Substitutions

A volunteer who is on for a date (whether they have accepted it or not answered yet) and then cannot make it does not simply drop out: they propose a substitute who has already agreed, and a coordinator or team leader decides.

How it works

1. The volunteer proposes. From their schedule in the Member Portal they choose Find a sub, pick someone qualified for the same position (never themselves, never someone who already holds that position on that date), add a note, and send it. Their card shows a "Substitute asked: …" badge and "Waiting for your coordinator to confirm."
2. Until it is decided, the original volunteer is still expected. Nothing changes on the occurrence; their row keeps its status.
3. The coordinator decides. The request appears at the bottom of the staffing view (position, volunteer, proposed substitute and when it was proposed) and, when the date falls in the dashboard's window, under Substitution requests on the Ministry Dashboard, with the volunteer's note.
   • Approve — the original volunteer is released and the substitute takes the position; both are told. The original row becomes Substituted (its history is kept) and an Accepted row for the substitute appears on the same position. The position still counts as filled once, not twice.
   • Reject — the original volunteer keeps the position; both are told.
4. Both people are emailed with the decision: "Your substitute request was approved" or the "was not approved" version, which says the original volunteer is still expected.

Withdrawing

Only the volunteer who proposed a substitute can take it back (Take that back on their schedule card), as long as it has not been decided. A coordinator approves or rejects; they cannot withdraw on someone else's behalf.

Who may decide

Anyone who may staff the occurrence: an administrator, a Manage Ministries user, the ministry's coordinators, or the leader of the team the schedule belongs to. See Who can do what.

Related pages

• Staffing an occurrence
• Volunteer email and reminders