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Shift Reservation (Group Reservations)

Updated

The Group Reservations 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.

Adding a Reservation to a Shift

  1. From the menu, navigate to Events & Programs > Events & Programs

  2. Scroll to your Event/Program, select Shifts

  3. Scroll to the specific shift

  4. Select the Reservation button to create a new reservation

  5. Enter the following information:

    • Reservation Name
      Used for administrative purposes to identify the reservation

    • Reservation 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 email

    • Include the Leader in the Shift
      If checked, the leader occupies a reserved spot. If not, the number of reserved spots does not include the leader

    • Send the leader this message on save
      Select an email template to send to the above reservation leader when the reservation is created or saved

    • Send this reminder
      Select an email template to send to the above reservation leader at a time period before the shift date

    • Spots to Reserve
      Enter the number of spots to reserve from the total available for the shift

    • Password
      Limited to 30 characters. This field automatically populates to match the reservation name, but can be customized. Use simple passwords without special characters

    • Release Date
      The date when the reserved spots will be released back to the public

    • Administrative Notes
      Optional text box for admins to enter additional information

  6. Click the Save reservation button

  7. 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.

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 info}

Lists all future reservations associated with the reservation leader, each reservation including:

  • Event name

  • Number of reserved spots until release date

  • Reservation link

  • Reservation password

  • Job name

  • Shift date and time

Suggested Email Template: New Reservation

Hello {first name},

We’ve set up your group reservation for {reservation job} on {reservation shift}!

We’re holding {reservation spots} spots under the password {reservation password} until {reservation release date}.

Please share the link below with your group so each person can sign up individually:
{reservation link: Click here to volunteer with our group!}

Thank you,

Suggested Email Template: Continued Communication / Reminder (Optional)

Hello {first name},

Here is an update regarding your group reservation for {reservation job} on {reservation shift}!

We’re holding {reservation spots} spots under the password {reservation password} until {reservation release date}.

The following volunteers have signed up within your group:
{reservation volunteers}

Please share the link below with any additional volunteers who would like to sign up:
{reservation link: Click here to volunteer with our group!}

Thank you, 

Suggested Email Template: Group Leader with Multiple Reservations (Optional)

Hello {first name},

Your group reservation(s) are listed below:
{reservations info}

Thank you, 

Reservation FAQs

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 no longer available due to the shift's visibility settings.

 

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