Event/Program: Edit Detail Settings – VolunteerLocal

The Edit Detail section allows you to update your Event or Program settings. These options help you customize how volunteers view, register for, and participate in your Event/Program.

To access these settings, follow the steps below:

Navigate to Events & Programs > Events & Programs
Scroll to the Event/Program and select Edit Detail

Event/Program Information

This section contains the core details of your Event/Program.

Name
What is the name of your event or program? Can be edited at any time.
Timezone
In what timezone will the shifts occur? Should only be adjusted when first creating the Event/Program.
Landing Page Visibility
Controls whether this Event/Program appears on your landing page. Can be edited at any time.
Logo (optional)
Add an image or logo for your Event/Program. Can be edited at any time.
Event/Program Date(s) (optional)
- If the program is a single day, only use the first date field.
- Can be edited at any time.
Location (optional)

Volunteer Application

If this Event/Program requires an application to be completed prior to selecting shifts, please update the settings here. Learn more about Volunteer Applications with this support article.

Additional options include:

Application Gate page content
Add instructions to the application gate page. This text will appear at the top of the page that asks for the volunteer's first name and email.
Application Gate page pass-through
If an applicant is missing any required fields on this application, the volunteer:
- May not select shifts and is redirected to complete the application
- May progress to select shifts
Note: applicants you import or add manually may not have all required fields completed
Status requirement to access shifts
If this event requires a specific status value to be set ("Applicant Status") in order to select shifts please indicate the value(s)
Unassigned Applicants
"Unassigned Applicants" are volunteers who complete the application but do not select any shifts.
Unassigned Applicants can be viewed in the Report and communicated with via the email communication tool. To automatically send a message to an Unassigned Applicant, 3-4 hours after applying, select a template.

Group Signup (not included with all plans)

Group Signup allows a volunteer (group leader) to register additional volunteers (“+1’s”) during their own registration.

Options include:

Set the number of “+1’s” a group leader can register
Capture additional information for “+1’s” using questions from the application
Remove the entire group if the group leader cancels (when enabled)
Add “+1’s” to the Event/Program application
Send “+1’s” a copy of the confirmation message (sent from the group leader)
Send “+1’s” a secondary email using a template

Shift Reminders & Cancellation Notices

Set up automated email templates for:

Shift reminders
Follow-up messages

These emails can be applied event-wide or to specific jobs.

Cancellation confirmations
- When a volunteer cancels their shift
- When a volunteer is removed/moved from their shift by an admin

Signup Page Options

Page Header

Add instructions and any other information volunteers need to know about the event. This text will appear at the top of the signup page.

Note: Formatting does not transfer when pasting content.
Use Ctrl (or Command) + Shift + V to paste without formatting, then apply formatting within VolunteerLocal.

Layout & Display

Controls how the signup page appears to volunteers, including:

Default Jobs/shifts filter:
- Jobs (alphabetical)
- Location (alphabetical)
- Date
- Calendar Grid
- Spots
Volunteer can change the view (optional filters):
- Jobs (alphabetical)
- Location (alphabetical)
- Date
- Calendar Grid
- Spots
Jobs & shifts are initially collapsed/condensed (off = fully expanded)
- Recommended as toggled 'on' if you have many shifts
Display shift times in 24-hour format (off = 12-hour format)
When a password is used, display ONLY jobs/shifts matching the password
Display a search box (useful if you have many jobs)
A shift with no spots available is removed from the signup page
Do not display shifts that are __ days, or more, out from "today" (rolling release of shifts)
- Recommended if you build out a year's worth of shifts. Example: Do not display shifts that are 90 days, or more, out from "today"
A shift with available spots is removed from the signup page:
- When the shift starts
- __ hours before the shift starts
- __ hours after the shift starts
Display names of other volunteers on the signup page: options include:
- (no/off)
- Display first name + last initial ("Sam J.")
- Display full name ("Sam Jones") for other volunteers

Shift Selection

The minimum number of shifts a volunteer must select
The maximum number of shifts a volunteer can hold
Whether volunteers are allowed to select overlapping shifts

Shift Overflow

There are two scenarios where a volunteer selects a shift that is full:

(a) a shift was filled while the volunteer completed their submission
(b) the volunteer is bringing a group and the shift has less spots than the group size.

Please select how VolunteerLocal should process this situation:

Do not process the submission. The volunteer will be presented with the shifts page again, along with a notice that one or more shifts are no longer available.
Process the submission, but do not overfill any shift that was full before the submission. This results in the volunteer being assigned to some shifts, but not all.
Process the submission, and allow shifts to overfill.

Shift Visibility

Determines where shifts are visible.
Jobs and shifts must be online and follow the settings configured under Signup Page Options → Layout & Display (Section above).

Confirmation Options

Confirmation Page Content

Provide additional information once the volunteer has submitted registration. This text will appear at the top of the confirmation page.

Additionally, toggle on the social sharing buttons for Facebook and X.

Notifications

Choose which organization user receive notifications for this Event/Program:

Volunteer signups
Volunteer profile updates
Overbooked shifts (if allowed)
Cancellations
Flagged volunteer signups
Messages sent from the Mobile App

Volunteer Profile Options

Controls what volunteers see on their profile page (visible until their final shift).

Volunteer Profile Content

Provide content on the volunteer profile page. This text will appear above this event's shift detail.

Additional options:

Showing registration form information
Show shift detail on the volunteer profile page (recommended)
Volunteer can cancel shifts, but no later than, but no later than
- when the shift starts
- 1 hour before the shift starts
- 3 hours before the shift starts
- 12 hours before the shift starts
- etc.

Volunteers in the same shift

Visibility of other volunteers in the same shift, displayed on the Volunteer Profile/Mobile App/Confirmation Message Email, options include:

Do not display information for other volunteers
Display first name + last initial ("Sam J.") for other volunteers
Display full name ("Sam Jones") for other volunteers
Display full name + email ("Sam Jones <sam.jones@noemail.com>") for other volunteers
Display full name + email + mobile phone ("Sam Jones <sam.jones@noemail.com>", 123-456-7891) for other volunteers

Check-In/Out Options (not included with all plans)

This section controls how volunteers check in and out of shifts, whether through self-service tools, QR codes, or administrative tracking.

Self Check-In/Out (Mobile App & Volunteer Profile)

Choose whether volunteers can record their own check-in and check-out times:

Allow volunteers to record their own check-in/out times

Volunteers can access this option from:

The VolunteerLocal mobile app
Their web-based volunteer profile

Volunteer-Scanned QR Code (Event-Wide)

An event-wide QR code can be displayed onsite for volunteers to scan with their phone to check in.

Options include:

Allow volunteers to check in by scanning a QR code
Require a PIN to verify identity
(When off, volunteers enter only their name and email address to check in.)

Administratively-Scanned QR Codes

Each volunteer can be assigned a unique QR code for check-in.

Display a QR code on the volunteer’s web-based profile
Send an event-specific QR code via email using the smart tag:
{event qr code}

Check-In Window

Control how early or late volunteers can check in relative to their shift start time.

Example:

Volunteers may check in 1 hour before their shift starts
Volunteers may check in up to 1 hour after their shift begins

Note: Kiosk check-in screens have independent check-in window settings.

Check-Out Options

Choose how check-out times are recorded:

Automatically set the check-out time when the shift ends for any volunteer who has checked in

You may also choose to automatically send an email message when a volunteer is checked out.

Button Labels

Customize the button text used throughout this Event/Program.