See next week's open shifts and who to remind

Lay out the week

Grantkeeper reads the sign-up export and builds a roster by day and shift: who is confirmed, who is tentative, which shifts are short and which are full. It flags double bookings and any role rule you gave it, such as a minimum age, training or a background check, next to the shift that needs it.

For short shifts, it looks at past volunteers who marked themselves available for that day and drafts a short ask for each. A tentative slot stays tentative until the person confirms.

Fictional example: Thursday 4 to 6 needs four people and has two confirmed and one tentative. The roster shows the shift as short by two, not one, and lists three past Thursday volunteers to ask.

Remind the right people

Reminder drafts go one per shift, only to the people on it: date, time, place, entrance, what to bring and a contact for the day. If one shift moves, only those volunteers get a new note. Phone numbers stay in the roster and never go into group messages.

When someone cancels, tell Grantkeeper and it updates the roster, shows the new gap, and drafts an ask for the next available person. Nothing goes to the whole list for one open slot.

Send the reminders from your sign-up tool or email; some sign-up tools can send their own reminders too. After the week, Grantkeeper adds the hours to a running summary for grant reports and the board packet.

Send the export on the same day each week, such as Thursday for the week after, so volunteers have time to plan. For people who just signed up, start with the volunteer follow-up guide.