Requesting a Sub
Volunteer Scheduler Pro (VSP)
•Here you will see how to navigate through web site.
•You will also see upcoming volunteer needs
My Schedule Tab
•Here you can manage your upcoming shifts
•If you need to request a sub, click the “request sub” link next to your shift.
–Please let your day captain know you are requesting a sub.
•If you want to volunteer for an opening, click “volunteer now” link next to shift.
Requesting a Sub or Swap
If you are less than 24 hours, please do not use the system
•Once you click the request sub link you will have a pop up like this.
•Use the box to give reason and say when you are willing to swap.
•Example, I am out of town for work but can switch for any other Friday, thanks you for your help.
•Then click request sub box.
•Everyone in VPS that is eligible to work for you, will receive an e-mail of your request. You will be copied on that e-mail
•Please note your Day Captain will not get the request. Please e-mail her separately to let her know you are working on a sub. Once you get a sub, be sure to give her name & PHONE # of your sub.
Accepting a Sub Request via e-mail
•After a sub request has been processed by the software, an e-mail goes out to all available volunteers.
•To accept the sub request click the blue “volunteer now” in the e-mail.
•You may also propose a trade by doing this too, see slide 16 for more details.
•Do not reply to the e-mail, that goes to the administrator, instead contact the volunteer directly through the e-mail provided in the request.
Sub Request E-Mails
•The sub request only goes to volunteers available & qualified for your shift
•Cashier sub request will only go to other cashiers. If you have friends who are not cashiers who would sub for you, either forward the sub request to them or ask them separately.
•If you are a server and wish to get cashier sub request go to My Profile tab to add cashier to your jobs.
•If you feel like you are getting too many sub requests and you ignore them, go into My Profile to customize your available days. If you know you can never work on Mondays, put all Monday shifts on your unavailable list and you will no longer receive the e-mails.
•We want everyone to be happy & comfortable with the software. It is designed to be personalized.
Confirming a Sub
•Once another volunteer has accepted your sub request, you will get an e-mail confirmation similar to this one that you are no longer scheduled for you shift.
•You must get confirmation or you will still be scheduled and be expected to be in the cafeteria.
Tips for finding a sub if no one accepts your request
•Go to the Full Schedule tab to find all volunteers and the day they work. Often times people are willing to switch for their same day of the week.
•Go to the Rosters Tab to find contact info for all volunteers. A phone call is more effective.
•Please have a buddy system in place from the beginning of the year.
–That means having a friend or neighbor who works on a different day that you can call in case of a last minute emergency or illness
–Please do not count on the system if your request is less than 24 hours. You must let your day captain know and call your buddy
Proposing a trade
•Another effective way to find a sub is to trade with someone who has an outstanding request
•On the My Schedule tab you will see outstanding requests, click volunteer now, you will be taken to accept substitute request box found on the next slide.
Proposing a trade
•From here you may either accept the position or click the propose trade with volunteer. Choose the second bubble and use the text box to start a dialogue with the other volunteer. By accepting you are not fully committed, just proposing a trade.
Cancelling a sub or swap request
•If you get a sub outside the website, i.e. a friend says she will work for you, please cancel the sub request, log into VPS and on My Schedule tab click “cancel” next to your request. That will keep other volunteers from accepting it.
•Thank you for volunteering in the cafeteria we appreciate that you are committing your time to volunteer at Hyer.
•If you have any questions please contact Catherine Sweet at firstname.lastname@example.org
•The website again is