VSys One: Volunteer Management Software

Slot Details Reports

Where slot summary reports look at job slots and assignments made explicitly to those job slots, slot detail reports can give you far more information, and can work with and look at job assignments which are not explicitly associated with each job slot. Use them to see:

Which job slots still need people
Which have too many people
When people are working even when job assignments may not exactly match the job slots.

Find these reports on the Reports panel under Slot details.

Slot detail reports screen showing Slots Details settings

How they work

Slot detail reports internally break every job slot into 15 minute increments, then find all people who are assigned to that job slot specifically, or have a job assignment which is for the same job and location and which overlaps the job slot.

Let's use an example: you have two job slots (openings) every weekday, answering questions and guiding visitors at the reception desk. You need three people doing this job in the morning from 7am to noon, and two in the afternoon, from noon to 8pm. For this example, let's look at just Monday.

Jane Doe has a recurring assignment every Monday and Wednesday at the reception desk, from 8am-1pm.
Jim Smith works Mondays and Thursdays at the reception desk from 7am-11am.
Kate Brown works Mondays only, from 11am to 3pm.
And Alexis Cray works every weekday from noon to 9pm.

You need to know, for every day, when this opening is fully staffed, and when you may need to bring people in from other departments or use your floating volunteers. So, what's your status on Monday?

Time	Volunteers	Status
7am-8am	Jim Smith	Want three people, have one, need two more
8am-11am	Jim Smith, Jane Doe	Want three people, have two, need one more
11am-noon	Jane Doe, Kate Brown	Want three people, have two, need one more
Noon-1pm	Jane Doe, Kate Brown, Alexis Cray	Want two people, have three.
1pm-3pm	Kate Brown, Alexis Cray	Want two people, have two.
3pm-8pm	Alexis Cray	Want two people, have one, need one more.

Notice how even though Kate's assignment crosses the time boundaries for the job slots, this report appropriately allocates part of her time to the morning opening, part to the afternoon. Alexis' assignment runs past the end of the afternoon job slot, but that's okay. (If there was a 9pm-midnight job slot, this last hour of her assignment would get allocated there.)

Only assignments with a status of "Normal" or "Pending approval" are considered in these reports. Any other assignments are ignored and not counted towards fulfilling a slot's needs.