The Shift Reservation feature allows you to reserve a portion of a Shift for a specific group. Each reservation is protected with a password and a unique registration link, and can be assigned a reservation leader who will receive all relevant information. You can also use email templates to automatically communicate the reservation details, including the password, number of spots, and Shift information, directly to the group leader.
This approach ensures your groups have dedicated space while maintaining flexibility for general volunteers. For example, if a Shift has 50 spots available, you could reserve 10 for Group A and 10 for Group B, leaving the remaining 30 open for other volunteers.
Creating a Shift Reservation
From the menu, navigate to Events & Programs > Events & Programs
Scroll to your Event/Program, select Shifts
Scroll to the specific Shift
Select the Reservation button to create a new reservation
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Enter the following information:
Reservation Name
Used for administrative purposes to identify the reservationReservation Leader
If the volunteer designated as the leader already exists in the system, their name will appear for selection. This person will receive the reservation template emailInclude the Leader in the Shift
If checked, the leader occupies a reserved spot. If not, the number of reserved spots does not include the leaderSend the leader this message on save
Select an email template to send to the above reservation leader when the reservation is created or savedSend this reminder
Select an email template to send to the above reservation leader at a time period before the Shift dateSpots to Reserve
Enter the number of spots to reserve from the total available for the ShiftPassword
Limited to 30 characters. This field automatically populates to match the reservation name, but can be customized. Use simple passwords without special charactersRelease Date
The date when the reserved spots will be released back to the publicAdministrative Notes
Optional text box for admins to enter additional information
Click the Save reservation button
Once the reservation is created, it will appear under the Shift
Communicating with the Reservation Leader
You can create an email template using smart tags to ensure accurate information is sent to the group leader.
📋 Please note: Templates that include any of the following Shift Reservation smart tags can only be used when creating or editing a Shift Reservation. The following smart tags will not function in the Broadcast Compose & Send Email, Shift Reminders, or sending individual emails from Volunteer Profile or Report view.
Available Smart Tags for Reservation Email Templates
| Smart Tag | Description |
|---|---|
{reservation job} |
Name of the job |
{reservation shift} |
Shift date/time (e.g., October 20th, 2025 at 4:30 PM) |
{reservation password} |
Password for the reservation |
{reservation spots} |
Number of reserved spots |
{reservation volunteers} |
List of volunteers who have signed up within the reservation |
{reservation release date} |
Release date (e.g., October 13th, 2025) |
{reservation leader} |
Name and email of the group leader |
{reservation link: Put your link text here} |
Custom registration link Example: {reservation link: Click here to volunteer with our group!} *Reservation link includes shift filter |
{reservation info} |
Lists all future reservations associated with the reservation leader, each reservation including:
*Reservation link does not include shift filter |
Example Email Templates
Suggested Email Template: New Reservation
|
{first name}, Your group's reservation password is {reservation password}, and these spots will be held until {reservation release date}. Please share the link below with your group. {reservation link: Click here to volunteer with our group!} Thank you, and we look forward to volunteering with your group! |
Display example:
Suggested Email Template: Continued Communication / Reminder (Optional)
|
Hello {first name}, Here is an update regarding your volunteer group reservation for {reservation job} on {reservation shift}! We’re holding {reservation spots} spots under the password {reservation password} until {reservation release date}. |
Display example:
Suggested Email Template: Group Leader with Multiple Reservations (Optional)
Use the {reservations info} smart tag when creating multiple reservations for the same group using the same password. Send the template once after all reservations have been created.
|
Hello {first name}, {reservations info} Please share the link above with any additional volunteers who would like to sign up. Thank you, and we look forward to volunteering with your group! |
Display example:
Reservation FAQs
Can I have multiple reservations on the same Shift?
Yes. You can create multiple reservations on a single Shift — each with its own name, password, registration link, and reserved spot count.
Can I have multiple reservations with the same Password?
Yes. If a group would like to volunteer across different jobs or on different dates, you can create multiple reservations using the same password. Keep in mind that email templates are tied to one Shift at a time — if the group spans multiple Shifts or jobs, be sure to communicate the shared password to the group leader directly or use the suggested template above.
If I delete a reservation, will it remove the volunteers from the Shift?
No. The volunteers will remain assigned to the Shift.
One exception: If a Reservation Leader is assigned to the reservation but is not registered as a volunteer, they will no longer be associated with the Shift.
Will the reservation disappear after the release date?
No. The reservation, its notes, and all associated data remain in your account after the release date. You can edit or remove the release date at any time.
Does the reservation link continue to work after the release date?
Sometimes. If the shift still has publicly available openings, the reservation link will continue to work until the shift is full or the shift's visibility settings make it unavailable.