When you publish your schedule, you’ll choose how volunteers can handle changes to their assigned shifts: they can either cancel their assignment or request a substitute.
This choice determines how flexible your schedule is and how easily shifts stay filled.
Option 1: Allow volunteers to cancel their assignment
When this option is selected, volunteers can remove themselves from a shift if they can no longer attend.
This approach gives volunteers the flexibility to manage their own schedules, without notifying others in the opportunity.
How it works
The volunteer clicks Cancel on their schedule.
The shift immediately becomes open and available for others to claim.
The volunteer and any administrator who is CC'd on schedule notifications will get an email cancellation confirmation.
When to use this option
Choose this setting if:
You have a reliable pool of volunteers who regularly check for open shifts, or
You do not need all shifts to be filled.
Keep in mind
This option prioritizes flexibility over guaranteed coverage.
If someone cancels close to their shift time, the spot might remain unfilled unless another volunteer steps in. You can choose to only allow this up to a certain number of days in advance of the assignment, after which point the volunteer will not be able to make changes to that assignment to minimize last-minute cancellations.
Option 2: Require volunteers to request a substitute
When this option is selected, volunteers remain on the schedule, and others are notified immediately that another volunteer is needed.
How it works
The volunteer clicks Request a sub from their schedule.
Other volunteers in that opportunity are notified of the open position.
When someone accepts, the original volunteer is automatically unassigned.
Any administrator who is CC'd on schedule notifications will be notified both of the sub request and of the assignment if another volunteer fills the request.
When to use this option
Choose this setting if:
You need every shift covered without exceptions.
You prefer volunteers to help find their own replacements.
You want to prevent last-minute gaps in the schedule.
Keep in mind
If no one accepts the sub request, the shift remains assigned to the original volunteer until an admin steps in.
This option prioritizes coverage and reliability over flexibility.
Which option should I choose?
You’ll set this preference when publishing your schedule.
| Your priority | Recommended setting |
|---|---|
| No notification emails to other volunteers when a position becomes unfilled | Allow cancellations |
| Consistent coverage and accountability | Require sub requests |
Many admins choose Request a sub for critical or hard-to-fill opportunities and Allow cancellations for flexible or casual opportunities.
You can adjust this setting anytime to fit your scheduling needs from the schedule by choosing Edit - Preferences.