Once a volunteer has been given or has picked their shifts, they confirm they've seen them by accepting them. That way you can see who is on top of their shifts, and acceptance unlocks the ticket.
What does it mean that shifts are accepted?
The volunteer gets the status Accepted shifts with a check mark in the member lists.
If the team has a schedule, the volunteer can only get their ticket once their shifts are accepted. See Billetter kan ikke hentes.
If volunteers pick their own shifts, acceptance locks the shifts. The volunteer can no longer pick new shifts or remove the ones they have.
When can shifts be accepted?
The volunteer can accept when all of this is true:
The volunteer has shifts on a schedule that is Published.
The volunteer is not on the waiting list.
If volunteers pick or prefer their own shifts, the volunteer meets the requirements for hours and shift grades.
The shifts haven't already been accepted.
How the volunteer accepts
The volunteer logs in to the portal. If shifts are waiting, the top of the page says "You have shifts awaiting your approval." with the link Click her to accept them.
Under My shifts, the volunteer presses I have seen and accept my shifts.
If volunteers pick their own shifts, a warning appears: "Note that you can't change your shifts, once they are accepted. Are you sure you want to accept now?"
Afterwards it says "Your have accepted your shifts". If tickets are public, there is also a link to the ticket.
The volunteer can also accept one shift at a time with Accept the shift next to the shift. The same conditions apply as for I have seen and accept my shifts. The button can be visible even when acceptance is blocked.
Note: Shifts can't be accepted in the Crewstack app. The app shows the shifts under Shifts, but the volunteer has to open the portal in a browser to accept.
How to see who has accepted
Under Members (and in the member list on the team), people with accepted shifts have a check mark and the status Accepted shifts. Everyone else has a dot.
In the search under Members, you can filter on Shifts accepted: Yes or No.
In the schedule planner, you can tick Show only members with accepted shifts.
On the volunteer's profile, each shift has a status dot. Hover over it to see "Shift not accepted yet".
Note: If the volunteer has checked in, the list shows Checked in instead of the acceptance status.
Accept on a volunteer's behalf
If a volunteer can't or doesn't get round to accepting, you can do it for them:
Open the volunteer's profile.
Click Accept shifts for member. If the profile has many actions, it is under Actions.
You see the message "The member's shifts has been accepted, on behalf of the member."
All the volunteer's shifts on published schedules are accepted, even if the hour and shift grade requirements aren't met. Use it deliberately when you want to approve a volunteer who doesn't meet the rules.
Withdraw an acceptance
If the volunteer needs to be able to change their shifts again, click Withdraw acceptance of shifts on the volunteer's profile. The Accepted shifts status disappears, and if volunteers pick their own shifts, they can pick again. The shifts are not deleted.
Note: Until the volunteer has accepted again, they can't get their ticket.
When does acceptance disappear?
Acceptance is not reset automatically when you change a volunteer's shifts. But the Accepted shifts status requires all of the volunteer's shifts on published schedules to be accepted. So this is what happens:
You give the volunteer a new shift: The new shift isn't accepted, so the status disappears until the volunteer accepts it. In the meantime, the volunteer can also pick shifts again if volunteers pick their own shifts.
You give the volunteer a shift on an unpublished schedule: The acceptance stays. When you publish the schedule, the new shift isn't accepted, so the status disappears until the volunteer has accepted it.
You remove a shift: Acceptance stays. If you remove all their shifts, the status disappears.
You change the time or place of a shift: Acceptance stays, and the volunteer isn't notified automatically. Use Send message next to the shift under Shifts overview on the schedule.
Shift exchange: Acceptance follows the shift, not the person. If a volunteer takes over a shift that wasn't accepted, it needs to be accepted.
You change the minimum or maximum hours on a schedule with direct shift selection: If volunteers who have accepted no longer meet the requirements, you're shown "Accepted shifts may need reopening" with a list of them. Choose Save and reset acceptance so they can adjust their shifts and accept again, or Save without resetting acceptance so they stay accepted.
You withdraw the acceptance: Click Withdraw acceptance of shifts on the profile.
Check this when a volunteer can't accept
If there is no accept button under My shifts, go through the list:
Is the schedule published? The volunteer only sees shifts from published schedules and can only accept those.
Is the volunteer on the waiting list? Then they can't accept.
Does the volunteer meet the requirements? If volunteers pick or prefer their own shifts, the hour and shift grade requirements must be met before the button appears. The volunteer then sees "You have not yet choosen all your shifts!" at the top of the portal. Under Update Shifts, the Selected shifts panel shows the rules for each schedule where the volunteer has picked at least one shift, for example "You must work at least 12 hours on this schedule."
Does the volunteer have too many hours? That blocks too. It typically happens when you've put the volunteer on extra shifts beyond Maximum hours.
Can the requirements be met at all? Open the schedule. Shift selection warnings tells you if a shift grade requires shifts but has none, if the minimum hours are higher than the total hours on the schedule, or if a shift bundle is longer than the maximum. It only looks at values set on the schedule itself, not at Minimum shift hours and Maximum shift hours from the member type.
Has the volunteer already accepted? Then the button is gone and it says "Your have accepted your shifts".
Tip: Minimum and maximum hours are set per schedule and member type under Edit settings on the schedule. If the field is empty, Minimum shift hours and Maximum shift hours from the member type are used. See Lad medlemmer vælge egne vagter.
Tip: If you're an admin, you can use Log in as on the volunteer's profile to see exactly the warnings the volunteer sees. See Se hvad dine medlemmer ser. As a team leader, you can ask the volunteer for a screenshot.