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Posts Tagged ‘volunteer and staff management’

Deleting vs. Disabling a User Profile in iCarol

We recommend that when staff or volunteers leave your agency or discontinue service with you, that you disable their user profile rather than delete it. We recommend that you only delete a user profile if it was created by mistake, or the user has not done any “work” in iCarol (signed up for shifts, submitted call reports, created or edited resource records, etc.). This is because when you delete a user, all interaction he or she had in iCarol will no longer be attributed to them. For example, you will no longer be able to see which shifts they served, which chatboard posts they created, which call reports they submitted or which resource records they created or edited. Instead of listing a name in call reports and resource records, “unknown or deleted” will be shown. If the user is disabled, their name will remain on the interactions, but they won’t be able to sign into iCarol.

To delete a user, follow these steps:

Click on Vols-Staff in the left hand menu, and then click on the name of the person you would like to delete. Once you are in the user profile, click the edit button at the top of the screen.

Edit Profile

The buttons at the top of the screen will change. Click the Delete button.

Delete a vol

Warning text in red will be displayed, explaining the effects of deleting the user profile. If you delete the profile, the effect is irreversible and we cannot recover this information for you. If you are sure you want to delete the profile, click Confirm deletion.

Delete warning message

To disable a user, follow these steps:

Click on Vols-Staff in the left hand menu, and then click on the name of the person you would like to disable. Click the Admin tab in the user’s profile, and then click the edit button at the top of the screen.

Vol profile Admin tab

Click the drop-down menu next to iCarol Account and choose Disabled, then click the Save button at the top of the screen.

Save Changes

If you have any questions, please do not hesitate to submit a case to the iCarol Support Team!

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Managing Shift Schedules During Vacation Periods

During the summer, and other common vacation periods, staff and volunteers may need to adjust the time they serve at your agency. You want to ensure that your calendar is up-to-date with all changes and the following iCarol features are there to assist.

Unregister from a shift

If a volunteer or staff member has already signed up for or been assigned to a shift, but realizes that they cannot serve the shift, they can un-register from the shift. To do so, the volunteer or staff member will use the shifts area of iCarol to navigate to the day of their shift, and will click on their name in the list of shifts. A pink box will appear to the right, and in that box, there is an “Unregister” button which they should click.

Unregister

Clicking this button will remove the person’s name from the shift, and it will revert to an “Open” shift so someone else can sign up for it.

Shift Substitution

This feature is similar to the “Unregister a shift” feature, but goes an extra step and facilitates the coverage for shift assignment changes. If a volunteer or staff member has already signed up for or been assigned to a shift, but realizes that they cannot serve the shift, they can ask for a substitution. To do so, the volunteer or staff member will use the shifts area of iCarol to navigate to the day of their shift, and will click on their name in the list of shifts. A pink box will appear to the right, and in that box, there is an “Ask for Substitution” button which they should click.

Unregister

Clicking this button will send an email to all users indicating that the volunteer or staff person is looking for a substitute, and will highlight the shift in yellow so it is easily spotted. If someone would like to substitute, they would navigate to this shift in the Shifts area of iCarol, and click the Accept button.

Shift substitution

Whether or not you allow un-registration or shift substitutions, and how soon before the start of a shift a person can unregister or ask for a substitution, are settings Admin’s can control via the Shifts tab in Admin Tools.

Exceptions to Repeating Assignments

If you have members that are assigned to the same shift over a period of time, the repeating assignment is a great tool to use. This tool allows you to collectively schedule those repeating assignments and it also handles exceptions, such as to remove the person from the shift during a particular time span when they will be on vacation. To do so, use the shifts area of iCarol to navigate to the first shift within a repeating shift assignment that they would like to unregister for and click on their name. A pink box will appear to the right, and in that box, there is a link labelled “Repeating assignment” which they should click.

Exceptions to repeat assignments

This will cause the following box to pop-up:

Repeating Assignment Tool

Firstly, the volunteer or staff person should click the radio button next to “Remove”. Next, using the drop-down boxes, they should indicate what time frame (every, every other, each month’s first, etc.) and what day of the week they would like to be removed from. The date next to “between” will be defaulted to the date of the shift the volunteer or staff person is adjusting. The volunteer or staff person should adjust the date next to “and”, or check the box next to “no end date” to remove themselves from every shift into the future. Finally, they should click the “Make these changes” button.

If you have any questions about these tools, please do not hesitate to submit a case to the support team via the online case management tool, found in the Help menu in iCarol.

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