substitute, click the search drop-down menu and select a name from the Substitutes section.
    Note: When searching, volunteers listed as Unavailable are either pending approval for the role or have a conflict, such as serving recently or being marked unavailable in their preferences. Select the volunteer to see why they're unavailable.
  5. To assign the volunteer on a recurring basis, check Repeat and select a frequency. Then click Save or Save & Add Another.
  6. To remove a volunteer, hover over their name and click the X, then choose whether to mark them as declined or remove them from the schedule.
  7. Save your changes:
    1. If you're creating the schedule, choose to save it as an unpublished draft or publish it, then click Done.
    2. If you're editing an existing schedule, click Update Schedule. If you added or removed anyone, enter a message to notify them—click Send separate messages to message added and removed volunteers differently—then click Update.

View and Manage Assignment Responses

See who has accepted or declined their assignments, and accept an assignment on a volunteer's behalf.

  • Only available to administrators and users who have the Manage Schedules permission.

After you publish a schedule, volunteers can accept or decline their assignments. You can see who has responded, and accept assignments on a volunteer's behalf, from the schedule's Assignments tab.
  1. In the top-left corner, click your site name then Realm. Then click Volunteers/Serving > Volunteer Teams/Serving Teams
  2. Click the name of the team, then click the Schedules tab.
  3. Click the name of the schedule. This takes you to the Assignments tab.
    • If a volunteer accepts an assignment, a green check mark displays next to their name.
    • If a volunteer declines an assignment, their name is struck through. To see why, hover over their name and click the information icon. You can also hover over their name and click the X to remove them from the schedule.
  4. To accept an assignment on a volunteer's behalf, hover over the volunteer's name, then click the check mark icon.
  5. If the volunteer is assigned for more than one date on the schedule, select whether to accept all assignments or just this one date, then click Save.
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Last updated: July 7, 2026