There are times when a volunteer can not make a particular assignment or may want to swap with another volunteer. They can submit a replacement or swap request to resolve these without needing to involve an admin. This can be done either through the email the volunteer receives when they are scheduled or from the service plan itself after logging into One Church.
By default, a volunteer scheduled on a service plan can submit a replacement or swap request up to 3 days before they are scheduled to serve. However, the number of days can be changed if needed. If that option is unchecked, then no replacement or swap requests will be allowed.
Submitting a request from serving email
When responding to a serving request, in addition to the normal "Accept" and "Decline" responses, two options for additional responses may appear for a scheduled position: Replace and Swap.
With Replace, all volunteers on the team roster who have the same position, are available to serve on that same date and time, and have an email address will appear listed. All will be checked by default. The volunteer can then choose who the replacement request should be sent to, add an optional comment for them to read, and then click on "Submit Responses" to submit the request.
All selected volunteers will get an email letting them know someone is looking for a replacement. They'll then have the opportunity to either take their place or indicate they can't do it. If they say they can do it, the original volunteer will be removed from the schedule for that day and time and the person will be added in their place. The assignment will also move to the "Accepted" status. In the case that all volunteers indicated they are unable to take their place, the original volunteer will be emailed letting them know the replacement request was unsuccessful. Their assignment will then revert back to Pending and they can make a new selection.
The volunteer can cancel the replacement request at any time before all responses come in.
With Swap, a list of future services will appear for the volunteer to choose from. These are services which contain at least one scheduled volunteer with either a Pending or Accepted status, have the same position, and have an email address. When a service is selected, all scheduled volunteers will appear underneath for the volunteer to choose from. All are selected by default. They can add an optional comment for them to read, and then click on "Submit Responses" to submit the request.
All selected volunteers will then get an email letting them know someone is looking to switch places with them. They'll then have the opportunity to either accept or indicate they can't do it. If they say they can do it, the two volunteers will switch places and both assignments will move to the Accepted status. In the case that all volunteers indicated they are unable to switch places, the original volunteer will be emailed letting them know the swap request was unsuccessful. Their assignment will then revert back to Pending and they can make a new selection.
The volunteer can cancel the swap request at any time before all responses come in.
Submitting a request within One Church
All pending and accepted volunteer assignments are shown on the home page when a volunteer signs into One Church. Clicking on a particular assignment takes you to the appropriate service plan. Like with the email, the volunteer can also submit a replacement or swap request from within the plan. This works exactly the same as when done from the email (see above).
