š¬ Watch the 30-second video: Events: How to schedule volunteers for an event
Step 1: Open the event
Go to Calendar.
Click the event you want to manage.
Open the Volunteers tab.
š Log in to Gracely to follow along.
Step 2: Assign volunteers
Click Assign Volunteers.
In the pop-up, you will see a list of available people.
Search by name or scroll through the list.
Select one or more volunteers.
Click Assign volunteers.
In Assign individual volunteers, ā search by name, ā” tick the people you want, then ā¢ click Assign volunteers.
Step 3: What happens after assigning
Once volunteers are assigned:
They appear under Assigned Volunteers with their name and email.
Their initial status is Pending.
Gracely automatically sends each volunteer an email invitation.
The email includes:
Event title
Date and time
Two response buttons:
Yes, I can serve
No, I cannot serve
Step 4: Monitor volunteer responses
In the Volunteers tab, each personās status updates automatically:
š¢ Accepted ā Volunteer accepted and will serve.
š“ Not available ā Volunteer declined and cannot serve.
š” Pending ā No response yet.
You can quickly see who has accepted at a glance.
ā The Volunteers tab. ā” Assign Volunteers. ā¢ Each person's status shows as Accepted, Pending or Not available. ā£ The trash icon removes a volunteer.
Step 5: Manage volunteers
Remove a volunteer anytime using the trash icon next to their name.
Assign new volunteers if someone declines.
Changes apply instantly and notifications are handled automatically.
Tip for recurring events
For recurring events, each date has its own volunteer assignments.
This allows you to schedule different volunteers for each occurrence.