VSys One: Volunteer Management Software

Job Signup Window Rules

Job signup window rules are often used to limit when groups of volunteers are allowed to sign up for slots, along with how many they can sign up for during some time period.

In this example, a performing arts center uses VSys Live to do open signup for slots for the next month starting on a particular date. Volunteers strongly prefer certain events, and vie for access to them. Taking a cue from the airlines, their volunteers are grouped into tiers, "Diamond", "Royal", "Gold", etc. Each of these tiers is allowed to sign up for only one slot during the coming month, and each get access to start that signup at a set date/time.

Job signup window rules are global and defined from the VSys Live sites tool, they're not specific to individual VSys Live sites.

All slots become visible, but not available for signup, at 9am on the previous Friday (see Slots hidden until below).
Diamond gets signup access at 10:30am on Monday.
Royal and Gold get signup access at 12:00 noon on Monday; Diamond still has access.
Silver gets signup access at noon on Tuesday; Diamond, Royal and Gold still have access.
Bronze gets signup access at noon on Wednesday; Diamond, Royal, Gold and Silver still have access.
Everyone else gets signup access at noon on Thursday; Diamond, Royal, Gold and Bronze still have access.
Finally at noon on Friday, all restrictions are lifted: any volunteer in any tier can select additional slots without regard to their tier or how many other slots they've signed up for (see Expiration below).
At the end of the following month, all slots become invisible (see Slots hidden after this date below). Note that this is not strictly necessary: VSys Live won't let you sign up for slots in the past anyway.

Up until noon on Friday, any given volunteer can select only one shift for the next month, regardless of their status (see the Maximum assignments property of each rule). If a volunteer cancels an assignment for the next month, they are permitted to select a replacement shift.

These examples are just that: examples. The various tiers could have been allowed differing numbers of slots, they didn't all have to get cumulative access, e.g. Diamond's signup period could have ended when Royal's started or some other time, etc.

These rules only work when they're applied to individual job slots! They don't apply to all jobs; you have to explicitly set the Signup window rule field when creating a job slot for that slot to be controlled by a rule.

Rule

Description	For your use.
Inactive	An inactive rule is ignored and not used.
If a person matches one rule's criteria, do not apply any other rule	Advanced; if this is checked and multiple signup window rules are in play, VSys will only look the first rule.
Slots hidden until	Any slot with this signup window rule is hidden in VSys live until this date/time.
Slots hidden after this date	If this is not blank, any slot with this signup window rule is hidden in VSys live after this date/time.
Slots available for signup on	Before this date/time, slots cannot be selected for signup.
Slots unavailable for signup on	After this date/time (if not blank), slots can no longer be selected for signup.
Expiration	This rule turns itself off, removing its restrictions for signup.
Message to show	Shown to the volunteer if this rule prevents their selecting a slot.

When a volunteer selects a job slot governed by this rule, VSys does the following:

If the current date is before Slots available for signup on, rejects them showing Message to show...
If the current date is after Expiration, rejects them showing Message to show...
Looks through the detail rules until it finds one that matches: (Rule becomes active and Rule becomes inactive are checked against the current date) and (Volunteer matches People types, Groups, Volunteer types and Lists).
- Matched? Looks for assignments that the current volunteer has during the Assignment window which are linked to any signup window rule. If that meets or exceeds Maximum assignments, then the signup is rejected. Message to show... here is shown if not blank, otherwise shows the Message to show from the overall signup window rule.
- Not matched? Look at the following rules in order.

Detail rules

Description	For your use.
Order	These detail rules are also processed in order from lowest to highest.
Rule becomes active, Rule becomes inactive	This detail rule is only effective during this time period. If the current date is outside of that, this detail rule is ignored and VSys moves on to the next one.
Maximum assignments	Limits the number of assignments that the volunteer can currently have during the Assignments window. If that count exceeds this, then they're not allowed to select any more.
Assignments window	This rule looks for assignments during this date window, in this case the following month. Note: only assignments linked to a job signup window rule are counted.
People types, Groups, Volunteer types	The volunteer must match all of these to match this rule.
Lists	Volunteer must be on one or more of these lists to match the rule. Use Intellilists to form complex rules as needed.
Message to show	If this field isn't blank and this detail rule matches, overrides the Message to show from the overall signup window rule.

Requires that the feature VSys Live: Advanced job signup restrictions and signup window rules be enabled.

Job signup window rules are not part of the standard VSys Live implementation. In general, installing and configuring this option comes with an additional fee. See Advanced features for information.